Privacy Act of 1974; System of Records, 9461-9462 [2016-04038]
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Federal Register / Vol. 81, No. 37 / Thursday, February 25, 2016 / Notices
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DOD–2016–OS–0014]
Privacy Act of 1974; System of
Records
Office of the Secretary of
Defense, DoD.
ACTION: Notice to alter a System of
Records.
AGENCY:
The Office of the Secretary of
Defense proposes to alter a system of
records, DWHS P04, entitled
‘‘Reduction-In-Force Case Files’’ to
maintain records used to affect a RIF,
document retention standing, personnel
actions, and all communications
between the employees, managers, and
the Human Resources Office.
DATES: Comments will be accepted on or
before March 28, 2016. This proposed
action will be effective the day
following the end of the comment
period unless comments are received
which result in a contrary
determination.
SUMMARY:
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: Department of Defense,
Office of the Deputy Chief Management
Officer, Directorate of Oversight and
Compliance, Regulatory and Audit
Matters Office, 9010 Defense Pentagon,
Washington, DC 20301–9010.
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.
ADDRESSES:
Ms.
Cindy Allard, Chief, OSD/JS Privacy
Office, 1155 Defense Pentagon,
Washington, DC 20301–1155, or by
phone at (571) 372–0461.
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 in FOR FURTHER INFORMATION
CONTACT or at https://dpcld.defense.gov/
.
mstockstill on DSK4VPTVN1PROD with NOTICES
FOR FURTHER INFORMATION CONTACT:
VerDate Sep<11>2014
18:07 Feb 24, 2016
Jkt 238001
The proposed system report, as
required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was
submitted on February 18, 2016, 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: February 22, 2016.
Aaron Siegel,
Alternate OSD Federal Register Liaison
Officer, Department of Defense.
DWHS P04
SYSTEM NAME:
Reduction-In-Force Case Files
(October 27, 2011, 76 FR 66695).
CHANGES:
*
*
*
*
*
SYSTEM LOCATION:
Delete entry and replace with
‘‘Human Resources Directorate,
Personnel Services Division, 4800 Mark
Center Drive, Alexandria, VA 22350–
3200.’’
*
*
*
*
*
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Delete entry and replace with ‘‘5
U.S.C. 7103, Definitions, application; 10
U.S.C. 1597, Civilian positions:
Guidelines for reductions; 5 CFR 351,
Reduction in Force; and DoD Instruction
1400.25, Volume 1700, DoD Civilian
Personnel Management System: Civilian
Assistance and Re-Employment (CARE)
Program.’’
PURPOSE(S):
Delete entry and replace with ‘‘To
maintain records used to affect a RIF,
document retention standing, personnel
actions, and all communications
between the employees, managers, and
the Human Resources Office.’’
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, as amended, the
records contained herein may
specifically be disclosed outside the
DoD as a routine use pursuant to 5
U.S.C. 552a(b)(3) as follows:
To the Office of Personnel
Management in instances where an
affected employee appeals the decision.
Disclosure When Requesting
Information Routine Use. A record from
PO 00000
Frm 00043
Fmt 4703
Sfmt 4703
9461
a system of records maintained by a
DoD Component may be disclosed as a
routine use to a federal, state, or local
agency maintaining civil, criminal, or
other relevant enforcement information
or other pertinent information, such as
current licenses, if necessary to obtain
information relevant to a DoD
Component decision concerning the
hiring or retention of an employee, the
issuance of a security clearance, the
letting of a contract, or the issuance of
a license, grant, or other benefit.
Disclosure of Requested Information
Routine Use. A record from a system of
records maintained by a DoD
Component may be disclosed to a
federal agency, in response to its
request, in connection with the hiring or
retention of an employee, the issuance
of a security clearance, the reporting of
an investigation of an employee, the
letting of a contract, or the issuance of
a license, grant, or other benefit by the
requesting agency, to the extent that the
information is relevant and necessary to
the requesting agency’s decision on the
matter.
Disclosure to the Office of Personnel
Management Routine Use. A record
from a system of records subject to the
Privacy Act and maintained by a DoD
Component may be disclosed to the
Office of Personnel Management (OPM)
concerning information on pay and
leave, benefits, retirement deduction,
and any other information necessary for
the OPM to carry out its legally
authorized government-wide personnel
management functions and studies.
Disclosure to the Department of
Justice for Litigation Routine Use. A
record from a system of records
maintained by a DoD Component may
be disclosed as a routine use to any
component of the Department of Justice
for the purpose of representing the
Department of Defense, or any officer,
employee or member of the Department
in pending or potential litigation to
which the record is pertinent.
