Privacy Act of 1974; System of Records, 32915-32919 [2010-13771]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 75, Number 111 (Thursday, June 10, 2010)]
[Notices]
[Pages 32915-32919]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2010-13771]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2010-OS-0076]


Privacy Act of 1974; System of Records

AGENCY: Defense Logistics Agency, DoD.

ACTION: Notice to amend three systems of records.

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SUMMARY: The Defense Logistics Agency is proposing to amend three 
systems of records notices in its existing inventory of records systems 
subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: The proposed action will be effective without further notice on 
July 12, 2010 unless comments are received which would 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 
to 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's 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 Officer, Headquarters Defense Logistics Agency, 
ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 
22060-6221.
    The specific changes to the records systems being amended are set 
forth below followed by the notices, as amended, published in their 
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 new or altered systems reports.

    Dated: June 3, 2010.
Mitchell S. Bryman,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S200.30

System name:
    Reserve Affairs Records Collection (March 8, 2010; 75 FR 10474).

Change:
* * * * *

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 Privacy Act Office, Headquarters, Defense Logistics Agency,

[[Page 32916]]

ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 
22060-6221.''
* * * * *
S200.30

System name:
    Reserve Affairs Records Collection.

System location:
    Director, J-9, Joint Reserve Forces, Headquarters, Defense 
Logistics Agency, 8725 John J. Kingman Road, Suite 3627, Fort Belvoir, 
VA 22060-6221, and the Heads of the DLA Primary Level Field Activities. 
Mailing addresses may be obtained from the system manager below.

Categories of individuals covered by the system:
    All Selected Reserve, Army, Marine Corps, Navy, and Air Force 
personnel assigned to Defense Logistics Agency (DLA) Reserve units and 
Individual Mobilization Augmentee (IMA) positions.

Categories of records in the system:
    The files contain full name, grade, Social Security Number (SSN), 
service, career specialty, position title, date of birth, commission 
date, promotion date, release date, medical/dental record information, 
benefits and allowances, pay records, security clearance, education, 
home address and civilian occupation of the individuals involved.

Authority for maintenance of the system:
    10 U.S.C. Part II, Personnel Generally; 10 U.S.C. 133, Under 
Secretary of Defense for Acquisition, Technology, and Logistics; and 
E.O. 9397 (SSN), as amended.

Purpose(s):
    The files are maintained to provide background information on 
individuals assigned to DLA and to document their assignment. Data is 
used in preparation of personnel actions such as reassignments, 
classification actions, promotions, scheduling, and verification of 
active duty and inactive duty training. The data is also used for 
management and statistical reports and studies.

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:
    The DoD `Blanket Routine Uses' apply to this system of records.

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

Retrievability:
    Retrieved by last name and Social Security Number (SSN).

Safeguards:
    Records are maintained in areas accessible only to DLA personnel 
who must use the records to perform their duties. The computer files 
are password protected with access restricted to authorized users. 
Records are secured in locked or guarded buildings, locked offices, or 
locked cabinets during non-duty hours.

Retention and disposal:
    Records are destroyed 2 years after separation or release from 
mobilization, or after supersession or obsolescence, or after 5 years, 
as applicable.

System manager(s) and address:
    Director, J-9, Joint Reserve Forces, Headquarters, Defense 
Logistics Agency, 8725 John J. Kingman Road, Suite 3627, Fort Belvoir, 
VA 22060-6221 and the Heads of the DLA Primary Level Field Activities.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the DLA Privacy Office, Headquarters, Defense Logistics Agency, 
ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 
22060-6221.
    Inquiry should contain the individual's full name and Social 
Security Number (SSN).

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the DLA 
Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 
John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
    Inquiry should contain the individual's full name and Social 
Security Number (SSN).

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 Privacy Act Office, Headquarters, 
Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 
1644, Fort Belvoir, VA 22060-6221.

Record source categories:
    Data is provided by the subject individual and their Military 
Service.

Exemptions claimed for the system:
    None.
S500.30

System name:
    Incident Investigation/Police Inquiry Files. (April 8, 2010; 75 FR 
17906).

Change:
* * * * *

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 Privacy Act Office, Headquarters, Defense Logistics Agency, 
ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 
22060-6221.''
* * * * *
S500.30

System name:
    Incident Investigation/Police Inquiry Files.

System location:
    Public Safety and Security Office, Headquarters, Defense Logistics 
Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-
6221, and the Public Safety and Security Offices of the Defense 
Logistics Agency Field Activities.
    Official mailing addresses are published as an appendix to DLA's 
compilation of systems of records notices.

Categories of individuals covered by the system:
    Individuals who have been the subject of a non-criminal 
investigation or police inquiry into incidents occurring on DLA-
controlled facilities or installations. The system also covers 
incidents at other locations that involve individuals assigned to or 
employed by DLA or employed by agencies that receive security and 
police force services from DLA.

