Privacy Act of 1974; System of Records, 49455-49458 [2011-20237]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 76, Number 154 (Wednesday, August 10, 2011)]
[Notices]
[Pages 49455-49458]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-20237]


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DEPARTMENT OF DEFENSE

Office of the Secretary


Privacy Act of 1974; System of Records

AGENCY: Defense Intelligence Agency, DoD.

ACTION: Notice to alter a system of records.

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SUMMARY: The Defense Intelligence Agency is proposing to alter a system 
to

[[Page 49456]]

its existing inventory of records 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 
September 9, 2011 unless comments are received that would result in a 
contrary determination.

ADDRESSES: You may submit comments, identified by docket number and/
Regulatory Information Number (RIN) 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 or Regulatory Information Number (RIN) 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. Theresa Lowery at (202) 231-1193, 
Defense Intelligence Agency, DAN 1-C, 600 McDill Blvd. Washington, DC 
20340-0001.

SUPPLEMENTARY INFORMATION: The Defense Intelligence Agency system 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 FOR FURTHER INFORMATION CONTACT address above.
    The proposed system report, as required by 5 U.S.C. 552a of the 
Privacy Act of 1974, as amended, was submitted on January 28, 2011, to 
the House Committee on Oversight and Government Reform, the Senate 
Committee on Homeland Security and Governmental Affairs, and the 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: July 8, 2011.
Patricia Toppings
OSD Federal Register Liaison Officer, Department of Defense.
LDIA 0900

System name:
    Accounts Receivable, Indebtedness and Claims (June 5, 2006, 71 FR 
32316).

Changes:
* * * * *

Categories of individuals covered by the system:
    Delete entry and replace with ``Current and former Defense 
Intelligence Agency civilian and contract employees, military assignees 
and other individuals regarding payments, indebtedness and claims to 
the Defense Intelligence Agency.''

Categories of records in the system:
    Delete entry and replace with ``Name, Social Security Number (SSN), 
current address and telephone number, place and date of birth; 
financial records such as payments, indebtedness, claims, bills, 
checks, statements of loss or damages, receipts, investigative and 
court records, financial statements, credit reports, financial 
statements; time and attendance records and leave and earnings 
statements.''

Authority for maintenance of the system:
    Delete entry and replace with ``5 U.S.C. 5512, Withholding Pay and 
Indebtedness; 5 U.S.C. 5513, Withholding Pay-Credit disallowed or 
charge raised for payment; 5 U.S.C. 5514, Installment Deduction For 
Indebtedness to the U.S.; 5 U.S.C. 5584, Claims for Overpayment of Pay, 
Allowances and of Travel, Transportation and Relocation Expenses and 
Allowances; 5 U.S.C. 5705, Advancements and Deductions; 10 U.S.C. 2274, 
Space Surveillance Network; 31 U.S.C. 3322, Disbursing Official; 31 
U.S.C. 3527, General Authority to Issue Checks; 31 U.S.C. 3702, 
Authority to Settle Claims; 31 U.S.C. 3711, Collection and Compromise; 
31 U.S.C. 3716, Administrative Offset; 31 U.S.C. 3717, Interest and 
Penalty on Claims; 31 U.S.C. 3718, Contracts for Collection Services; 
40 U.S.C. 705, Handling of Proceeds from Disposal; and E.O. 9397 (SSN), 
as amended.''

Purpose(s):
    Delete entry and replace with ``The system will manage records used 
in cases regarding claims, payments and indebtedness associated with 
the Defense Intelligence Agency. Information is used to comply with 
regulatory requirements and to facilitate collections and/or 
payments.''

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Delete entry and replace with ``In addition to those disclosures 
generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, 
these records 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 the 
DIA'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:
    Delete entry and replace with ``Paper records and electronic 
storage media.''

Retrievability:
    Delete entry and replace with ``Last name and Social Security 
Number (SSN).''

Safeguards:
    Delete entry and replace with ``Records are stored in office 
buildings protected by guards, controlled screenings, 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 User 
IDs 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:
    Delete entry and replace with ``Temporary; Cut off each Fiscal Year 
(FY). Hold 1 year in current files area and transfer to Washington 
National Records Center, destroy 6 years and 3 months after period 
covered by account. Electronic Records are deleted from the database, 
paper records are destroyed by shredding or burning.''

System manager(s) and address:
    Delete entry and replace with ``Chief, Financial Policy, Financial 
Operations and Managerial Accounting Branch, Defense Intelligence 
Agency, 600 MacDill Blvd., Washington, DC 20340-5100.''

[[Page 49457]]

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 DIA Freedom of 
Information Office (DAN-1A), Defense Intelligence Agency, 200 MacDill 
Blvd., Washington, DC 20340-5100.
    Request should contain the individual's full name, current address, 
and telephone number.''

