Privacy Act of 1974; Systems of Records, 75681-75683 [E8-29383]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 73, Number 240 (Friday, December 12, 2008)]
[Notices]
[Pages 75681-75683]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-29383]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2008-OS-0154]


Privacy Act of 1974; Systems of Records

AGENCY: Defense Finance and Accounting Service, DoD.

ACTION: Notice to add a new system of records.

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SUMMARY: The Defense Finance and Accounting Service (DFAS) is proposing 
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 January 
12, 2009 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, 8899 E. 56th Street, Indianapolis, IN 46249-0150.

FOR FURTHER INFORMATION CONTACT: Ms. Linda Krabbenhoft at (303) 589-
3510.

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 December 4, 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 Records About Individuals'', dated December 12, 2000, 65 FR 
239.

    Dated: December 8, 2008.
Morgan E. Frazier,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
T7300c

SYSTEM NAME:
    Corporate Electronic Document Management System (CEDMS).

SYSTEM LOCATION:
    Document Automation and Production Services (DAPS), 5450 Carlisle 
Pike, Building 410, Mechanicsburg, PA 17050-2411.
    Document Automation and Production Services (DAPS), 8000 Jefferson 
Davis Highway, Richmond, VA 23237-4480.
    Defense Finance and Accounting Service, 1931 S. Bell Street, 
Arlington, VA 22240-0001.
    Defense Finance and Accounting Service, 8899 E. 56th Street, 
Indianapolis, IN 46249-6700.
    Defense Finance and Accounting Service, 3990 East Broad Street, 
Columbus, OH 43213-2317.
    Defense Finance and Accounting Service, 1240 E. Ninth Street, 
Cleveland, OH 44199-2055.
    Defense Finance and Accounting Service, 325 Brooks Road, Rome, NY 
13441-4527.
    Defense Finance and Accounting Service, 27 Arkansas Road, 
Limestone, ME 04751-6216.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Active duty, Reserve, National Guard, retired and separated Army, 
Air Force, Navy and Marine Corps, military members and their 
dependents. Department of Defense civilian employees and other civilian 
employees who are paid by the Defense Finance and Accounting Service 
consolidated civilian payroll offices such as, Department of Energy, 
Department of Veterans Affairs, Environmental Protection Agency, Health 
and Human Services, Broadcasting Board of Governors and Executive 
Office of the President. Non-government civilians who have been issued 
invitational travel orders.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The following areas within the Defense Finance and Accounting 
Service will utilize the Corporate Electronic Document Management 
System (CEDMS) for storage of source documents: garnishments, military 
pay, debt and claims, allotments, travel, and the source documents may 
include the following documents:
    Individual state court wage withholding notices or court order 
garnishment orders, interrogatories, correspondence between DFAS Office 
of General Counsel and parties to the case, DFAS pay units, United 
States Attorneys, United States District Courts and other State and 
Government agencies relevant to the processing of child support and 
commercial debt garnishment, applications under the Uniformed Services 
Former Spouses' Protection Act and applications for military 
involuntary allotments for commercial debt. Also bankruptcy trustee 
information for those who receive payments pursuant to Chapter 13 of 
the Bankruptcy Code.
    Individual's pay and leave records; source documents for posting of 
time and leave attendance; individual retirement deduction records, 
source documents, and control files; wage and separation information 
files; health benefit records; income tax withholding records; 
allowance and differential eligibility files, such as, but not limited 
to clothing allowances and night rate differentials; withholding and 
deduction authorization files, such as, but not limited to federal 
income tax withholding, insurance and retirement deductions; accounting 
documents files, input data posting media, including personnel actions 
affecting pay; accounting and statistical reports and computer edit 
listings; claims and waivers affecting pay; control logs and 
collection/disbursement vouchers; listings for administrative purposes, 
such as, but not limited to health insurance, life insurance, bonds, 
locator files, and checks to financial institutions; correspondence 
with the civilian personnel office, dependents, attorneys, survivors, 
insurance companies, financial institutions, and other governmental 
agencies; leave and earnings statements; separation documents; official 
correspondence; federal, state, and city tax reports, forms covering 
pay changes and deductions; and documentation pertaining to garnishment 
of wages.
    Individual's name, pay grade, Social Security Number (SSN), date of 
birth, gender, pay dates, leave account information, rank, enlistment 
contract or officer acceptance form identification, duty information 
(duty station, personnel assignment, and unit), security investigation, 
combat tours, temporary active duty data, years in service, promotional 
data, master military pay account (MMPA) records, leave and earnings 
statements (LESs), substantiating pay and allowance entitlements, 
deductions, or collection actions.
    Pay entitlements and allowances: Base pay, allowances (such as 
basic

