Privacy Act of 1974; Systems of Records, 34105-34107 [05-11634]

Agencies

• DEPARTMENT OF DEFENSE
• Defense Logistics Agency

[Federal Register Volume 70, Number 112 (Monday, June 13, 2005)]
[Notices]
[Pages 34105-34107]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 05-11634]


-----------------------------------------------------------------------

DEPARTMENT OF DEFENSE

Defense Logistics Agency


Privacy Act of 1974; Systems of Records

AGENCY: Defense Logistics Agency.

ACTION: Notice to add a system of records.

-----------------------------------------------------------------------

SUMMARY: The Defense Logistics Agency proposes to add a system of 
records notice to its inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This action will be effective without further notice on July 13, 
2005 unless comments are received that

[[Page 34106]]

would result in a contrary determination.

ADDRESSES: Send comments to the Privacy Act Officer, Headquarters, 
Defense Logistics Agency, ATTN: DP, 8725 John J. Kingman Road, Stop 
2533, Fort Belvoir, VA 22060-6221.

FOR FURTHER INFORMATION CONTACT: Ms. Susan Salus at (703) 767-6183.

SUPPLEMENTARY INFORMATION: The Defense Logistics Agency notices for 
systems of records subject to the Privacy Act of 1974 (5 U.S.C. 552a), 
as amended, have been published in the Federal Register and are 
available from the address above.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on June 3, 2005, to the 
House Committee on Government Reform, the Senate Committee on Homeland 
Security and Governmental Affairs, and the Office of Management and 
Budget (OMB) pursuant to paragraph 4c of Appendix I to OMB Circular No. 
A-130, ``Federal Agency Responsibilities for Maintaining Records About 
Individuals,'' dated February 8, 1996 (February 20, 1996, 61 FR 6427).

    Dated: June 6, 2005.
Jeannette Owings-Ballard,
OSD Federal Register Liaison Officer, Department of Defense.
S700.30

System name:
    Operational Accounting Records for Civilian Employee-Based 
Expenditures.

System location:
    Financial Systems Modernization (J-88), Headquarters, Defense 
Logistics Agency, 8725 John J. Kingman Road, Stop 6238, Fort Belvoir, 
VA 22060-6221.
    Lockheed Martin Enterprise Information Systems, 1401 Del Norte 
Street, Denver, CO 80221-6910.

Categories of individuals covered by the system:
    Defense Logistics Agency (DLA) civilian employees and civilian 
employees of other DoD Components who receive accounting support from 
DLA under an administrative support agreement.

Categories of records in the system:
    Individual's name, Social Security Number, activity code, home 
address, Country Code, Electronic Fund Transfer waiver, Financial 
Institution, Bank Routing Number, Bank Account Number, Account Type, 
gross pay data (date paid, disbursing officer voucher number, 
disbursing station symbol number, pay period ending date, pay system 
code, work schedule, temporary position code, gross reconciliation 
code, job order number, hours extended, hours paid, and earnings/
employer contributions amount), and reconciliation or error data (if 
applicable).

Authority for maintenance of the system:
    10 U.S.C. 136, Under Secretary of Defense for Personnel and 
Readiness; 31 U.S.C. 3512, Executive agency accounting and other 
financial management reports and plans, as amended by Pub. L. 104-208, 
Federal Financial Management Improvement Act of 1996; and E.O. 9397 
(SSN).

Purpose(s):
    Records are used to initiate reimbursements to enable the Defense 
Finance and Accounting Service (DFAS) to distribute payments to DLA 
employees for certain miscellaneous out-of-pocket expenses (training, 
tuition, Permanent Change of Station, etc). Records are also used to 
identify employee-related costs associated with reimbursable orders 
received by DLA and to enable accurate billing of those reimbursable 
orders.
    Records are used to create a general ledger file containing the 
accounts necessary to reflect DLA operational costs. Operations costs 
consist of operating accounts, liability accounts, budgetary accounts, 
and statistical accounts, maintained for the purposes of establishing, 
in summary form, the status of the DLA accounts and to provide an audit 
trail to verify accuracy of reports.
    Records are used by financial management offices to validate and 
accurately record employee-labor operational expenses.
    Records are used to determine DLA civilian payroll budgetary 
requirements.
    Records are used by internal DLA/DoD auditors to conduct audits or 
investigations into the DLA accounting process.
    Records are used by the DoD Components who receive accounting 
support from DLA under an administrative support agreement for 
accounting purposes.
    Records devoid of personal identifiers are 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.
    Statistical data, with all personal identifiers removed, may be 
used by management for program evaluation, review, or oversight 
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 Office of Management and Budget for the purposes of 
conducting reviews, audits, or inspections of agency practices.
    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, assessing, 
retaining, and disposing of records in the system.

Storage:
    Records are maintained on both paper and electronic media.

Retrievability:
    Records are retrieved by individual's name and Social Security 
Number.

Safeguards:
    Physical entry is restricted by the use of locks, guards, and 
administrative procedures. Access to personal information is restricted 
by access profiles 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 that are changed periodically.

Retention and disposal:
    General ledger postings are cutoff at the end of the fiscal year 
and are maintained for 6 years and 3 months, and then destroyed.
    Reconciliation or error records are destroyed when no longer needed 
(not to exceed 2 years).
    Ready to pay file disposition is pending. Until the National 
Archives and Records Administration has approved the retention and 
disposal of ready to pay files, treated them as permanent.

System manager(s) and address:
    Staff Director, Financial Systems Modernization (J-88), 
Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Stop 
6238, 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 the Privacy Act Officer, Defense Logistics Agency,

[[Page 34107]]

ATTN: DP, 8725 John J. Kingman Road, Stop 2533, Fort Belvoir, VA 22060-
6221, or the Privacy Act Officer of the particular DLA field activity 
involved. Official mailing addresses are published as an appendix to 
DLA's compilation of systems of records notices.
    Individuals should provide their full name, Social Security Number, 
current address, telephone number, and office or organization where 
currently assigned, if applicable.

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: DP, 8725 John 
J. Kingman Road, Stop 2533, Fort Belvoir, VA 22060-6221, or the Privacy 
Act Officer of the particular DLA field activity involved. Official 
mailing addresses are published as an appendix to DLA's compilation of 
systems of records notices.
    Individuals should provide their full name, Social Security Number, 
current address, telephone number, and office or organization where 
currently assigned, if applicable.

Contesting record procedures:
    The DLA rules for accessing records, for contesting contents and 
appealing initial agency determinations are contained in 32 CFR part 
323, or may be obtained from the Privacy Act Officer, Headquarters, 
Defense Logistics Agency, ATTN: DP, 8725 John J. Kingman Road, Stop 
2533, Fort Belvoir, VA 22060-6221.

Record source categories:
    Existing DLA and DFAS databases.

Exemptions claimed for the system:
    None.
[FR Doc. 05-11634 Filed 6-10-05; 8:45 am]
BILLING CODE 5001-06-P