Privacy Act of 1974; System of Records, 66857-66859 [E8-26761]
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Federal Register / Vol. 73, No. 219 / Wednesday, November 12, 2008 / Notices
Service; U.S. Coast Guard; and U.S.
Public Health Service.
contractor for six years after claim is
processed to completion and then
destroyed. Storage media containing
data with personal identifiers will be
erased (degaussed) after the inactive
record retention. Paper records are
forwarded to the National Records
Archives, and are maintained.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. E8–26751 Filed 11–10–08; 8:45 am]
BILLING CODE 5001–06–P
SYSTEM MANAGER(S) AND ADDRESS:
Designated Program Manager,
TRICARE Management Activity, Skyline
5, Suite 810, 5111 Leesburg Pike, Falls
Church, VA 22041–3238.
NOTIFICATION PROCEDURE:
Individuals seeking to determine
whether information about themselves
is contained in this system should
address written inquiries to the Deputy
Chief, TRICARE Operations, Skyline 5,
Suite 810, 5111 Leesburg Pike, Falls
Church, VA 22041–3238.
The request should contain the full
name of the patient and sponsor,
sponsor’s Social Security Number
(SSN), 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:
Individuals seeking access to
information about themselves contained
in this system should address written
inquiries to the OSD/JS FOIA Requester
Service Center, 1155 Defense Pentagon,
Washington, DC 20301–1155.
The request should contain the full
names of the patient and sponsor,
sponsor’s Social Security Number
(SSN), 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, Office
of the Secretary of Defense, OSD Privacy
Program; or may be obtained from the
system manager.
mstockstill on PROD1PC66 with NOTICES
RECORD SOURCE CATEGORIES:
Uniformed Services Family Health
Plan enrollment records; medical/
hospital information systems, and/or
billing systems; eligibility information
from the Defense Enrollment/Eligibility
Reporting System; claim information
from the Center for Medicare and
Medicaid; beneficiary information from
National Oceanic and Atmospheric
Administration; National Oceanic
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Jkt 217001
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID DoD–2008–OS–0133]
Privacy Act of 1974; System of
Records
Office of the Secretary, DoD.
ACTION: Notice to amend a system of
records notice.
AGENCY:
SUMMARY: The Office of the Secretary of
Defense 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
December 12, 2008 unless comments are
received which result in a contrary
determination.
Send comments to the
Privacy Act Officer, Office of Freedom
of Information, Washington
Headquarters Services, 1155 Defense
Pentagon, Washington, DC 20301–1155.
FOR FURTHER INFORMATION CONTACT: Mrs.
Cindy Allard at (703) 588–2386.
SUPPLEMENTARY INFORMATION: The Office
of the Secretary of Defense 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
systems 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.
ADDRESSES:
Dated: November 3, 2008.
Morgan E. Frazier,
Alternate OSD Federal Register Liaison
Officer, Department of Defense.
DWHS E04
SYSTEM NAME:
Privacy Act Case Files.
CHANGES:
*
PO 00000
*
*
Frm 00023
*
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*
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66857
SYSTEM LOCATION:
Delete entry and replace with
‘‘Washington Headquarters Services
records: Freedom of Information
Division, Executive Services Directorate,
Washington Headquarters Services,
1155 Defense Pentagon, Washington, DC
20301–1155.
DoD Educational Activity Records:
Department of Defense Education
Activity, Privacy Act Office, Executive
Services Offices, Office of the Chief of
Staff, 4040 North Fairfax Drive,
Arlington, VA 22203–1634.’’
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Delete entry and replace with ‘‘All
persons who have requested documents
and/or appeals under the provisions of
the Privacy Act (PA); and attorneys
representing individuals submitting
such requests.’’
*
*
*
*
*
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Delete entry and replace with ‘‘5
U.S.C. 301, Departmental Regulations; 5
U.S.C. 552a, The Privacy Act of 1974, as
amended; DoD 5400.11–R, Department
of Defense Privacy Program;
Administrative Instruction 81, Privacy
Program; 10 U.S.C. 2164, Department of
Defense Domestic Dependent
Elementary and Secondary Schools; 20
U.S.C. 921–932, Overseas Defense
Dependent’s Education; DoD Directive
1342.20 Department of Defense
Education Activity and E.O. 9397
(SSN).’’