Categories of records in the system:
    Records contain case number, name of subject, Social Security 
Number (SSN), address, telephone number, and details

[[Page 32917]]

of the incident or inquiry; the investigative report containing details 
of the investigation, relevant facts discovered, information received 
from sources and witnesses, the investigator's findings, conclusions, 
and recommendations; and case disposition details.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 303(b), Oath to 
Witnesses; 10 U.S.C. 133, Under Secretary of Defense for Acquisition 
and Technology; and E.O. 9397 (SSN), as amended.

Purpose(s):
    To record information related to investigations of or inquiries 
into incidents under DLA jurisdiction. Records may be used to make 
decisions with respect to disciplinary action and/or suitability for 
employment; to bar individuals from entry to DLA facilities or 
installations; to evaluate the adequacy of existing physical security 
safeguards; and to perform similar functions with respect to 
maintaining a secure workplace. Statistical data, with all personal 
data removed, may be provided to other offices for purposes of 
reporting, planning, training, vulnerability assessment, awareness, and 
similar administrative endeavors. Complaints appearing to involve 
criminal wrongdoing are referred to the appropriate criminal 
investigative organization for investigation and disposition.

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 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 Federal, state, and local agencies that administer programs or 
employ individuals involved in an incident or inquiry.
    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:
    Paper files and electronic storage media.

Retrievability:
    Records are retrieved by name of subject, subject matter, and by 
case number.

Safeguards:
    Records are maintained in areas accessible only to DLA Headquarters 
and Field Activities security and staff personnel who use the records 
to perform their duties. All records are maintained on closed military 
installations with security force personnel performing installation 
access control and random patrols.
    Common Access Cards and personal identification numbers are used to 
authenticate authorized desktop and laptop computer users. Computer 
servers are scanned monthly to assess system vulnerabilities. Systems 
security updates are accomplished daily. The computer files are 
password protected with access restricted to authorized users with a 
need for the information. Records are secured in locked or guarded 
buildings, locked offices, or locked cabinets during non duty hours, 
with access restricted during duty hours to authorized users with a 
need for the information.

Retention and disposal:
    Records are destroyed 5 years after date of last action; incidents 
involving terrorist threats are destroyed 7 years after the incident is 
closed.

System manager(s) and address:
    Program Manager, Law Enforcement Operations, Headquarters, Defense 
Logistics Agency, Office of Public Safety, 8725 John J. Kingman Road, 
Suite 3533, Fort Belvoir, VA 22060-6220, and the Security Managers 
within the DLA Field Activity responsible for the operation of security 
forces and staff at the DLA Field Activity. Official mailing addresses 
are published as an appendix to DLA's compilation of systems of records 
notices.

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.
    Individuals are required to provide name, Social Security Number 
(SSN), employing activity name and address, and, if known, place of 
investigation.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed without the United States: I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature).
    If executed within the United States, its territories, possessions, 
or commonwealths: I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature).

Record access procedures:
    Individuals seeking access to information about them 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.
    Individuals are required to provide name, Social Security Number, 
employing activity name and address, and, if known, place of 
investigation.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed without the United States: I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature).
    If executed within the United States, its territories, possessions, 
or commonwealths: I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature).

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 Privacy Act Office, Headquarters, 
Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 
1644, Fort Belvoir, VA 22060-6221.

Record source categories:
    Information is provided by the record subject, victims, witnesses, 
and investigators.

Exemptions claimed for the system:
    Investigatory material compiled for law enforcement purposes may be 
exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is 
denied any right, privilege, or benefit for which he would otherwise be 
entitled by Federal law or for which he would otherwise be eligible, as 
a result of the maintenance of such information, the individual will be 
provided access to such information except to the extent that 
disclosure would reveal the identity of a confidential source.

[[Page 32918]]

    Investigatory material compiled solely for the purpose of 
determining suitability, eligibility, or qualifications for federal 
civilian employment, military service, federal contracts, or access to 
classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), 
but only to the extent that such material would reveal the identity of 
a confidential source.
    An exemption rule for this exemption 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 323. For additional information 
contact the Privacy Act Office, Headquarters, Defense Logistics Agency, 
ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 
22060-6221.
S335.01

System name:
    Training and Employee Development Record System (April 29, 2010; 75 
FR 22562).

Change:
* * * * *

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 Privacy Act Office, Headquarters, Defense Logistics Agency, 
ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 
22060-6221.''
* * * * *
S335.01

System name:
    Training and Employee Development Record System

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.

[[Page 32919]]

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 individuals 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.
    Written inquiries should contain the individuals 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 Privacy Act Office, Headquarters, 
Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 
1644, Fort Belvoir, VA 22060-6221.

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. 2010-13771 Filed 6-9-10; 8:45 am]
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