Office of the Inspector General; Privacy Act of 1974; System of Records, 30882-30883 [06-4967]

Agencies

• DEPARTMENT OF DEFENSE

[Federal Register Volume 71, Number 104 (Wednesday, May 31, 2006)]
[Notices]
[Pages 30882-30883]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 06-4967]


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DEPARTMENT OF DEFENSE

[DoD-2006-OS-0094]


Office of the Inspector General; Privacy Act of 1974; System of 
Records

AGENCY: Office of the Inspector General, DoD.

ACTION: Notice to amend systems of records.

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SUMMARY: The Office of the Inspector General (OIG) is amending a system 
of records notice in its existing inventory of record systems subject 
to the Privacy Act of 1974, (5 U.S.C. 552a), as amended.

DATES: This proposed action will be effective without further notice on 
June 30, 2006 unless comments are received which result in a contrary 
determination.

ADDRESSES: Send comments to Chief, FOIA/PA Office, Inspector General, 
Department of Defense, 400 Army Navy Drive, Room 201, Arlington, VA 
22202-4704.

FOR FURTHER INFORMATION CONTACT: Mr. Darryl R. Aaron at (703) 604-9785.

SUPPLEMENTARY INFORMATION: The Office of the Inspector General (OIG) 
systems of records notices 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 specific changes to the record system being amended are set 
forth below followed by the notice, as amended, published in its 
entirety. The proposed amendments are not within the purview of 
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended, 
which requires the submission of a new or altered system report.

    Dated: May 24, 2006.
L.M. Bynum,
OSD Federal Register Liaison Officer, Department of Defense.
CIG-16

System name:
    DoD Hotline Program Case Files (May 9, 2003, 68 FR 24937).

Changes:
* * * * *

System location:
    Delete entry and replace with: ``DoD Hotline Division, Office of 
the Assistant Inspector General for Policy and Oversight of the Office 
of the Inspector General of the Department of Defense, 400 Army Navy 
Drive, Arlington, VA 22202-4704.''
* * * * *

Retention and disposal:
    Delete entry and replace with: ``Hotline case files not referred 
are destroyed after 2 years.
    Electronic copies created on electronic mail and word processing 
systems are deleted after a record keeping copy has been produced.
    Automated and paper records are retained within the Office of the 
Defense Hotline Division for a period of 5 years after closure. The 
records are then retired to the Washington National Records Center for 
an additional 5 years, and then destroyed.''

System manager(s) and address:
    Delete entry and replace with: ``Director, DoD Hotline Division, 
Office of the Assistant Inspector General for Policy and Oversight of 
the Office of the Inspector General, Department of Defense, 400 Army 
Navy Drive, Arlington, VA 22202-4704.''

Notification procedure:
    Delete entry and replace with: ``Individuals seeking to determine 
whether this system of records contains information about themselves 
should address written inquiries to the Freedom of Information Act 
Requester Service Center/Privacy Act Office, 400 Army Navy Drive, 
Arlington, VA 22202-4704.
    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:
    Delete entry and replace with: ``Individuals seeking access to 
records about themselves contained in this system should address 
written inquiries to the Freedom of Information Act Requester Service 
Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-
4704.
    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.''
* * * * *
CIG-16

System name:
    DoD Hotline Program Case Files.

System location:
    DoD Hotline Division, Office of the Assistant Inspector General for 
Policy and Oversight of the Office of the Inspector General of the 
Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.

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

[[Page 30883]]

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, Inspector General of the Department of Defense (IG, 
DoD) (32 CFR part 373); DoD Directive 7050.1, Defense Hotline Program 
(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:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
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 
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:
    Paper records are stored in file folders and automated records are 
maintained on a computerized database.

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:
    Hotline case files not referred are destroyed after 2 years. 
Electronic copies created on electronic mail and word processing 
systems are deleted after a recordkeeping copy has been produced.
    Automated and paper record are retained within the Office of the 
Defense Hotline Division for a period of 5 years after closure. The 
record are then retired to the Washington National Records Center for 
an additional 5 years, and then destroyed.

System manager(s) and address:
    Director, DoD Hotline Division, Office of the Assistant Inspector 
General for Policy and Oversight of the Office of the Inspector 
General, Department of Defense, 400 Army Navy Drive, Arlington, VA 
22202-4704.

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 Requester Service Center/Privacy Act 
Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
    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 Freedom of 
Information Act Requester Service Center/Privacy Act Office, 400 Army 
Navy Drive, Arlington, VA 22202-4704.
    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:
    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 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.

[FR Doc. 06-4967 Filed 5-30-06; 8:45 am]
BILLING CODE 5001-06-M