*
*
*
*
*
SYSTEM MANAGER(S) AND ADDRESS:
Delete entry and replace with ‘‘For
Washington Headquarters Services
records: OSD/JS Privacy Office, Office of
Freedom of Information, Executive
Services Directorate, Washington
Headquarters Services, 1155 Defense
Pentagon, Washington, DC 20301–1155.
For DoD Education Activity records:
Department of Defense Education
Activity, Privacy Office, Executive
Services Office, Office of the Chief of
Staff, 4040 North Fairfax Drive,
Arlington, VA 22203–1634.’’
NOTIFICATION PROCEDURE:
Delete entry and replace with
‘‘Individuals seeking to determine
whether information about themselves
is contained in this system of records
should address written inquiries to:
For Washington Headquarters
Services records: Chief, OSD/JS Privacy
Office, Office of Freedom of
Information, Executive Services
Directorate, Washington Headquarters
Services, 1155 Defense Pentagon,
Washington, DC 20301–1155.
E:\FR\FM\12NON1.SGM
12NON1
66858
Federal Register / Vol. 73, No. 219 / Wednesday, November 12, 2008 / Notices
For DoD Education Activity records:
Department of Defense Education
Activity, Privacy Act Office, Executive
Services Office, Office of the Chief of
Staff, 4040 North Fairfax Drive,
Arlington, VA 22203–1634.
Written requests should include the
individual’s name.’’
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
RECORD ACCESS PROCEDURES:
Delete entry and replace with
‘‘Individuals seeking to access their
record should address written inquiries
to:
For Washington Headquarters
Services records: OSD/JS Freedom of
Information Requester Service Center,
Office of Freedom of Information,
Executive Services Directorate,
Washington, Headquarters Services,
1155 Defense Pentagon, Washington, DC
20301–1155.
For DoD Education Activity records:
Department of Defense Education
Activity, Privacy Act Office, Executive
Services Office, Office of the Chief of
Staff, 4040 North Fairfax Drive,
Arlington, VA 22203–1634.
Requests for access must include this
System of Record Notice name and
number, be in writing, signed, and
provide evidence of the requester’s
identity such as a copy of a photo ID or
passport or similar document bearing
the requester’s signature. Additionally
for DoD Education Activity records: if a
parent or legal guardian is requesting
records pertaining to his or her minor
child or ward, he/she must also provide
evidence of that relationship. For
example, the parent may provide a copy
of the child’s school enrollment form
signed by the parent, or copy of a
divorce decree or travel order that
includes the child’s name, or an order
of guardianship, or a declaration stating
that he/she is the parent or legal
guardian of the minor or incapacitated
child.’’
*
*
*
*
*
DWHS E04
SYSTEM NAME:
Privacy Act Case Files.
mstockstill on PROD1PC66 with NOTICES
SYSTEM LOCATION:
Washington Headquarters Services
records: Freedom of Information
Division, Executive Services Directorate,
Washington Headquarters Services,
1155 Defense Pentagon, Washington, DC
20301–1155.
DoD Educational Activity Records:
Department of Defense Education
Activity, Privacy Act Office, Executive
Services Offices, Office of the Chief of
Staff, 4040 North Fairfax Drive,
Arlington, VA 22203–1634.
VerDate Aug<31>2005
18:30 Nov 10, 2008
Jkt 217001
SAFEGUARDS:
All persons who have requested
documents and/or appeals under the
provisions of the Privacy Act (PA); and
attorneys representing individuals
submitting such requests.
Records are maintained in security
containers with access only to officials
whose access is based on requirements
of assigned duties. Computer databases
are password protected and accessed by
individuals who have a need-to-know.
CATEGORIES OF RECORDS IN THE SYSTEM:
RETENTION AND DISPOSAL:
Records created or compiled in
response to Privacy Act requests and
administrative appeals, i.e.; original and
copies of requests and administrative
appeals; responses to such requests and
administrative appeals; all related
memoranda, correspondence, notes, and
other related or supporting
documentation.
