Privacy Act of 1974; System of Records, 17337-17339 [E8-6637]

Agencies

• DEPARTMENT OF DEFENSE
• Department of the Navy
• Navy Department

[Federal Register Volume 73, Number 63 (Tuesday, April 1, 2008)]
[Notices]
[Pages 17337-17339]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-6637]


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DEPARTMENT OF DEFENSE

Department of the Navy

[USN-2008-0018]


Privacy Act of 1974; System of Records

AGENCY: Department of the Navy, DoD.

ACTION: Notice to alter a system of records.

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SUMMARY: The Department of the Navy proposes to alter a system of 
records notice in its existing inventory of records 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 
May 1, 2008 unless comments are received which result in a contrary 
determination.

ADDRESSES: Send comments to the Department of the Navy, PA/FOIA Policy 
Branch, Chief of Naval Operations (DNS-36), 2000 Navy Pentagon, 
Washington, DC 20350-2000.

FOR FURTHER INFORMATION CONTACT: Mrs. Doris Lama at (202) 685-6545.

SUPPLEMENTARY INFORMATION: The Department of the Navy's 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 proposed system reports, as required by 5 U.S.C. 552a(r), of 
the Privacy Act of 1974, as amended, were submitted on March 21, 2008, 
to the House Committee on Oversight and Government Reform, the Senate 
Committee on Homeland Security and Governmental Affairs, and the Office 
of Management and Budget (OMB) pursuant to paragraph 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: March 26, 2008.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
N12771-2

System name:
    Employee Relations Including Discipline, Employee Grievances, 
Complaints, Etc. (August 17, 1995, 60 FR 42852).

Changes:
System ID:
    Delete entry and replace with ``NM12771-2''.

System name:
    Delete entry and replace with ``Administrative Grievance Files.''

System location:
    Delete entry and replace with ``Organizational elements of the 
Department of the Navy. Official mailing addresses are published in the 
Standard Navy Distribution List that is available at https://
doni.daps.dla.mil/sndl.aspx.''

[[Page 17338]]

Categories of individuals covered by the system:
    Delete entry and replace with ``Navy and Marine Corps civilian 
employees paid from appropriated funds serving under career, career-
conditional, temporary and excepted service appointments by whom 
grievances exist.''

Categories of records in the system:
    Delete entry and replace with ``Information pertaining to 
administrative grievances to include but not limit to individual's 
name, address and Social Security Number (SSN).''

Authority for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 5013, Secretary of the 
Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 
(SSN).''

Purpose(s):
    Delete entry and replace with ``To support management in the 
processing, administration, and adjudication of grievances and for 
program evaluation purposes.''
* * * * *

Storage:
    Delete entry and replace with ``Paper files in folders and 
electronic storage media.''
* * * * *

Safeguards:
    Delete entry and replace with ``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. For contractor operated facilities, client data 
is kept in a certified data facility. At no time is client data removed 
from the secure hosting environment and access to client data is only 
to those employees with a direct functional need. Password complexity, 
expiration, minimum length, and history will assist in assuring only 
appropriate personnel have access to client data.''
* * * * *

System manager(s) and address:
    Delete entry and replace with ``For Navy: Employee Relations 
Program Manager, Office of Civilian Human Resources, 614 Sicard Street, 
SE., Suite 100, Washington Navy Yard, DC 20374-5072.
    For Marine Corps: Commandant of the Marine Corps (Code MPC-30), 
Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-
5103.''

Notification procedure:
    Delete entry and replace with ``Individuals seeking to determine 
whether this system contains information about themselves should 
address written inquiries to the Commander/Commanding Officer of the 
activity assigned. Official mailing addresses are published in the 
Standard Navy Distribution List that is available at https://
doni.daps.dla.mil/sndl.aspx.
    Written request full name, last four digits of Social Security 
Number (SSN), and signed request.''

Access procedures:
    Delete entry and replace with ``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. Official mailing addresses are published in the 
Standard Navy Distribution List that is available at https://
doni.daps.dla.mil/sndl.aspx.
    Written request full name, last four digits of Social Security 
Number (SSN), and signed request.''
* * * * *

Record source categories:
    Delete entry and replace with ``Supervisors; individual; witnesses; 
correspondence files; e-mails; and databases.''
* * * * *
NM12771-2

System name:
    Administrative Grievance Files.

System location:
    Organizational elements of the Department of the Navy. Official 
mailing addresses are published in the Standard Navy Distribution List 
that is available at https://doni.daps.dla.mil/sndl.aspx.

Categories of individuals covered by the system:
    Navy and Marine Corps civilian employees paid from appropriated 
funds serving under career, career-conditional, temporary and excepted 
service appointments by whom grievances exist.

Categories of records in the system:
    Information pertaining to administrative grievances to include but 
not limit to individual's name, address and Social Security Number 
(SSN).

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 support management in the processing, administration, and 
adjudication of grievances and for 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:
    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 disclose information on any source from which additional 
information is requested in the course of processing a grievance 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 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 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-2. 
These statutes take precedence over the

[[Page 17339]]

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:
    Paper files in folders and electronic storage media.

Retrievability:
    Filed by last name. SSN is used to differentiate individuals who 
have the same name.

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. For 
contractor operated facilities, client data is kept in a certified data 
facility. At no time is client data removed from the secure hosting 
environment and access to client data is only to those employees with a 
direct functional need. Password complexity, expiration, minimum 
length, and history will assist in assuring only appropriate personnel 
have access to client data.

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:
    For Navy: Employee Relations Program Manager, Office of Civilian 
Human Resources, 614 Sicard Street, SE., Suite 100, Washington Navy 
Yard, DC 20374-5072.
    For Marine Corps: Commandant of the Marine Corps (Code MPC-30), 
Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-
5103.

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. Official mailing 
addresses are published in the Standard Navy Distribution List that is 
available at https://doni.daps.dla.mil/sndl.aspx.
    Written request should contain full name, last four digits of 
Social Security Number (SSN), and signed request.

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. Official 
mailing addresses are published in the Standard Navy Distribution List 
that is available at https://doni.daps.dla.mil/sndl.aspx.
    Written request should contain full name, last four digits of 
Social Security Number (SSN), and signed request.

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; individual; witnesses; correspondence files; e-mails; 
and databases.

Exemptions claimed for the system:
    None.

[FR Doc. E8-6637 Filed 3-31-08; 8:45 am]
BILLING CODE 5001-06-P