Disclosure of Information to the
National Archives and Records
Administration Routine Use. A record
from a system of records maintained by
a DoD Component may be disclosed as
a routine use to the National Archives
and Records Administration for the
purpose of records management
inspections conducted under authority
of 44 U.S.C. 2904 and 2906.
Disclosure to the Merit Systems
Protection Board Routine Use. A record
from a system of records maintained by
a DoD Component may be disclosed as
a routine use to the Merit Systems
Protection Board, including the Office of
the Special Counsel for the purpose of
litigation, including administrative
E:\FR\FM\25FEN1.SGM
25FEN1
9462
Federal Register / Vol. 81, No. 37 / Thursday, February 25, 2016 / Notices
proceedings, appeals, special studies of
the civil service and other merit
systems, review of OPM or component
rules and regulations, investigation of
alleged or possible prohibited personnel
practices; including administrative
proceedings involving any individual
subject of a DoD investigation, and such
other functions, promulgated in 5 U.S.C.
1205 and 1206, or as may be authorized
by law.
Data Breach Remediation Purposes
Routine Use. A record from a system of
records maintained by a Component
may be disclosed to appropriate
agencies, entities, and persons when (1)
The Component suspects or has
confirmed that the security or
confidentiality of the information in the
system of records has been
compromised; (2) the Component has
determined that as a result of the
suspected or confirmed compromise
there is a risk of harm to economic or
property interests, identity theft or
fraud, or harm to the security or
integrity of this system or other systems
or programs (whether maintained by the
Component or another agency or entity)
that rely upon the compromised
information; and (3) the disclosure
made to such agencies, entities, and
persons is reasonably necessary to assist
in connection with the Components
efforts to respond to the suspected or
confirmed compromise and prevent,
minimize, or remedy such harm.
The DoD Blanket Routine Uses set
forth at the beginning of the Office of
the Secretary of Defense (OSD)
compilation of systems of records
notices apply to this system. The
complete list of DoD Blanket Routine
Uses can be found Online at: https://
dpcld.defense.gov/Privacy/
SORNsIndex/BlanketRoutine
Uses.aspx.’’
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
computerized data is restricted by
Common Access Card.
Records are maintained in a secure,
password protected electronic system
that utilizes security hardware and
software. All personnel requiring access
to the information are trained in the
proper safeguarding and use of the
information.’’
RETENTION AND DISPOSAL:
Delete entry and replace with
‘‘Records are destroyed two years after
the RIF effective date, unless litigation,
grievance, or equal employment
opportunity case is pending.’’
SYSTEM MANAGER(S) AND ADDRESS:
Delete entry and replace with
‘‘Assistant Director, Personnel Services
Division, Human Resources Directorate,
4800 Mark Center Drive, Alexandria, VA
20350–3200.’’
NOTIFICATION PROCEDURE:
Delete entry and replace with
‘‘Individuals seeking to determine
whether information about themselves
is contained in this system should
address written inquiries to the
Assistant Director, Personnel Services
Division, Human Resources Directorate,
Washington Headquarters Service, 4800
Mark Center Drive, Alexandria, VA
20350–3200.’’
RECORD ACCESS PROCEDURES:
Delete entry and replace with
‘‘Individuals seeking access to
information about themselves contained
in this system should address written
inquiries to the OSD/Joint Staff,
Freedom of Information Act Requester
Service Center, Office of Freedom of
Information, 1155 Defense Pentagon,
Washington, DC 20301–1155.
Signed, written requests must include
the name and number of this System of
Records Notice along with the name of
the individual and approximate date of
RIF.’’
*
*
*
*
*
[FR Doc. 2016–04038 Filed 2–24–16; 8:45 am]
RETRIEVABILITY:
mstockstill on DSK4VPTVN1PROD with NOTICES
Delete entry and replace with ‘‘Paper
file folders and electronic storage
media.’’
DEPARTMENT OF DEFENSE
Delete entry and replace with
‘‘Retrieved by fiscal year, effective date,
organization name, then affected
employees alphabetically by last name.’’
SAFEGUARDS:
Delete entry and replace with ‘‘Paper
records are maintained in locked file
cabinets in a secure area in a building
with 24-hour security. Access to records
is only by authorized Reduction in
Force (RIF) team personnel. Access to
VerDate Sep<11>2014
18:07 Feb 24, 2016
Jkt 238001
BILLING CODE 5001–06–P
Office of the Secretary
[Docket ID: DOD–2016–OS–0016]
Privacy Act of 1974; System of
Records
Office of the Secretary of
Defense, DoD.