Responses granting access to all the
requested records, destroy 2 years after
the date of reply. Responding to
requests for nonexistent records; to
requesters who provide inadequate
descriptions; and to those who fail to
pay agency reproduction fees; destroy
requests not appealed 2 years after date
of reply; destroy appealed requests in
accordance with the approved
disposition instructions for related
subject individual’s records or 3 years
after final adjudication by the courts,
whichever is later. Responses denying
access to all or part of the records
requested, destroy requests not appealed
5 years after date of reply.
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; DoD 5400.11–
R, Department of Defense Privacy
Program; Administrative Instruction 81,
Privacy Program; 10 U.S.C. 2164,
Department of Defense Domestic
Dependent Elementary and Secondary
Schools; 20 U.S.C. 921–932, Overseas
Defense Dependent’s Education; DoD
Directive 1342.20 Department of
Defense Education Activity and E.O.
9397 (SSN).
PURPOSE(S):
Information is being collected and
maintained for the purpose of
processing Privacy Act requests and
administrative appeals; for participating
in litigation regarding agency action on
such requests and appeals; and for
assisting the Department of Defense in
carrying out any other responsibilities
under the Privacy Act of 1974.
SYSTEM MANAGER(S) AND ADDRESS:
For Washington Headquarters
Services records: OSD/JS Privacy Office,
Office of Freedom of Information,
Executive Services Directorate,
Washington Headquarters Services,
1155 Defense Pentagon, Washington, DC
20301–1155.
For DoD Education Activity records:
Department of Defense Education
Activity, Privacy Office, Executive
Services Office, Office of the Chief of
Staff, 4040 North Fairfax Drive,
Arlington, VA 22203–1634.
NOTIFICATION PROCEDURE:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
Individuals seeking to determine
whether information about themselves
is contained in this system of records
should address written inquiries to:
For Washington Headquarters
Services records: Chief, OSD/JS Privacy
Office, Office of Freedom of
Information, Executive Services
Directorate, Washington Headquarters
Services, 1155 Defense Pentagon,
Washington, DC 20301–1155.
For DoD Education Activity records:
Department of Defense Education
Activity, Privacy Act Office, Executive
Services Office, Office of the Chief of
Staff, 4040 North Fairfax Drive,
Arlington, VA 22203–1634.
Written requests should include the
individual’s name.
STORAGE:
RECORD ACCESS PROCEDURES:
Paper records in file folders and
electronic storage media.
Individuals seeking to access their
record should address written inquiries
to:
For Washington Headquarters
Services records: OSD/JS Freedom of
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
In addition to those disclosures
generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records
or information contained 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.
RETRIEVABILITY:
By name and/or request number.
PO 00000
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E:\FR\FM\12NON1.SGM
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Federal Register / Vol. 73, No. 219 / Wednesday, November 12, 2008 / Notices
Information Requester Service Center,
Office of Freedom of Information,
Executive Services Directorate,
Washington Headquarters Services,
1155 Defense Pentagon, Washington, DC
20301–1155.
For DoD Education Activity records:
Department of Defense Education
Activity, Privacy Act Office, Executive
Services Office, Office of the Chief of
Staff, 4040 North Fairfax Drive,
Arlington, VA 22203–1634.
Requests for access must include this
System of Record Notice name and
number, be in writing, signed, and
provide evidence of the requester’s
identity such as a copy of a photo ID or
passport or similar document bearing
the requester’s signature. Additionally
for DoD Education Activity records: if a
parent or legal guardian is requesting
records pertaining to his or her minor
child or ward, he/she must also provide
evidence of that relationship. For
example, the parent may provide a copy
of the child’s school enrollment form
signed by the parent, or copy of a
divorce decree or travel order that
includes the child’s name, or an order
of guardianship, or a declaration stating
that he/she is the parent or legal
guardian of the minor or incapacitated
child.
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:
mstockstill on PROD1PC66 with NOTICES
Those individuals who submit initial
requests and administrative appeals
pursuant to the Privacy Act; the agency
records searched in the process of
responding to such requests and
appeals; Department of Defense
personnel assigned to handle such
requests and appeals; other agencies or
entities that have referred to the
Department of Defense requests
concerning Department of Defense
records, or that have consulted with the
Department of Defense regarding the
handling of particular requests; and
submitters or subjects of records or
information that have provided
assistance to the Department of Defense
in making access or amendment
determinations.
