[Federal Register: December 26, 2002 (Volume 67, Number 248)]
[Notices]
[Page 78781-78786]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr26de02-46]
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DEPARTMENT OF DEFENSE
Defense Logistics Agency
Privacy Act of 1974; Systems of Records
AGENCY: Defense Logistics Agency, DOD.
ACTION: Notice to Alter Systems of Records.
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SUMMARY: The Defense Logistics Agency proposes to alter a system of
records notice in its inventory of record systems subject to the
Privacy Act of 1974 (5 U.S.C. 552a), as amended.
S322.10.DMDC is being altered to add a routine use for the purposes
of validating demographic data (e.g., Social Security Number,
citizenship status, date and place of birth, etc.) for individuals in
DoD personnel and pay files so that accurate information is available
in support of DoD requirements.
DATES: This action will be effective without further notice on January
27, 2003 unless comments are received that would result in a contrary
determination.
ADDRESSES: Send comments to the Privacy Act Officer, Headquarters,
Defense Logistics Agency, ATTN: DSS-C, 8725 John J. Kingman Road, Suite
2533, Fort Belvior, VA 22060-6221.
FOR FURTHER INFORMATION CONTACT: Ms. Susan Salus at (703) 767-6183.
SUPPLEMENTARY INFORMATION: The Defense Logistics Agency 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 above.
[[Page 78782]]
The proposed system report, as required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was submitted on December 9, 2002, to
the House Committee on 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: December 16, 2002.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S322.10 DMDC
System name:
Defense Manpower Data Center Data Base (July 23, 2002, 67 FR
48148).
Changes:
* * * * *
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Add a new routine
use ``23. To Federal and state agencies for purposes of validating
demographic data (e.g., Social Security Number, citizenship status,
date and place of birth, etc.) for individuals in DoD personnel and pay
files so that accurate information is available in support of DoD
requirements.''
* * * * *
S322.10 DMDC
System name:
Defense Manpower Data Center Data Base.
System location:
Primary location: Naval Postgraduate School Computer Center, Naval
Postgraduate School, Monterey, CA 93943-5000.
Back-up location: Defense Manpower Data Center, DoD Center Monterey
Bay, 400 Gigling Road, Seaside, CA 93955-6771.
Categories of individuals covered by the system:
All Army, Navy, Air Force and Marine Corps officer and enlisted
personnel who served on active duty from July 1, 1968, and after or who
have been a member of a reserve component since July 1975; retired
Army, Navy, Air Force, and Marine Corps officer and enlisted personnel;
active and retired Coast Guard personnel; active and retired members of
the commissioned corps of the National Oceanic and Atmospheric
Administration; active and retired members of the commissioned corps of
the Public Health Service; participants in Project 100,000 and Project
Transition, and the evaluation control groups for these programs. All
individuals examined to determine eligibility for military service at
an Armed Forces Entrance and Examining Station from July 1, 1970, and
later.
Current and former DoD civilian employees since January 1, 1972.
All veterans who have used the GI Bill education and training
employment services office since January 1, 1971. All veterans who have
used GI Bill education and training entitlements, who visited a state
employment service office since January 1, 1971, or who participated in
a Department of Labor special program since July 1, 1971. All
individuals who ever participated in an educational program sponsored
by the U.S. Armed Forces Institute and all individuals who ever
participated in the Armed Forces Vocational Aptitude Testing Programs
at the high school level since September 1969.
Individuals who responded to various paid advertising campaigns
seeking enlistment information since July 1, 1973; participants in the
Department of Health and Human Services National Longitudinal Survey.
Individuals responding to recruiting advertisements since January
1987; survivors of retired military personnel who are eligible for or
currently receiving disability payments or disability income
compensation from the Department of Veteran Affairs; surviving spouses
of active or retired deceased military personnel; 100% disabled
veterans and their survivors; survivors of retired Coast Guard
personnel; and survivors of retired officers of the National Oceanic
and Atmospheric Administration and the Public Health Service who are
eligible for or are currently receiving Federal payments due to the
death of the retiree.
Individuals receiving disability compensation from the Department
of Veteran Affairs or who are covered by a Department of Veteran
Affairs' insurance or benefit program; dependents of active and retired
members of the Uniformed Services, selective service registrants.
Individuals receiving a security background investigation as
identified in the Defense Central Index of Investigation. Former
military and civilian personnel who are employed by DoD contractors and
are subject to the provisions of 10 U.S.C. 2397.