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 DIA Freedom of Information 
Office (DAN-1A), 200 MacDill Blvd., Washington, DC 20340-5100.
    Request should contain the individual's full name, current address, 
and telephone number.''

Contesting record procedures:
    Delete entry and replace with ``DIA's rules for accessing records, 
for contesting contents and appealing initial agency determinations are 
published in DIA Instruction 5400.001 ``Defense Intelligence Agency 
Privacy Program''; or may be obtained from the system manager.''

Record source categories:
    Delete entry and replace with ``Individuals; DoD and other Federal, 
state and local financial records systems; financial, educational and 
medical institutions; and open source information, such as property tax 
records.''

Exemptions claimed for the system:
    Delete entry and replace with ``During the course of Accounts 
Receivable, Indebtedness and Claims actions, 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 Defense Intelligence Agency 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 the requirements of 5 U.S.C 553(b)(1), (2), and (3), 
(c) and (e) and published in 32 CFR part 319.''
* * * * *
LDIA 0900

System name:
    Accounts Receivable, Indebtedness and Claims.

System location:
    Defense Intelligence Agency, Washington, DC 20340-5100.

Categories of individuals covered by the system:
    Current and former Defense Intelligence Agency civilian and 
contract employees, military assignees and other individuals regarding 
payments, indebtedness and claims to the Defense Intelligence Agency.

Categories of records in the system:
    Name, Social Security Number (SSN), current address and telephone 
number, place and date of birth; financial records such as payments, 
indebtedness, claims, bills, checks, statements of loss or damages, 
receipts, investigative and court records, financial statements, credit 
reports, financial statements; time and attendance records and leave 
and earnings statements.

Authority for maintenance of the system:
    5 U.S.C. 5512, Withholding Pay and Indebtedness; 5 U.S.C. 5513, 
Withholding Pay-Credit disallowed or charge raised for payment; 5 
U.S.C. 5514, Installment Deduction For Indebtedness to the U.S.; 5 
U.S.C. 5584, Claims for Overpayment of Pay, Allowances and of Travel, 
Transportation and Relocation Expenses and Allowances; 5 U.S.C. 5705, 
Advancements and Deductions; 10 U.S.C. 2274, Space Surveillance 
Network; 31 U.S.C. 3322, Disbursing Official; 31 U.S.C. 3527, General 
Authority to Issue Checks; 31 U.S.C. 3702, Authority to Settle Claims; 
31 U.S.C. 3711, Collection and Compromise; 31 U.S.C. 3716, 
Administrative Offset; 31 U.S.C. 3717, Interest and Penalty on Claims; 
31 U.S.C. 3718, Contracts for Collection Services; 40 U.S.C. 705, 
Handling of Proceeds from Disposal; and E.O. 9397 (SSN), as amended.

Purpose(s):
    The system will manage records used in cases regarding claims, 
payments and indebtedness associated with the Defense Intelligence 
Agency. Information is used to comply with regulatory requirements and 
to facilitate collections and/or payments.
    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 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 the 
DIA'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 and electronic storage media.

Retrievability:
    Last name and Social Security Number (SSN).
    Safeguards:
    Records are stored in office buildings protected by guards, 
controlled screenings, 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 User IDs 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:
    Temporary; Cut off each Fiscal Year (FY). Hold 1 year in current 
files area

[[Page 49458]]

and transfer to the Washington National Records Center, destroy 6 years 
and 3 months after period covered by account. Electronic Records are 
deleted from the database, paper records are destroyed by shredding or 
burning.

System manager(s) and address:
    Chief, Financial Policy, Financial Operations, and Managerial 
Accounting Branch, Defense Intelligence Agency, 600 MacDill Blvd., 
Washington, DC 20340-5100.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the DIA Freedom of Information Office (DAN-1A), 
Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-
5100.
    Request should contain the individual's full name, current address, 
and telephone number.

Record access procedures:
    Individuals seeking access to information about themselves, 
contained in this system of records, should address written inquiries 
to the DIA Freedom of Information Office (DAN-1A), 200 MacDill Blvd., 
Washington, DC 20340-5100.
    Request should contain the individual's full name, current address, 
and telephone number.

Contesting record procedures:
    DIA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DIA 
Instruction 5400.001 ``Defense Intelligence Agency Privacy Program''; 
or may be obtained from the system manager.

Record source categories:
    Individuals; DoD and other Federal, state and local financial 
records systems; financial, educational and medical institutions; and 
open source information, such as property tax records.

Exemptions claimed for the system:
    During the course of Accounts Receivable, Indebtedness and Claims 
actions, 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 Defense Intelligence 
Agency 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 the requirements of 5 U.S.C 553(b)(1), (2), and (3), 
(c) and (e) and published in 32 CFR part 319.

[FR Doc. 2011-20237 Filed 8-9-11; 8:45 am]
BILLING CODE 5001-06-P