Privacy Act of 1974; System of Records, 49656-49659 [E8-19508]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 73, Number 164 (Friday, August 22, 2008)]
[Notices]
[Pages 49656-49659]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-19508]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2008-OS-0086]


Privacy Act of 1974; System of Records

AGENCY: Office of the Inspector General, DoD.

ACTION: Notice to amend three systems of records.

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SUMMARY: The Office of the Inspector General (OIG) is amending three 
systems of records notices 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 
September 22, 2008 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. Keith Mastromichalis at (703) 604-
8723.

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 records systems being amended are set 
forth below followed by the notice, as amended, published in its 
entirety. The proposed amendments are not within

[[Page 49657]]

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: August 15, 2008.
Patricia Toppings,
Federal Register Liaison Officer, Department of Defense.
CIG-17

System Name:
    Voluntary Leave Transfer Program Records (June 5, 2006, 71 FR 
32309).

Changes:
* * * * *

Systems location:
    Delete entry and replace with ``Human Capital Advisory Services, 
Department of Defense Office of the Inspector General, 400 Army Navy 
Drive, Arlington, VA 22202-4704.''
* * * * *

Purpose(s):
    Delete entry and replace with ``The file is used to managing the 
Department of Defense Office of the Inspector General, Voluntary Leave 
Transfer Program. The recipient's name, position data and organization 
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.''
* * * * *

System manager(s) and address:
    Delete entry and replace ``Human Capital Advisory Services, 
Department of Defense Office of the Inspector General, 400 Army Navy 
Drive, Arlington, VA 22202-4704.''
* * * * *
CIG-17

System name:
    Voluntary Leave Transfer Program Records.

System location:
    Human Capital Advisory Services, Department of Defense Office of 
the Inspector General, 400 Army Navy Drive, Arlington, VA 22202-4704.

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 (SSN), 
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 (SSN), 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; 5 CFR part 630, Absence and Leave; IG 
Instruction 1424.630, Leave Administration Policy and Procedures; and 
E.O. 9397 (SSN).

Purpose(s):
    The file is used to managing the Department of Defense Office of 
the Inspector General, Voluntary Leave Transfer Program. The 
recipient's name, position data and organization 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 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 in file folders and electronic storage media.

Retrievability:
    Records are retrieved by name or Social Security Number (SSN).

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:
    Human Capital Advisory Services, Department of Defense Office of 
the Inspector General, 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.
    Individual should provide full name and Social Security Number 
(SSN).

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system of records should address written inquires to the Freedom 
of Information Act Requester Service Center/Privacy Act Office, 400 
Army Navy Drive, Arlington, VA 22202-4704.
    Individual should provide full name and Social Security Number 
(SSN).

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 (June 5, 2006, 71 FR 32310).

Changes:
* * * * *


[[Page 49658]]

Systems location:
    Delete entry and replace with ``Records are maintained by 
Department of Defense Office of the Inspector General, Human Capital 
Advisory Services, Workforce Relations Division, 400 Army Navy Drive, 
Suite 115, Arlington, VA 22202-4704.''
* * * * *

System manager(s) and address:
    Delete entry and replace with ``Human Capital Advisory Services, 
Department of Defense Office of the Inspector General, 400 Army Navy 
Drive, Arlington, VA 22202-4704.''
* * * * *
CIG 18

System name:
    Grievance Records.

System location:
    Records are maintained by Department of Defense Office of the 
Inspector General, Human Capital Advisory Services, Workforce Relations 
Division, 400 Army Navy Drive, Suite 115, Arlington, VA 22202-4704.

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, Prohibited personnel practices; 5 U.S.C. 7121, 
Grievance procedures; 5 CFR part 771; DoD 1400.25-M, Subchapter 771, 
Administrative Grievance System; DoD Inspector General Instruction 
1400.5; and E.O. 9397 (SSN).

Purpose(s):
    The information will be used by the Department of Defense Office of 
the Inspector General 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 
DoD OIG authorized personnel have access.

Retention and disposal:
    Records are destroyed four years after the case is closed.

System manager(s) and address:
    Human Capital Advisory Services, Department of Defense Office of 
the Inspector General, 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.
    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 Freedom 
of Information Act Requester Service Center/Privacy Act Office, 400 
Army Navy Drive, Arlington, VA 22202-4704.
    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.
CIG-25

System name:
    Alternate Worksite Records (January 8, 2007, 72 FR 728).