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
VerDate Aug<31>2005
18:30 Nov 10, 2008
Jkt 217001
exempt records from those ‘other’
systems of records are entered into these
PA case records, Washington
Headquarters Services 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) and published in 32
CFR part 311. For additional
information contact the system manager.
[FR Doc. E8–26761 Filed 11–10–08; 8:45 am]
BILLING CODE 5001–06–P
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID DoD–2008–OS–0132]
Privacy Act of 1974; Systems of
Records
Defense Finance and
Accounting Service, DoD.
ACTION: Notice to add a new system of
records.
AGENCY:
SUMMARY: The Defense Finance and
Accounting Service (DFAS) is proposing
to add a new 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 December 12,
2008, unless comments are received that
would result in a contrary
determination.
ADDRESSES: Send comments to the
FOIA/PA Program Manager, Corporate
Communications and Legislative
Liaison, Defense Finance and
Accounting Service, 6760 E. Irvington
Place, Denver, CO 80279–8000.
FOR FURTHER INFORMATION CONTACT: Ms.
Linda Krabbenhoft at (303) 676–6045.
SUPPLEMENTARY INFORMATION: The
Defense Finance and Accounting
Service 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 report, as
required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was
submitted on October 21, 2008, 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
PO 00000
Frm 00025
Fmt 4703
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66859
Records About Individuals,’’ dated
December 12, 2000, 65 FR 239.
Dated: November 3, 2008.
Morgan E. Frazier,
Alternate OSD Federal Register Liaison
Officer, Department of Defense.
T7335b
SYSTEM NAME:
Electronic Business-Labor and
Accounting Report (E-BIZ) Records
SYSTEM LOCATION:
Defense Information Systems Agency
(DISA), 701 South Courthouse Road,
Arlington, VA 22204–2199.
Defense Enterprise Computing Center
(DECC), CDC4, 3990 East Broad Street,
Columbus, Ohio 43213–1152.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
DoD civilian employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Social Security Number (SSNs), name,
time and attendance information, leave
balances, purchase information,
disbursements, workcounts, cost
allocation, and manpower data.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, Departmental
Regulations, Defense Financial
Management Regulation (DoDFMR)
7000.14–R, Vol 8; 31 U.S.C. 3512,
Executive agency accounting and other
financial management reports and
plans; 31 U.S.C. 3513, Financial
reporting and accounting system and
E.O. 9397 (SSN).
PURPOSE(S):
The Defense Finance and Accounting
Service (DFAS) is proposing to establish
a system or records in support of its core
financial management mission. The
system will be used as a feeder system
that has a suite of business processes
that will integrate resource, accounting,
financial and other business functions
into a comprehensive management
information planning system. The data
will include budget information,
manpower data, performance
measures,workload management, time
and attendance, labor reporting, work
counts, cost accounting, funds control,
accounts payable and receivable,
general ledger, and financial reporting.
It will be used to produce useful, timely
and accurate management andfinancial
data, allow users to do analysis and
reconciliation to ensure data accuracy,
provide decision and planning tools for
management, and provide timely and
accurate financial statements.
E:\FR\FM\12NON1.SGM
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]]>Agencies
[Federal Register Volume 73, Number 219 (Wednesday, November 12, 2008)]
[Notices]
[Pages 66857-66859]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-26761]
-----------------------------------------------------------------------
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID DoD-2008-OS-0133]
Privacy Act of 1974; System of Records
AGENCY: Office of the Secretary, DoD.
ACTION: Notice to amend a system of records notice.
-----------------------------------------------------------------------
SUMMARY: The Office of the Secretary of Defense 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
December 12, 2008 unless comments are received which result in a
contrary determination.
ADDRESSES: Send comments to the Privacy Act Officer, Office of Freedom
of Information, Washington Headquarters Services, 1155 Defense
Pentagon, Washington, DC 20301-1155.