ACTION: Notice to alter a System of
Records.
AGENCY:
PO 00000
Frm 00044
Fmt 4703
Sfmt 4703
The Office of the Secretary of
Defense proposes to alter a system of
records notice DWHS D01, entitled
‘‘DoD National Capital Region Mass
Transportation Benefit Program’’ to
manage the DoD National Capital
Region Mass Transportation Benefit
Program for DoD military and civilian
personnel applying for and in receipt of
fare subsidies. Used as a management
tool for statistical analysis, tracking,
reporting, evaluating program
effectiveness, and conducting research.
DATES: Comments will be accepted on or
before March 28, 2016. This proposed
action will be effective on the date
following the end of the comment
period unless comments are received
which result in a contrary
determination.
SUMMARY:
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: Department of Defense, Office
of the Deputy Chief Management
Officer, Directorate of Oversight and
Compliance, Regulatory and Audit
Matters Office, 9010 Defense Pentagon,
Washington, DC 20301–9010.
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.
ADDRESSES:
Ms.
Cindy Allard, Chief, OSD/JS Privacy
Office, Washington Headquarters
Service, 1155 Defense Pentagon,
Washington, DC 20301–1155, or by
phone at (571) 372–0461.
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 in the FOR FURTHER INFORMATION
CONTACT or from the Defense Privacy
and Civil Liberties Division Web site at
https://dpcld.defense.gov/.
The proposed systems reports, as
required by 5 U.S.C. 552a(r) of the
Privacy Act, as amended, were
submitted on February 16, 2016, to the
House Committee on Oversight and
Government Reform, the Senate
Committee on Homeland Security and
FOR FURTHER INFORMATION CONTACT:
E:\FR\FM\25FEN1.SGM
25FEN1
]]>Agencies
[Federal Register Volume 81, Number 37 (Thursday, February 25, 2016)]
[Notices]
[Pages 9461-9462]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2016-04038]
[[Page 9461]]
-----------------------------------------------------------------------
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DOD-2016-OS-0014]
Privacy Act of 1974; System of Records
AGENCY: Office of the Secretary of Defense, DoD.
ACTION: Notice to alter a System of Records.
-----------------------------------------------------------------------
SUMMARY: The Office of the Secretary of Defense proposes to alter a
system of records, DWHS P04, entitled ``Reduction-In-Force Case Files''
to maintain records used to affect a RIF, document retention standing,
personnel actions, and all communications between the employees,
managers, and the Human Resources Office.
DATES: Comments will be accepted on or before March 28, 2016. This
proposed action will be effective the day following the end of the
comment period 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: Department of Defense, Office of the Deputy Chief
Management Officer, Directorate of Oversight and Compliance, Regulatory
and Audit Matters Office, 9010 Defense Pentagon, Washington, DC 20301-
9010.
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. Cindy Allard, Chief, OSD/JS
Privacy Office, 1155 Defense Pentagon, Washington, DC 20301-1155, or by
phone at (571) 372-0461.
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 in FOR FURTHER INFORMATION CONTACT
or at https://dpcld.defense.gov/.
The proposed system report, as required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was submitted on February 18, 2016, 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: February 22, 2016.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS P04
System name:
Reduction-In-Force Case Files (October 27, 2011, 76 FR 66695).
Changes:
* * * * *
System location:
Delete entry and replace with ``Human Resources Directorate,
Personnel Services Division, 4800 Mark Center Drive, Alexandria, VA
22350-3200.''
* * * * *
Authority for maintenance of the system:
Delete entry and replace with ``5 U.S.C. 7103, Definitions,
application; 10 U.S.C. 1597, Civilian positions: Guidelines for
reductions; 5 CFR 351, Reduction in Force; and DoD Instruction 1400.25,
Volume 1700, DoD Civilian Personnel Management System: Civilian
Assistance and Re-Employment (CARE) Program.''
Purpose(s):
Delete entry and replace with ``To maintain records used to affect
a RIF, document retention standing, personnel actions, and all
communications between the employees, managers, and the Human Resources
Office.''
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,
as amended, the records contained herein may specifically be disclosed
outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as
follows:
To the Office of Personnel Management in instances where an
affected employee appeals the decision.
Disclosure When Requesting Information Routine Use. A record from a
system of records maintained by a DoD Component may be disclosed as a
routine use to a federal, state, or local agency maintaining civil,
criminal, or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to a DoD Component decision concerning the hiring
or retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant, or other
benefit.