Changes:
* * * * *

Systems location:
    Delete entry replace with ``Primary location: Human Capital 
Advisory Services (Workforce Relations Division), Department of Defense 
Office of the Inspector General, 400 Army Navy Drive, Suite 115, 
Arlington, VA 22202-4704.

Secondary locations:
    Defense Criminal Investigative Service Field Offices, Resident 
Agencies, Posts of Duty and Audit Field Offices
    Official mailing addresses are published as an appendix to the 
OIG's compilation of systems of records notices.''
* * * * *

Categories of records in the systems:
    Delete entry and replace with ``Records in the systems include 
participant name; position title; occupation and pay band, performance 
evaluation rating; official duty station address and telephone numbers; 
type of telework; date telework agreement received and approved; 
alternative worksite address and telephone numbers; telework 
eligibility forms; telework agreement forms; telework home and security 
checklists; whether government equipment is assigned; telework 
arrangement checkout checklists; telework centers reimbursement sheets; 
and regular and

[[Page 49659]]

recurring telework memorandums; and any other miscellaneous documents 
supporting telework.''
* * * * *

System manager(s) and address:
    Delete entry and replace with ``Assistant Director, Human Capital 
Advisory Services (Workforce Relations), 400 Army Navy Drive, Suite 
115, Arlington, VA 22202-4704.''
* * * * *
CIG-25

System name:
    Primary location: Human Capital Advisory Service (Workforce 
Relations Division), Department of Defense Office of the Inspector 
General, 400 Army Navy Drive, Suite 115, Arlington, VA 22202-4704.

Secondary locations:
    Defense Criminal Investigative Service Field Offices, Resident 
Agencies, and Posts of Duty.
    Official mailing addresses are published as an appendix to the 
OIG's compilation of systems of records notices.

Categories of individuals covered by the system:
    Civilian employees who participate in the Telework program operated 
by OIG.

Categories of records in the system:
    Records in the systems include participant name; position title; 
occupation and pay band, performance evaluation rating; official duty 
station address and telephone numbers; type of telework; date telework 
agreement received and approved; alternative worksite address and 
telephone numbers; telework eligibility forms; telework agreement 
forms; telework home and security checklists; whether government 
equipment is assigned; telework arrangement checkout checklists; 
telework centers reimbursement sheets; and regular and recurring 
telework memorandums; and any other miscellaneous documents supporting 
telework.

Authority for maintenance of the system:
    Public Law 106-346, Section 359 of October 23, 2000; Under 
Secretary of Defense (Personnel and Readiness) Memorandum dated October 
22, 2001, ``Department of Defense Telework Policy and Guide for 
Civilian Employees,'' and DoD Directive 1035.1 Telework Policy for 
Department of Defense.

Purpose(s):
    Records are used by supervisor and program coordinators for 
purposes of managing, evaluating, and reporting OIG telework program 
activity.
    Portions of the files may be for determining equipment and software 
needs; for ensuring appropriate technical safeguards are in use at 
alternative work sites; and for evaluating and mitigating 
vulnerabilities associated with connecting to OIG computer systems from 
remote locations and to validate and reimburse participants for costs 
associated with telephone use.

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. 552(b)(3) as follows:
    To the Department of Labor when an employee is injured while 
working at the alternative worksite.
    The DoD ``Blanket Routine Uses'' set forth at the beginning of 
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 electronic storage media.

Retrievability:
    Records are retrieved by name.

Safeguards:
    Records are maintained in areas accessible only to DoD OIG 
personnel and is limited to those who require the records in the 
performance of their official duties. Paper Records are secured in 
locked cabinets during non-duty hours and access to electronic records 
is restricted by the use of passwords.

Retention and disposal:
    Records are destroyed (shredded) within 1 year after employee's 
participation in the program ends.

System manager(s) and address:
    Assistant Director, Human Capital Advisory Services (Workforce 
Relations), 400 Army Navy Drive, Suite 115, Arlington, VA 22202-4704.

Notification procedures:
    Individuals seeking to determine whether records about themselves 
is contained in this system of records should address written inquiries 
to the Freedom of Information Act Requester Service Center/Privacy Act 
Office, Department of Defense, Office of the Inspector General, 400 
Army Navy Dr, Arlington VA 22202-4704.
    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 Requester Service Center/Privacy Act Office, 
Department of Defense, Office of the Inspector General, 400 Army Navy 
Dr, Arlington VA 22202-4704.
    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 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:
    By participants and supervisors.

Exemptions claimed for the system:
    None.

 [FR Doc. E8-19508 Filed 8-21-08; 8:45 am]
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