Privacy Act of 1974; Systems of Records, 22562-22565 [2010-9894]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 75, Number 82 (Thursday, April 29, 2010)]
[Notices]
[Pages 22562-22565]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2010-9894]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2010-OS-0057]


Privacy Act of 1974; Systems of Records

AGENCY: Defense Logistics Agency, DoD.

ACTION: Notice to alter a system of records.

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SUMMARY: The Defense Logistics Agency 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.

[[Page 22563]]


DATES: This proposed action will be effective without further notice on 
June 1, 2010 unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
     Federal Rulemaking Portal: https://www.regulations.gov. 
Follow the instructions for submitting comments.
     Mail: Federal Docket Management System Office, 1160 
Defense Pentagon, Washington, DC 20301-1160.
    Instructions: All submissions received must include the agency name 
and docket number for this Federal Register document. The general 
policy for comments and other submissions from members of the public is 
of make these submissions available for public viewing on the Internet 
at https://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Ms. Jody Sinkler at (703) 767-5045.

SUPPLEMENTARY INFORMATION: The Defense Logistics Agency 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 Privacy Act Office, Headquarters, Defense Logistics Agency, 
ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 
22060-6221.
    The proposed system reports, as required by 5 U.S.C. 552a(r), of 
the Privacy Act of 1974, as amended, were submitted on April 16, 2010, 
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: April 23, 2010.
Mitchell S. Bryman,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S335.01

System name:
    Training and Employee Development Record System (November 18, 2003; 
68 FR 65047).

Changes:
* * * * *

System location:
    Delete entry and replace with ``The master file is maintained by 
the Director, Defense Logistics Agency Training Center, Building 11, 
Section 5, 3990 E. Broad Street, Columbus, OH 43216-5000.
    Subsets of the master file are maintained by DLA Support Services, 
Business Management Office, 8725 John J. Kingman Road, Stop 6220, Fort 
Belvoir, VA 22060-6221; the DLA Primary Level Field Activities; and 
individual supervisors.
    Official mailing addresses are published as an appendix to DLA's 
compilation of systems of records notice.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Individuals receiving training 
funded or sponsored by the Defense Logistics Agency (DLA) to include 
DLA employees, Department of Defense military personnel, non-
appropriated fund personnel, DLA contractor personnel, and DLA foreign 
national personnel may be included in the system at some locations.''

Categories of records in the system:
    In the first sentence after the phrase ``Individual's name, Social 
Security Number (SSN),'' add the phrase ``student identification 
number,'' to entry.
* * * * *

Retrievability:
    Delete entry and replace with ``Records may be retrieved by name, 
student identification number, or Social Security Number (SSN).''

Safeguards:
    Delete entry and replace with ``Records are maintained in physical 
and electronic areas accessible only to DLA personnel who must use the 
records to perform assigned duties. Physical access is limited through 
the use of locks, guards, card swipe, and other administrative 
procedures. The electronic records are deployed on accredited systems 
with access restricted by the use of Common Access Card (CAC) and 
assigned system roles. The web-based files are encrypted in accordance 
with approved information assurance protocols. Employees are warned 
through screen log-on protocols and periodic briefings of the 
consequences of improper access or use of the data. In addition, users 
are trained to lock or shutdown their workstations when leaving the 
work area. During non-duty hours, records are secured in access-
controlled buildings, offices, cabinets or computer systems.''
* * * * *

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 the Privacy Act Office, 
Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman 
Road, Suite 1644, Fort Belvoir, VA 22060-6221.
    Written inquiries should contain the individual's name, Social 
Security Number (SSN), home address and telephone number. Current DLA 
employees may determine whether information about themselves is 
contained in subsets to the master file by accessing the system through 
their assigned DLA computer or by contacting their immediate 
supervisor.''

Record 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 Privacy Act Office, Headquarters, 
Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 
1644, Fort Belvoir, VA 22060-6221.
    Written inquiries should contain the individual's name, Social 
Security Number (SSN), home address and telephone number. Current DLA 
employees may gain access to data contained in subsets to the master 
file by accessing the system through their assigned DLA computer or by 
contacting their immediate supervisor.''

Contesting record procedures:
    Delete entry and replace with ``The DLA rules for accessing 
records, for contesting contents, and appealing initial agency 
determinations are contained in 32 CFR part 323, or may be obtained 
from the system manager.''

Record source categories:
    Delete entry and replace with ``Information is obtained from the 
individual, current and past supervisors, personnel offices, 
educational and training facilities, licensing or certifying entities, 
the Defense Civilian Personnel Data System (DCPDS) and the Military 
Online Processing System (MOPS).''
* * * * *
S335.01

System name:
    Training and Employee Development Record System.

[[Page 22564]]

System location:
    The master file is maintained by the Director, Defense Logistics 
Agency Training Center, Building 11, Section 5, 3990 E. Broad Street, 
Columbus, OH 43216-5000.
    Subsets of the master file are maintained by DLA Support Services, 
Business Management Office, 8725 John J. Kingman Road, Stop 6220, Fort 
Belvoir, VA 22060-6221; the DLA Primary Level Field Activities; and 
individual supervisors.
    Official mailing addresses are published as an appendix to DLA's 
compilation of systems of records notice.