All Federal (non-postal) civilian employees and all Federal
civilian retirees.
All non-appropriated funded individuals who are employed by the
Department of Defense.
Individuals who were or may have been the subject of tests
involving chemical or biological human-subject testing; and individuals
who have inquired or provided information to the Department of Defense
concerning such testing.
Individuals who are authorized web access to DMDC computer systems
and databases.
Categories of records in the system:
Computerized personnel/employment/pay records consisting of name,
Service Number, Selective Service Number, Social Security Number,
compensation data, demographic information such as home town, age, sex,
race, and educational level; civilian occupational information;
performance ratings of DoD civilian employees and military members;
reasons given for leaving military service or DoD civilian service;
civilian and military acquisition work force warrant location, training
and job specialty information; military personnel information such as
rank, assignment/deployment, length of service, military occupation,
aptitude scores, post-service education, training, and employment
information for veterans; participation in various in-service education
and training programs; date of award of certification of military
experience and training; military hospitalization and medical
treatment, immunization, and pharmaceutical dosage records; home and
work addresses; and identities of individuals involved in incidents of
child and spouse abuse, and information about the nature of the abuse
and services provided.
CHAMPUS claim records containing enrollee, patient and health care
facility, provided data such as cause of treatment, amount of payment,
name and Social Security or tax identification number of providers or
potential providers of care.
Selective Service System registration data.
Department of Veteran Affairs disability payment records.
Credit or financial data as required for security background
investigations.
Criminal history information on individuals who subsequently enter
the military.
Office of Personnel Management (OPM) Central Personnel Data File
(CPDF), an extract from OPM/GOVT-1, General Personnel Records,
containing employment/personnel data on all Federal employees
consisting of name,
[[Page 78783]]
Social Security Number, date of birth, sex, work schedule (full-time,
part-time, intermittent), annual salary rate (but not actual earnings),
occupational series, position occupied, agency identifier, geographic
location of duty station, metropolitan statistical area, and personnel
office identifier. Extract from OPM/CENTRAL-1, Civil Service Retirement
and Insurance Records, including postal workers covered by Civil
Service Retirement, containing Civil Service Claim number, date of
birth, name, provision of law retired under, gross annuity, length of
service, annuity commencing date, former employing agency and home
address. These records provided by OPM for approved computer matching.
Non-appropriated fund employment/personnel records consist of
Social Security Number, name, and work address.
Military drug test records containing the Social Security Number,
date of specimen collection, date test results reported, reason for
test, test results, base/area code, unit, service, status (active/
reserve), and location code of testing laboratory.
Names of individuals, as well as DMDC assigned identification
numbers, and other user-identifying data, such as organization, Social
Security Number, email address, phone number, of those having web
access to DMDC computer systems and databases, to include dates and
times of access.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 5 U.S.C. App. 3 (Pub.L. 95-
452, as amended (Inspector General Act of 1978)); 10 U.S.C. 136, Under
Secretary of Defense for Personnel and Readiness; 10 U.S.C. 1562,
Database on Domestic Violence Incidents; Pub.L. 106-265, Federal Long-
Term Care Insurance; 10 U.S.C. 2358, Research and Development Projects;
and E.O. 9397 (SSN).
Purpose(s):
The purpose of the system of records is to provide a single central
facility within the Department of Defense to assess manpower trends,
support personnel and readiness functions, to perform longitudinal
statistical analyses, identify current and former DoD civilian and
military personnel for purposes of detecting fraud and abuse of pay and
benefit programs, to register current and former DoD civilian and
military personnel and their authorized dependents for purposes of
obtaining medical examination, treatment or other benefits to which
they are qualified, and to collect debts owed to the United States
Government and state and local governments.
Information will be used by agency officials and employees, or
authorized contractors, and other DoD Components in the preparation of
the histories of human chemical or biological testing or exposure; to
conduct scientific studies or medical follow-up programs; to respond to
Congressional and Executive branch inquiries; and to provide data or
documentation relevant to the testing or exposure of individuals.
All records in this record system are subject to use in authorized
computer matching programs within the Department of Defense and with
other Federal agencies or non-Federal agencies as regulated by the
Privacy Act of 1974, as amended, (5 U.S.C. 552a).