[[Page 75682]]

allowance for subsistence, basic allowance for quarters, family 
separation, clothing maintenance and monetary allowances), special 
compensation for positions such as medical, dental, veterinary, and 
optometry, special pay and bonus, such as foreign duty, proficiency, 
hostile fire, incentive pay such as parachute duty, and other 
entitlements in accordance with the DoD Financial Management 
Regulations, Volume 7A, 7000.14-R. Deductions from pay: Indebtedness 
and collection information.
    Duty Status: Status adjustments relating to leave, entrance on 
active duty, absent without leave, confinement, desertion, sick or 
injured, mentally incompetent, missing, interned, promotions and 
demotions, and separation document code.
    Supporting Documentation: Includes, but is not limited to, travel 
orders and requests; payroll attendance lists and rosters; document 
records establishing, supporting, reducing, or canceling entitlement; 
certificates and statements changing address, name, military 
assignment, and other individual data necessary to identify and provide 
accurate and timely military pay and performance credit; allotment 
start, stop, or change records; declarations of benefits and waivers; 
military pay and personnel orders; medical certifications and 
determinations; death and disability documents; check issuing and 
cancellation records and schedules; payroll vouchers; money lists and 
accounting records; pay adjustment authorization records; system input 
certifications; member indebtedness and tax levy documentation; 
earnings statements; employees' wage and tax reports and statements; 
casual payment authorization and control logs; and other documentation 
authorizing or substantiating Active and Reserve/Guard Component 
military pay and allowances, entitlement, deductions, or collections. 
Also inquiry files, sundry lists, reports, letters, correspondence, and 
rosters including, but not limited to, Congressional inquiries, 
Internal Revenue Service notices and reports, state tax and insurance 
reports, Social Security Administration reports, Department of Veterans 
Affairs reports, inter-DoD requests, Treasury Department reports, and 
health education and institution inquiries.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301, Departmental Regulations; 31 U.S.C. Sections 3325, 
3511, 3512, 3513; Department of Defense Financial Management Regulation 
(DoDFMR) 7000.14R, and E.O. 9397 (SSN).

PURPOSE(S):
    To accommodate the administrative requirements to include document 
management, recordkeeping, record retrieval, record staging, and 
document security for scanning, indexing and managing various types of 
DFAS hard copy source documents to include garnishments, military pay, 
debts and claims, allotments, and travel.

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 Social Security Administration and Office of Personnel 
Management to credit the employee's account for Federal Insurance 
Contributions Act or Civil Service Retirement withheld;
    To the National Finance Center, Office of Thrift Savings Plan for 
participating employees;
    To any agency or component thereof, that needs the information for 
proper accounting of funds, such as, but not limited to the Office of 
Personnel Management to assist in resolving complaints, grievances, 
etc., and to compute Civil Service Retirement annuity;
    To the Department of Energy for payroll, debt, claims, or 
garnishment inquires for those employees paid by DFAS.
    To the Department of Veterans Affairs for payroll, debt, claims, or 
garnishment inquiries for those employees paid by DFAS.
    To Health and Human Services for payroll, debt, claims, or 
garnishment inquiries for those employees paid by DFAS.
    To the Environmental Protection Agency for payroll, debt, claims, 
or garnishment inquiries for those employees paid by DFAS.
    To the Broadcasting Board of Governors for payroll, debt, claims, 
or garnishment inquiries for those employees paid by DFAS.
    To the Executive Office of the President for payroll, debt, or 
garnishment inquiries for those employees paid by DFAS.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records and on electronic storage media.

RETRIEVABILITY:
    Name and Social Security Number (SSN).

SAFEGUARDS:
    Records are stored in an office building protected by guards, 
controlled screening, use of visitor registers, electronic access, and/
or locks. Access to records is limited to individuals who are properly 
screened and cleared on a need to know basis in the performance of 
their duties. Passwords and digital signatures are used to control 
access to the system data, and procedures are in place to deter and 
detect browsing and unauthorized access. Physical and electronic access 
are limited to persons responsible for servicing and authorized to use 
the system.

RETENTION AND DISPOSAL:
    Hard copy source records are cut off when information has been 
converted to electronic medium and verified, or when no longer needed 
to support the reconstruction of, or serve as the backup to the master 
file, whichever is later. Hardcopy records are destroyed by burning, or 
shredding. Electronic records are destroyed by degaussing.

SYSTEM MANAGER(S) AND ADDRESS:
    Corporate Electronic Document Management System Program Manager, 
Defense Finance and Accounting Service, Information and Technology 
Services, 1931 S. Bell Street, Arlington, VA 22240-0001.

NOTIFICATION PROCEDURES:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the Defense Finance and Accounting Service, 
Freedom of Information/Privacy Act Program Manager, Corporate 
communications and Legislative Liaison, 8899 56th Street, Indianapolis, 
IN 46249-0150.
    Requests should contain individual's name, Social Security Number 
(SSN), current address, and telephone number.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the Defense Finance and Accounting Service, 
Freedom of Information/Privacy Act Program Manager, Corporate 
Communications and Legislative Liaison, 8899 E. 56th Street, 
Indianapolis, IN 46249-0150.
    Requests should contain individual's name, Social Security Number 
(SSN), current address, and telephone number.

[[Page 75683]]

CONTESTING RECORD PROCEDURES:
    The DFAS rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DFAS 
Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense 
Finance and Accounting Service, Freedom of Information/Privacy Act 
Program Manager, Corporate Communications and Legislative Liaison, 8899 
E. 56th St., Indianapolis, IN 46249-0150.

RECORD SOURCE CATEGORIES:
    From the individual, DoD Components such as, Army, Navy, Air Force 
and Marine Corps, Office of Personnel Management, and other government 
agencies whose civilian employees are paid by the Defense Finance and 
Accounting Service such as the Department of Energy, Department of 
Veterans Affairs, Health and Human Services, Environmental Protection 
Agency.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. E8-29383 Filed 12-11-08; 8:45 am]
BILLING CODE 5001-06-P