FOR FURTHER INFORMATION CONTACT: Mrs. Cindy Allard at (703) 588-2386.
SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense
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 systems 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: November 3, 2008.
Morgan E. Frazier,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS E04
System name:
Privacy Act Case Files.
Changes:
* * * * *
System location:
Delete entry and replace with ``Washington Headquarters Services
records: Freedom of Information Division, Executive Services
Directorate, Washington Headquarters Services, 1155 Defense Pentagon,
Washington, DC 20301-1155.
DoD Educational Activity Records: Department of Defense Education
Activity, Privacy Act Office, Executive Services Offices, Office of the
Chief of Staff, 4040 North Fairfax Drive, Arlington, VA 22203-1634.''
Categories of individuals covered by the system:
Delete entry and replace with ``All persons who have requested
documents and/or appeals under the provisions of the Privacy Act (PA);
and attorneys representing individuals submitting such requests.''
* * * * *
Authority for maintenance of the system:
Delete entry and replace with ``5 U.S.C. 301, Departmental
Regulations; 5 U.S.C. 552a, The Privacy Act of 1974, as amended; DoD
5400.11-R, Department of Defense Privacy Program; Administrative
Instruction 81, Privacy Program; 10 U.S.C. 2164, Department of Defense
Domestic Dependent Elementary and Secondary Schools; 20 U.S.C. 921-932,
Overseas Defense Dependent's Education; DoD Directive 1342.20
Department of Defense Education Activity and E.O. 9397 (SSN).''
* * * * *
System manager(s) and address:
Delete entry and replace with ``For Washington Headquarters
Services records: OSD/JS Privacy Office, Office of Freedom of
Information, Executive Services Directorate, Washington Headquarters
Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
For DoD Education Activity records: Department of Defense Education
Activity, Privacy Office, Executive Services Office, Office of the
Chief of Staff, 4040 North Fairfax Drive, Arlington, VA 22203-1634.''
Notification procedure:
Delete entry and replace with ``Individuals seeking to determine
whether information about themselves is contained in this system of
records should address written inquiries to:
For Washington Headquarters Services records: Chief, OSD/JS Privacy
Office, Office of Freedom of Information, Executive Services
Directorate, Washington Headquarters Services, 1155 Defense Pentagon,
Washington, DC 20301-1155.
[[Page 66858]]
For DoD Education Activity records: Department of Defense Education
Activity, Privacy Act Office, Executive Services Office, Office of the
Chief of Staff, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
Written requests should include the individual's name.''
Record access procedures:
Delete entry and replace with ``Individuals seeking to access their
record should address written inquiries to:
For Washington Headquarters Services records: OSD/JS Freedom of
Information Requester Service Center, Office of Freedom of Information,
Executive Services Directorate, Washington, Headquarters Services, 1155
Defense Pentagon, Washington, DC 20301-1155.
For DoD Education Activity records: Department of Defense Education
Activity, Privacy Act Office, Executive Services Office, Office of the
Chief of Staff, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
Requests for access must include this System of Record Notice name
and number, be in writing, signed, and provide evidence of the
requester's identity such as a copy of a photo ID or passport or
similar document bearing the requester's signature. Additionally for
DoD Education Activity records: if a parent or legal guardian is
requesting records pertaining to his or her minor child or ward, he/she
must also provide evidence of that relationship. For example, the
parent may provide a copy of the child's school enrollment form signed
by the parent, or copy of a divorce decree or travel order that
includes the child's name, or an order of guardianship, or a
declaration stating that he/she is the parent or legal guardian of the
minor or incapacitated child.''
* * * * *
DWHS E04
System name:
Privacy Act Case Files.
System location:
Washington Headquarters Services records: Freedom of Information
Division, Executive Services Directorate, Washington Headquarters
Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
DoD Educational Activity Records: Department of Defense Education
Activity, Privacy Act Office, Executive Services Offices, Office of the
Chief of Staff, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
Categories of individuals covered by the system:
All persons who have requested documents and/or appeals under the
provisions of the Privacy Act (PA); and attorneys representing
individuals submitting such requests.