Military drug test records will be maintained and used to conduct
longitudinal, statistical, and analytical studies and computing
demographic reports on military personnel. No personal identifiers will
be included in the demographic data reports. All requests for Service-
specific drug testing demographic data will be approved by the Service
designated drug testing program office. All requests for DoD-wide drug
testing demographic data will be approved by the DoD Coordinator for
Drug Enforcement Policy and Support, 1510 Defense Pentagon, Washington,
DC 20301-1510.
DMDC web usage data will be used to validate continued need for
user access to DMDC computer systems and databases, to address problems
associated with web access, and to ensure that access is only for
official purposes.
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, 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:
1. To the Department of Veteran Affairs (DVA):
a. To provide military personnel and pay data for present and
former military personnel for the purpose of evaluating use of veterans
benefits, validating benefit eligibility and maintaining the health and
well being of veterans and their family members.
b. To provide identifying military personnel data to the DVA and
its insurance program contractor for the purpose of notifying
separating eligible Reservists of their right to apply for Veteran's
Group Life Insurance coverage under the Veterans Benefits Improvement
Act of 1996 (38 U.S.C. 1968).
c. To register eligible veterans and their dependents for DVA
programs.
d. To conduct computer matching programs regulated by the Privacy
Act of 1974, as amended (5 U.S.C. 552a), for the purpose of:
(1) Providing full identification of active duty military
personnel, including full-time National Guard/Reserve support
personnel, for use in the administration of DVA's Compensation and
Pension benefit program. The information is used to determine continued
eligibility for DVA disability compensation to recipients who have
returned to active duty so that benefits can be adjusted or terminated
as required and steps taken by DVA to collect any resulting over
payment (38 U.S.C. 5304(c)).
(2) Providing military personnel and financial data to the Veterans
Benefits Administration, DVA for the purpose of determining initial
eligibility and any changes in eligibility status to insure proper
payment of benefits for GI Bill education and training benefits by the
DVA under the Montgomery GI Bill (Title 10 U.S.C., Chapter 1606--
Selected Reserve and Title 38 U.S.C., Chapter 30--Active Duty). The
administrative responsibilities designated to both agencies by the law
require that data be exchanged in administering the programs.
(3) Providing identification of reserve duty, including full-time
support National Guard/Reserve military personnel, to the DVA, for the
purpose of deducting reserve time served from any DVA disability
compensation paid or waiver of VA benefit. The law (10 U.S.C. 12316)
prohibits receipt of reserve pay and DVA compensation for the same time
period, however, it does permit waiver of DVA compensation to draw
reserve pay.
(4) Providing identification of former active duty military
personnel who received separation payments to the DVA for the purpose
of deducting such repayment from any DVA disability compensation paid.
The law requires recoupment of severance payments before DVA disability
compensation can be paid (10 U.S.C. 1174).
(5) Providing identification of former military personnel and
survivor's financial benefit data to DVA for the purpose of identifying
military retired pay and survivor benefit payments for use in the
administration of the DVA's Compensation and Pension program (38 U.S.C.
5106). The information is to be used to process all DVA award actions
more efficiently, reduce subsequent
[[Page 78784]]
overpayment collection actions, and minimize erroneous payments.
e. To provide identifying military personnel data to the DVA for
the purpose of notifying such personnel of information relating to
educational assistance as required by the Veterans Programs Enhancement
Act of 1998 (38 U.S.C. 3011 and 3034).
2. To the Office of Personnel Management (OPM):
a. Consisting of personnel/employment/financial data for the
purpose of carrying out OPM's management functions. Records disclosed
concern pay, benefits, retirement deductions and any other information
necessary for those management functions required by law (Pub. L. 83-
598, 84-356, 86-724, 94-455 and 5 U.S.C. 1302, 2951, 3301, 3372, 4118,
8347).
b. To conduct computer matching programs regulated by the Privacy
Act of 1974, as amended (5 U.S.C. 552a) for the purpose of:
(1) Exchanging personnel and financial information on certain
military retirees, who are also civilian employees of the Federal
government, for the purpose of identifying those individuals subject to
a limitation on the amount of military retired pay they can receive
under the Dual Compensation Act (5 U.S.C. 5532), and to permit
adjustments of military retired pay by the Defense Finance and
Accounting Service and to take steps to recoup excess of that permitted
under the dual compensation and pay cap restrictions.
