[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 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:
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.
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\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.
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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.
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\3\ See footnote 2 to Sec. 311.1.
\4\ See footnote 2 to Sec. 311.1.
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(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]