Privacy Act of 1974; System of Records, 41870-41872 [E9-19867]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 74, Number 159 (Wednesday, August 19, 2009)]
[Notices]
[Pages 41870-41872]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E9-19867]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DoD-2009-OS-0126]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, DoD.

ACTION: Notice to Alter a System of Records.

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SUMMARY: The Office of the Secretary of Defense proposes to alter a 
system of records to its inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This proposed action would be effective without further notice 
on September 18, 2009 unless comments are received which result in a 
contrary determination.

ADDRESSES: Send comments to Chief, OSD/JS Privacy Office, Freedom of 
Information Directorate, Washington Headquarters Services, 1155 Defense 
Pentagon, Washington, DC 20301-1155.

FOR FURTHER INFORMATION CONTACT: Ms. Cindy Allard at (703) 588-6830.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
notices for systems of records 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 August 5, 2009, to 
the House Committee on Oversight and Government Reform, the Senate 
Committee on 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: August 12, 2009.
Patricia L. Toppings,
OSD Federal Register Liaison Officer, Department of Defense.
DWHS E06

System name:
    Correspondence Control System (July 2, 2009, 74 FR 31712) Changes:
* * * * *

System name:
    Delete entry and replace with ``Enterprise Correspondence Control 
System (ECCS).''
* * * * *



[[Page 41871]]

Categories of individuals covered by the system:
    Delete existing entry and replace with ``Members of the public who 
initiated communications with the Office of the Secretary of Defense 
and Department of Defense personnel (uniformed or civilian) for whom 
workforce and/or organizational actions are processed and coordinated 
in the Enterprise Correspondence Control System.''

Categories of records in the system:
    Delete entry and replace with ``Name, Social Security Number (SSN), 
date and place of birth, pay grade, salary and contact information 
(mailing address, telephone number, fax number, email address). 
Inquiries and other communications pertaining to any matter under the 
cognizance of the Office of the Secretary of Defense. Record types may 
include, but are not limited to, complaints, appeals, grievances; 
personnel actions, assignment requests, awards, nominations and 
presidential support letters; condolence letters, retirement letters, 
letters of appreciation, Senior Executive Service letters and pay 
adjustments; certificates, Secretary of Defense and OSD Component 
letters of appreciation; travel requests and military airlift requests; 
evaluative data; actions taken and responses from the Secretary to the 
President, White House staff, other Cabinet officials, Congress, state, 
local officials, and corporate officials; and similar documents.''

Authority for maintenance of the system:
    Delete existing entry and replace with ``5 U.S.C. 301, Departmental 
Regulations; DoD Directive 5110.4, Washington Headquarters Services 
(WHS); and E.O. 9397 (SSN), as amended.''

Purpose(s):
    Delete existing entry and replace with ``The Enterprise 
Correspondence Control System (ECCS) comprises two sub-systems (the 
Correspondence Control System (CCS) and the Staff Action Control and 
Coordination Portal (SACCP)).
    CCS supports the Secretary of Defense by tracking actions taken and 
responses from the Secretary to the President, White House staff, other 
Cabinet officials, Congress, state and local officials, corporate 
officials, members of the Department of Defense and the public.
    SACCP is used by Component Offices of the Secretary of Defense to 
facilitate and control the processing and coordination of workforce 
and/or organizational actions to, from, and within components in 
conduct of official daily business.''
* * * * *
DWHS E06

System name:
    Enterprise Correspondence Control System (ECCS).

System location:
    Correspondence Control Division, Executive Services Directorate, 
Washington Headquarters Services, Room 3C843, 1155 Defense Pentagon, 
Washington, DC 20301-1155.

Categories of individuals covered by the system:
    Members of the public who initiated communications with the Office 
of the Secretary of Defense and Department of Defense personnel 
(uniformed or civilian) for whom workforce and/or organizational 
actions are processed and coordinated in the Enterprise Correspondence 
Control System.