(2) Exchanging personnel and financial data on civil service
annuitants (including disability annuitants under age 60) who are
reemployed by DoD to insure that annuities of DoD reemployed annuitants
are terminated where applicable, and salaries are correctly offset
where applicable as required by law (5 U.S.C. 8331, 8344, 8401 and
8468).
(3) Exchanging personnel and financial data to identify individuals
who are improperly receiving military retired pay and credit for
military service in their civil service annuities, or annuities based
on the `guaranteed minimum' disability formula. The match will identify
and/or prevent erroneous payments under the Civil Service Retirement
Act (CSRA) 5 U.S.C. 8331 and the Federal Employees' Retirement System
Act (FERSA) 5 U.S.C. 8411. DoD's legal authority for monitoring retired
pay is 10 U.S.C. 1401.
(4) Exchanging civil service and Reserve military personnel data to
identify those individuals of the Reserve forces who are employed by
the Federal government in a civilian position. The purpose of the match
is to identify those particular individuals occupying critical
positions as civilians and cannot be released for extended active duty
in the event of mobilization. Employing Federal agencies are informed
of the reserve status of those affected personnel so that a choice of
terminating the position or the reserve assignment can be made by the
individual concerned. The authority for conducting the computer match
is contained in E.O. 11190, Providing for the Screening of the Ready
Reserve of the Armed Services.
3. To the Internal Revenue Service (IRS) for the purpose of
obtaining home addresses to contact Reserve component members for
mobilization purposes and for tax administration. For the purpose of
conducting aggregate statistical analyses on the impact of DoD
personnel of actual changes in the tax laws and to conduct aggregate
statistical analyses to lifestream earnings of current and former
military personnel to be used in studying the comparability of civilian
and military pay benefits. To aid in administration of Federal Income
Tax laws and regulations, to identify non-compliance and delinquent
filers.
4. To the Department of Health and Human Services (DHHS):
a. To the Office of the Inspector General, DHHS, for the purpose of
identification and investigation of DoD employees and military members
who may be improperly receiving funds under the Aid to Families of
Dependent Children Program.
b. To the Office of Child Support Enforcement, Federal Parent
Locator Service, DHHS, pursuant to 42 U.S.C. 653 and 653a; to assist in
locating individuals for the purpose of establishing parentage;
establishing, setting the amount of, modifying, or enforcing child
support obligations; or enforcing child custody or visitation orders;
and for conducting computer matching as authorized by E.O. 12953 to
facilitate the enforcement of child support owed by delinquent obligors
within the entire civilian Federal government and the Uniformed
Services work force (active and retired). Identifying delinquent
obligors will allow State Child Support Enforcement agencies to
commence wage withholding or other enforcement actions against the
obligors.
Note 1: Information requested by DHHS is not disclosed when it
would contravene U.S. national policy or security interests (42
U.S.C. 653(e)).
Note 2: Quarterly wage information is not disclosed for those
individuals performing intelligence or counter-intelligence
functions and a determination is made that disclosure could endanger
the safety of the individual or compromise an ongoing investigation
or intelligence mission (42 U.S.C. 653(n)).
c. To the Health Care Financing Administration (HCFA), DHHS for the
purpose of monitoring HCFA reimbursement to civilian hospitals for
Medicare patient treatment. The data will ensure no Department of
Defense physicians, interns or residents are counted for HCFA
reimbursement to hospitals.
d. To the Center for Disease Control and the National Institutes of
Mental Health, DHHS, for the purpose of conducting studies concerned
with the health and well being of active duty, reserve, and retired
personnel or veterans, to include family members.
5. To the Social Security Administration (SSA):
a. To the Office of Research and Statistics for the purpose of (1)
conducting statistical analyses of impact of military service and use
of GI Bill benefits on long term earnings, and (2) obtaining current
earnings data on individuals who have voluntarily left military service
or DoD civil employment so that analytical personnel studies regarding
pay, retention and benefits may be conducted.
Note 3: Earnings data obtained from the SSA and used by DoD does
not contain any information that identifies the individual about
whom the earnings data pertains.
b. To the Bureau of Supplemental Security Income for the purpose of
verifying information provided to the SSA by applicants and recipients/
beneficiaries, who are retired members of the Uniformed Services or
their survivors, for Supplemental Security Income (SSI) or Special
Veterans' Benefits (SVB). By law (42 U.S.C. 1006 and 1383), the SSA is
required to verify eligibility factors and other relevant information
provided by the SSI or SVB applicant from independent or collateral
sources and obtain additional information as necessary before making
SSI or SVB determinations of eligibility, payment amounts, or
adjustments thereto.
c. To the Client Identification Branch for the purpose of
validating the assigned Social Security Number for individuals in DoD
personnel and pay files, using the SSA Enumeration Verification System
(EVS).
