Privacy Act of 1974; System of Records, 25993-25994 [2012-10553]

Agencies

• DEPARTMENT OF DEFENSE
• Department of the Navy

[Federal Register Volume 77, Number 85 (Wednesday, May 2, 2012)]
[Notices]
[Pages 25993-25994]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2012-10553]


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DEPARTMENT OF DEFENSE

Department of the Navy

[Docket ID USN-2012-0005]


Privacy Act of 1974; System of Records

AGENCY: Department of the Navy, DoD.

ACTION: Notice To Add a System of Records.

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SUMMARY: The Department of the Navy proposes to add a system of records 
in its inventory of record systems subject to the Privacy Act of 1974 
(5 U.S.C. 552a), as amended.

DATES: This proposed action will be effective on June 1, 2012 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, 4800 Mark 
Center Drive East Tower, 2nd Floor, Suite 02G09, Alexandria, VA 22350-
3100.
    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. Robin Patterson, Department of the 
Navy, DNS-36, 2000 Navy Pentagon, Washington, DC 20350-2000 or call at 
(202) 685-6545.

SUPPLEMENTARY INFORMATION: The Department of the Navy notices for 
systems of records subject to the Privacy Act of 1974 (5 U.S.C. 
552a(r)), as amended, have been published in the Federal Register and 
are available from the address in FOR FURTHER INFORMATION CONTACT. The 
proposed system report, as required by 5 U.S.C. 552a(r) of the Privacy 
Act of 1974, as amended, was submitted on April 20, 2012, 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: April 27, 2012.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
N12293-1

System name:
    Human Resource Civilian Portfolio (HRCP).

System location:
    Space and Naval Warfare Command, SPAWAR, 1325 10th Street SE., Bldg 
196, Washington, DC 20374-7000.
    Organizational elements of the Department of the Navy. Official 
mailing addresses are published in the Standard Navy Distribution List 
(SNDL) that is available as an appendix to the Navy's compilation of 
systems of records notices.

Categories of individuals covered by the system:
    Civilian employees and job applicants for civilian appropriated/
non-appropriated fund (NAF) positions in the Department of Navy (DON).

Categories of records in the system:
    Name, Social Security Number (SSN), date of birth, home address, 
place of birth, citizenship, emergency contact, and security clearance; 
employee email address; employee phone numbers to include home, work, 
pager, fax and mobile; race and national origin; handicap code; and 
foreign language capability; projected suspense information for 
personnel actions; job applications and employee resumes; position 
authorization and control information; position descriptions and 
performance elements; internal assigned employee ID, Billet ID number, 
pay, benefits, and entitlements data; historical information on 
employees, including job experience, education, training, and training 
transaction data; performance plans, interims, appraisals, closeouts 
and ratings; professional accounting or other certifications or 
licenses; awards information and merit promotion information; 
separation and retirement data; and adverse and disciplinary action 
data.

Authority for maintenance of the system:
    5 U.S.C. 301, Department Regulations; 5 U.S.C. Chapters 11, Office 
of Personnel Management; 13, Special Authority; 29, Commissions, Oaths 
and Records; 31, Authority for Employment; 33, Examination Selection, 
and Placement; 41, Training; 43, Performance Appraisal; 51, 
Classification; 53, Pay Rates and Systems; 55, Pay Administration; 61, 
Hours of Work; 63, Leave; 72, Antidiscrimination, Right to Petition 
Congress; 75, Adverse Actions; 83, Retirement; 99, Department of 
Defense National Security Personnel System; 5 U.S.C. 7201, 
Antidiscrimination Policy; 10 U.S.C. 136, Under Secretary of Defense 
for Personnel and Readiness; E.O. 9830, Amending the Civil Service 
Rules and Providing for Federal Personnel Administration, as amended; 
29 CFR 1614.601, EEO Group Statistics; SECNAV Instruction 12250.6, 
Civilian Human Resources Management in the Department of the Navy; and 
E.O. 9397 (SSN), as amended.

Purpose(s):
    To provide Human Resource information and system support for the 
DON civilian workforce worldwide to access and update their personal 
information, submit documents, and obtain personnel related 
information.

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 DON 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 
Department of Navy's compilation of system of records notices apply to 
this system.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Electronic storage media.

Retrievability:
    Name, Social Security Number (SSN), internal assigned employee ID, 
and Billet ID number.

Safeguards:
    Access to data is multi-tiered and based on a need to know, and is 
managed by a designated command representative knowledgeable in the 
area of that command's total workforce. The first tier of a user 
account is profile based, which limits the user to specific employee 
types and/or data. Users in a specific profile cannot view data outside 
of that profile's restrictions. The second tier further restricts 
access by use of permissions, which allow a user specific

[[Page 25994]]

access to application functions. Physical access to terminals, terminal 
rooms, buildings and activities' grounds are controlled by locked 
terminals and rooms, guards, personnel screening and visitor registers. 
Password complexity, expiration, minimum length, and history, as well 
as use of profiles and permissions assists in assuring only appropriate 
personnel have access to data.

Retention and disposal:
    Temporary records maintained at naval activities: With the 
exception of performance records, destroy upon separation or transfer 
of employee from DON or when 1 year old, whichever is sooner (if 
employee separates for military service or transfers to another agency 
as a result of a transfer of function, leave required temporary 
material in the folder).
    Performance Ratings Records of Separating Employees: At time 
employee transfers or resigns, transfer performance ratings of record, 
close-out and summary ratings, along with the performance plan on which 
the most recent rating was based to the new Civilian Personnel Office 
(CPO) or National Personnel Records Center (NPRC).

System Manager(s) and Address:
    Office of Civilian Human Resources (OCHR), 614 Sicard St SE., Suite 
100, Washington Navy Yard, DC 20374-7000.

Notification Procedure:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to HRSD, Office of Civilian Human Resources, 614 Sicard St SE., Suite 
100, Washington Navy Yard, DC 20374-7000.
    The request should be signed and include full name, dates of 
service, Social Security Number (SSN), and a complete return mailing 
address.
    The system manager may require an original signature or a notarized 
signature as a means of proving the identity of the individual 
requesting access to the records.

Record Access Procedures:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to HRSD, Office of Civilian Human Resources, 614 Sicard St SE., Suite 
100, Washington Navy Yard, DC 20374-7000.
    The request should be signed and include full name, dates of 
service, Social Security Number (SSN), and a complete return mailing 
address.
    The system manager may require an original signature or a notarized 
signature as a means of proving the identity of the individual 
requesting access to the records.

Contesting Record Procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5E; 32 CFR part 701; or may be obtained 
from the system manager.

Record Source Categories:
    Information is obtained primarily from official Department of Navy 
and Department of Defense programs of record; Defense Civilian 
Personnel Data System (DCPDS), Contractor Verification Systems (CVS)/
Defense Enrollment Eligibility Recording System (DEERS), and from the 
individual and/or support staff.

Exemptions Claimed for the System:
    None.

[FR Doc. 2012-10553 Filed 5-1-12; 8:45 am]
BILLING CODE 5001-06-P