Disclosure of Requested Information Routine Use. A record from a
system of records maintained by a DoD Component may be disclosed to a
federal agency, in response to its request, in connection with the
hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or other
benefit by the requesting agency, to the extent that the information is
relevant and necessary to the requesting agency's decision on the
matter.
Disclosure to the Office of Personnel Management Routine Use. A
record from a system of records subject to the Privacy Act and
maintained by a DoD Component may be disclosed to the Office of
Personnel Management (OPM) concerning information on pay and leave,
benefits, retirement deduction, and any other information necessary for
the OPM to carry out its legally authorized government-wide personnel
management functions and studies.
Disclosure to the Department of Justice for Litigation Routine Use.
A record from a system of records maintained by a DoD Component may be
disclosed as a routine use to any component of the Department of
Justice for the purpose of representing the Department of Defense, or
any officer, employee or member of the Department in pending or
potential litigation to which the record is pertinent.
Disclosure of Information to the National Archives and Records
Administration Routine Use. A record from a system of records
maintained by a DoD Component may be disclosed as a routine use to the
National Archives and Records Administration for the purpose of records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
Disclosure to the Merit Systems Protection Board Routine Use. A
record from a system of records maintained by a DoD Component may be
disclosed as a routine use to the Merit Systems Protection Board,
including the Office of the Special Counsel for the purpose of
litigation, including administrative
[[Page 9462]]
proceedings, appeals, special studies of the civil service and other
merit systems, review of OPM or component rules and regulations,
investigation of alleged or possible prohibited personnel practices;
including administrative proceedings involving any individual subject
of a DoD investigation, and such other functions, promulgated in 5
U.S.C. 1205 and 1206, or as may be authorized by law.
Data Breach Remediation Purposes Routine Use. A record from a
system of records maintained by a Component may be disclosed to
appropriate agencies, entities, and persons when (1) The Component
suspects or has confirmed that the security or confidentiality of the
information in the system of records has been compromised; (2) the
Component has determined that as a result of the suspected or confirmed
compromise there is a risk of harm to economic or property interests,
identity theft or fraud, or harm to the security or integrity of this
system or other systems or programs (whether maintained by the
Component or another agency or entity) that rely upon the compromised
information; and (3) the disclosure made to such agencies, entities,
and persons is reasonably necessary to assist in connection with the
Components efforts to respond to the suspected or confirmed compromise
and prevent, minimize, or remedy such harm.
The DoD Blanket Routine Uses set forth at the beginning of the
Office of the Secretary of Defense (OSD) compilation of systems of
records notices apply to this system. The complete list of DoD Blanket
Routine Uses can be found Online at: https://dpcld.defense.gov/Privacy/
SORNsIndex/BlanketRoutineUses.aspx.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Delete entry and replace with ``Paper file folders and electronic
storage media.''
Retrievability:
Delete entry and replace with ``Retrieved by fiscal year, effective
date, organization name, then affected employees alphabetically by last
name.''
Safeguards:
Delete entry and replace with ``Paper records are maintained in
locked file cabinets in a secure area in a building with 24-hour
security. Access to records is only by authorized Reduction in Force
(RIF) team personnel. Access to computerized data is restricted by
Common Access Card.
Records are maintained in a secure, password protected electronic
system that utilizes security hardware and software. All personnel
requiring access to the information are trained in the proper
safeguarding and use of the information.''
Retention and disposal:
Delete entry and replace with ``Records are destroyed two years
after the RIF effective date, unless litigation, grievance, or equal
employment opportunity case is pending.''
System manager(s) and address:
Delete entry and replace with ``Assistant Director, Personnel
Services Division, Human Resources Directorate, 4800 Mark Center Drive,
Alexandria, VA 20350-3200.''
Notification procedure:
Delete entry and replace with ``Individuals seeking to determine
whether information about themselves is contained in this system should
address written inquiries to the Assistant Director, Personnel Services
Division, Human Resources Directorate, Washington Headquarters Service,
4800 Mark Center Drive, Alexandria, VA 20350-3200.''
Record access procedures:
Delete entry and replace with ``Individuals seeking access to
information about themselves contained in this system should address
written inquiries to the OSD/Joint Staff, Freedom of Information Act
Requester Service Center, Office of Freedom of Information, 1155
Defense Pentagon, Washington, DC 20301-1155.
Signed, written requests must include the name and number of this
System of Records Notice along with the name of the individual and
approximate date of RIF.''
* * * * *
[FR Doc. 2016-04038 Filed 2-24-16; 8:45 am]
BILLING CODE 5001-06-P