Categories of individuals covered by the system:
    Individuals receiving training funded or sponsored by the Defense 
Logistics Agency (DLA) to include DLA employees, Department of Defense 
military personnel, non-appropriated fund personnel, DLA contractor 
personnel, and DLA foreign national personnel may be included in the 
system at some locations.

Categories of records in the system:
    Individual's name, Social Security Number (SSN), student 
identification number, date of birth, e-mail, home addresses; 
occupational series, grade, and supervisory status; registration and 
training data, including application or nomination documents, pre- and 
post-test results, student progress data, start and completion dates, 
course descriptions, funding sources and costs, student goals, long- 
and short-term training needs, and related data. The files may contain 
employee agreements and details on personnel actions taken with respect 
to individuals receiving apprentice or on-the-job training.
    Where training is required for professional licenses, 
certification, or recertification, the file may include proficiency 
data in one or more skill areas. Electronic records may contain 
computer logon and password data.

Authority for maintenance of the system:
    5 U.S.C. Chapter 41, Training; E.O. 11348, Providing for the 
further training of Government employees, as amended by E.O. 12107, 
Relating to the Civil Service Commission and labor-management in the 
Federal Service; 5 CFR part 410, Office of Personnel Management-
Training and E.O. 9397 (SSN), as amended.

Purpose(s):
    Information is used to manage and administer training and 
development programs; to identify individual training needs; to screen 
and select candidates for training; and for reporting and financial 
forecasting, tracking, monitoring, assessing, and payment 
reconciliation purposes. Statistical data, with all personal 
identifiers removed, are used to compare hours and costs allocated to 
training among different DLA activities and different types of 
employees.

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 DoD as a routine use pursuant to 5 U.S.C. 
552a(b)(3) as follows:
    To the Department of Veterans Affairs for inspecting, surveying, 
auditing, or evaluating apprentice or on-the-job training programs.
    To the Department of Labor for inspecting, surveying, auditing, or 
evaluating apprentice training programs and other programs under its 
jurisdiction.
    To Federal, state, and local agencies and oversight entities to 
track, manage, and report on mandatory training requirements and 
certifications.
    To public and private sector educational, training, and 
conferencing entities for participant enrollment, tracking, evaluation, 
and payment reconciliation purposes.
    To Federal agencies for screening and selecting candidates for 
training or developmental programs sponsored by the agency.
    To Federal oversight agencies for investigating, reviewing, 
resolving, negotiating, settling, or hearing complaints, grievances, or 
other matters under its cognizance.
    The DoD `Blanket Routine Uses' also apply to this system of 
records.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records may be stored on paper and/or on electronic storage media.

Retrievability:
    Records may be retrieved by name, student identification number, or 
Social Security Number (SSN).

Safeguards:
    Records are maintained in physical and electronic areas accessible 
only to DLA personnel who must use the records to perform assigned 
duties. Physical access is limited through the use of locks, guards, 
card swipe, and other administrative procedures. The electronic records 
are deployed on accredited systems with access restricted by the use of 
Common Access Card (CAC) and assigned system roles. The web-based files 
are encrypted in accordance with approved information assurance 
protocols. Employees are warned through screen log-on protocols and 
periodic briefings of the consequences of improper access or use of the 
data. In addition, users are trained to lock or shutdown their 
workstations when leaving the work area. During non-duty hours, records 
are secured in access-controlled buildings, offices, cabinets or 
computer systems.

Retention and disposal:
    Training files are destroyed when 5 years old or when superseded, 
whichever is sooner. Employee agreements, individual training plans, 
progress reports, and similar records used in intern, upward mobility, 
career management, and similar developmental training programs are 
destroyed 1 year after employee has completed the program.

System manager(s) and address:
    Director, Defense Logistics Agency Training Center, Building 11, 
Section 5, 3990 E. Broad Street, Columbus, OH 43216-5000 and Staff 
Director, Business Management Office, DLA Enterprise Support, ATTN: 
DES-B, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-
6221.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the Privacy Act Office, Headquarters, Defense 
Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, 
Fort Belvoir, VA 22060-6221.
    Written inquiries should contain the individual's name, Social 
Security Number (SSN), home address and telephone number. Current DLA 
employees may determine whether information about themselves is 
contained in subsets to the master file by accessing the system through 
their assigned DLA computer or by contacting their immediate 
supervisor.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system of records should address written inquiries to 
the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: 
DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-
6221.

[[Page 22565]]

    Written inquiries should contain the individual's name, Social 
Security Number (SSN), home address and telephone number. Current DLA 
employees may gain access to data contained in subsets to the master 
file by accessing the system through their assigned DLA computer or by 
contacting their immediate supervisor.

Contesting record procedures:
    The DLA rules for accessing records, for contesting contents, and 
appealing initial agency determinations are contained in 32 CFR part 
323, or may be obtained from the system manager.

Record source categories:
    Information is obtained from the individual, current and past 
supervisors, personnel offices, educational and training facilities, 
licensing or certifying entities, the Defense Civilian Personnel Data 
System (DCPDS) and the Military Online Processing System (MOPS).

Exemptions claimed for the system:
    None.

[FR Doc. 2010-9894 Filed 4-28-10; 8:45 am]
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