Categories of records in the system:
Records created or compiled in response to Privacy Act requests and
administrative appeals, i.e.; original and copies of requests and
administrative appeals; responses to such requests and administrative
appeals; all related memoranda, correspondence, notes, and other
related or supporting documentation.
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; DoD 5400.11-R, Department of Defense Privacy
Program; Administrative Instruction 81, Privacy Program; 10 U.S.C.
2164, Department of Defense Domestic Dependent Elementary and Secondary
Schools; 20 U.S.C. 921-932, Overseas Defense Dependent's Education; DoD
Directive 1342.20 Department of Defense Education Activity and E.O.
9397 (SSN).
Purpose(s):
Information is being collected and maintained for the purpose of
processing Privacy Act requests and administrative appeals; for
participating in litigation regarding agency action on such requests
and appeals; and for assisting the Department of Defense in carrying
out any other responsibilities under the Privacy Act of 1974.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
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 electronic storage media.
Retrievability:
By name and/or request number.
Safeguards:
Records are maintained in security containers with access only to
officials whose access is based on requirements of assigned duties.
Computer databases are password protected and accessed by individuals
who have a need-to-know.
Retention and disposal:
Responses granting access to all the requested records, destroy 2
years after the date of reply. Responding to requests for nonexistent
records; to requesters who provide inadequate descriptions; and to
those who fail to pay agency reproduction fees; destroy requests not
appealed 2 years after date of reply; destroy appealed requests in
accordance with the approved disposition instructions for related
subject individual's records or 3 years after final adjudication by the
courts, whichever is later. Responses denying access to all or part of
the records requested, destroy requests not appealed 5 years after date
of reply.
System manager(s) and address:
For Washington Headquarters Services records: OSD/JS Privacy
Office, Office of Freedom of Information, Executive Services
Directorate, Washington Headquarters Services, 1155 Defense Pentagon,
Washington, DC 20301-1155.
For DoD Education Activity records: Department of Defense Education
Activity, Privacy Office, Executive Services Office, Office of the
Chief of Staff, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to:
For Washington Headquarters Services records: Chief, OSD/JS Privacy
Office, Office of Freedom of Information, Executive Services
Directorate, Washington Headquarters Services, 1155 Defense Pentagon,
Washington, DC 20301-1155.
For DoD Education Activity records: Department of Defense Education
Activity, Privacy Act Office, Executive Services Office, Office of the
Chief of Staff, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
Written requests should include the individual's name.
Record access procedures:
Individuals seeking to access their record should address written
inquiries to:
For Washington Headquarters Services records: OSD/JS Freedom of
[[Page 66859]]
Information Requester Service Center, Office of Freedom of Information,
Executive Services Directorate, Washington Headquarters Services, 1155
Defense Pentagon, Washington, DC 20301-1155.
For DoD Education Activity records: Department of Defense Education
Activity, Privacy Act Office, Executive Services Office, Office of the
Chief of Staff, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
Requests for access must include this System of Record Notice name
and number, be in writing, signed, and provide evidence of the
requester's identity such as a copy of a photo ID or passport or
similar document bearing the requester's signature. Additionally for
DoD Education Activity records: if a parent or legal guardian is
requesting records pertaining to his or her minor child or ward, he/she
must also provide evidence of that relationship. For example, the
parent may provide a copy of the child's school enrollment form signed
by the parent, or copy of a divorce decree or travel order that
includes the child's name, or an order of guardianship, or a
declaration stating that he/she is the parent or legal guardian of the
minor or incapacitated child.
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:
Those individuals who submit initial requests and administrative
appeals pursuant to the Privacy Act; the agency records searched in the
process of responding to such requests and appeals; Department of
Defense personnel assigned to handle such requests and appeals; other
agencies or entities that have referred to the Department of Defense
requests concerning Department of Defense records, or that have
consulted with the Department of Defense regarding the handling of
particular requests; and submitters or subjects of records or
information that have provided assistance to the Department of Defense
in making access or amendment determinations.
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, Washington Headquarters Services 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) and published in 32 CFR part 311. For additional information
contact the system manager.
[FR Doc. E8-26761 Filed 11-10-08; 8:45 am]
BILLING CODE 5001-06-P