Categories of records in the system:
    Name, Social Security Number (SSN), date and place of birth, pay 
grade, salary and contact information (mailing address, telephone 
number, fax number, email address). Inquiries and other communications 
pertaining to any matter under the cognizance of the Office of the 
Secretary of Defense. Record types may include, but are not limited to, 
complaints, appeals, grievances; personnel actions, assignment 
requests, awards, nominations and presidential support letters; 
condolence letters, retirement letters, letters of appreciation, Senior 
Executive Service letters and pay adjustments; certificates, Secretary 
of Defense and OSD Component letters of appreciation; travel requests 
and military airlift requests; evaluative data; actions taken and 
responses from the Secretary to the President, White House staff, other 
Cabinet officials, Congress, state, local officials, and corporate 
officials; and similar documents.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; DoD Directive 5110.4, 
Washington Headquarters Services (WHS); and E.O. 9397 (SSN), as 
amended.

Purpose(s):
    The Enterprise Correspondence Control System (ECCS) comprises two 
sub-systems (the Correspondence Control System (CCS) and the Staff 
Action Control and Coordination Portal (SACCP)).
    CCS supports the Secretary of Defense by tracking actions taken and 
responses from the Secretary to the President, White House staff, other 
Cabinet officials, Congress, state and local officials, corporate 
officials, members of the Department of Defense and the public.
    SACCP is used by Component Offices of the Secretary of Defense to 
facilitate and control the processing and coordination of workforce 
and/or organizational actions to, from, and within components in 
conduct of official daily business.
    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 of 1974, these records may specifically be disclosed outside the 
Department of Defense 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 
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:
    Maintained in paper files and electronic storage media.

Retrievability:
    Last name and first name initial of the individual, subject and 
date of the document.

Safeguards:
    Records are maintained in a controlled facility. Physical entry is 
restricted by the use of locks, guards, and is accessible only to 
authorized personnel. Access to records is limited to person(s) 
responsible for servicing the record in performance of their official 
duties and who are properly screened and cleared for need-to-know. 
Access to computerized data is restricted by Common Access Card (CAC).

Retention and disposal:
    Records are cut off annually and destroyed when 7 years old.

System manager(s) and address:
    Chief, Correspondence Control Division, Executive Services 
Directorate, Washington Headquarters Services, 1155 Defense Pentagon, 
Washington, DC 20301-1155.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Chief, Correspondence Control Division,

[[Page 41872]]

Executive Services Directorate, Washington Headquarters Services, Room 
3C843, 1155 Defense Pentagon, Washington, DC 20301-1155.
    The requests should contain the individual's last name, first name 
initial, subject and document date.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system of records should address written inquiries to the Office 
of the Secretary of Defense/Joint Staff Freedom of Information Act, 
Requester Service Center, Office of Freedom of Information, 1155 
Defense Pentagon, Washington, DC 20301-1155.
    Individuals should provide the name and number of this system of 
records notice, the individual's last name, first name initial, 
subject, date of document and be signed.

Contesting record procedures:
    The Office of the Secretary of Defense rules for accessing records, 
for contesting contents and appealing initial agency determinations are 
published in Office of the Secretary of Defense Administrative 
Instruction 81; 32 CFR part 311; or may be obtained from the system 
manager.

Record source categories:
    Individuals and those writing on their behalf, and official 
records.

Exemptions claimed for the system:
    During the course of preparing a response to some types of incoming 
communications from the public, exempt materials from other systems of 
records may in turn become part of the case records in this system. To 
the extent that copies of exempt records from those `other' systems of 
records are entered into this correspondence case record, the Office of 
the Secretary of Defense hereby claims the same exemptions for the 
records from those `other' systems that are entered into this system, 
as claimed for the original primary systems of records which they are a 
part.
    Records are only exempt from pertinent provisions of 5 U.S.C. 552a 
to the extent such provisions have been identified and an exemption 
claimed for the original record and the purposes underlying the 
exemption for the original record still pertain to the record which is 
now contained in this system of records. In general, the exemptions 
were claimed in order to protect properly classified information 
relating to national defense and foreign policy, to avoid interference 
during the conduct of criminal, civil, or administrative actions or 
investigations, to ensure protective services provided the President 
and others are not compromised, to protect the identity of confidential 
sources incident to Federal employment, military service, contract, and 
security clearance determinations, to preserve the confidentiality and 
integrity of Federal testing materials, and to safeguard evaluation 
materials used for military promotions when furnished by a confidential 
source. The exemption rule for the original records will identify the 
specific reasons why the records are exempt from specific provisions of 
5 U.S.C. 552a.
    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. E9-19867 Filed 8-18-09; 8:45 am]
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