6. To the Selective Service System (SSS) for the purpose of
facilitating compliance of members and former members of the Armed
Forces, both active and reserve, with the provisions
[[Page 78785]]
of the Selective Service registration regulations (50 U.S.C. App. 451
and E.O. 11623).
7. To DoD Civilian Contractors and grantees for the purpose of
performing research on manpower problems for statistical analyses.
8. To the Department of Labor (DOL) to reconcile the accuracy of
unemployment compensation payments made to former DoD civilian
employees and military members by the states. To the Department of
Labor to survey military separations to determine the effectiveness of
programs assisting veterans to obtain employment.
9. To the U.S. Coast Guard (USCG) of the Department of
Transportation (DOT) to conduct computer matching programs regulated by
the Privacy Act of 1974, as amended (5 U.S.C. 552a), for the purpose of
exchanging personnel and financial information on certain retired USCG
military members, who are also civilian employees of the Federal
government, for the purpose of identifying those individuals subject to
a limitation on the amount of military pay they can receive under the
Dual Compensation Act (5 U.S.C. 5532), and to permit adjustments of
military retired pay by the U.S. Coast Guard and to take steps to
recoup excess of that permitted under the dual compensation and pay cap
restrictions.
10. To the Department of Housing and Urban Development (HUD) to
provide data contained in this record system that includes the name,
Social Security Number, salary and retirement pay for the purpose of
verifying continuing eligibility in HUD's assisted housing programs
maintained by the Public Housing Authorities (PHAs) and subsidized
multi-family project owners or management agents. Data furnished will
be reviewed by HUD or the PHAs with the technical assistance from the
HUD Office of the Inspector General (OIG) to determine whether the
income reported by tenants to the PHA or subsidized multi-family
project owner or management agent is correct and complies with HUD and
PHA requirements.
11. To Federal and Quasi-Federal agencies, territorial, state, and
local governments to support personnel functions requiring data on
prior military service credit for their employees or for job
applications. To determine continued eligibility and help eliminate
fraud and abuse in benefit programs and to collect debts and over
payments owed to these programs. To assist in the return of unclaimed
property or assets escheated to states of civilian employees and
military member and to provide members and former members with
information and assistance regarding various benefit entitlements, such
as state bonuses for veterans, etc. Information released includes name,
Social Security Number, and military or civilian address of
individuals. To detect fraud, waste and abuse pursuant to the authority
contained in the Inspector General Act of 1978, as amended (Pub. L. 95-
452) for the purpose of determining eligibility for, and/or continued
compliance with, any Federal benefit program requirements.
12. To private consumer reporting agencies to comply with the
requirements to update security clearance investigations of DoD
personnel.
13. To consumer reporting agencies to obtain current addresses of
separated military personnel to notify them of potential benefits
eligibility.
14. To Defense contractors to monitor the employment of former DoD
employees and members subject to the provisions of 41 U.S.C. 423.
15. To financial depository institutions to assist in locating
individuals with dormant accounts in danger of reverting to state
ownership by escheatment for accounts of DoD civilian employees and
military members.
16. To any Federal, state or local agency to conduct authorized
computer matching programs regulated by the Privacy Act of 1974, as
amended, (5 U.S.C. 552a) for the purposes of identifying and locating
delinquent debtors for collection of a claim owed the Department of
Defense or the United States Government under the Debt Collection Act
of 1982 (Pub. L. 97-365) and the Debt Collection Improvement Act of
1996 (Pub. L. 104-134).
17. To state and local law enforcement investigative agencies to
obtain criminal history information for the purpose of evaluating
military service performance and security clearance procedures (10
U.S.C. 2358).
18. To the United States Postal Service to conduct computer
matching programs regulated by the Privacy Act of 1974, as amended (5
U.S.C. 552a), for the purposes of:
a. Exchanging civil service and Reserve military personnel data to
identify those individuals of the Reserve forces who are employed by
the Federal government in a civilian position. The purpose of the match
is to identify those particular individuals occupying critical
positions as civilians and who cannot be released for extended active
duty in the event of mobilization. The Postal Service is informed of
the reserve status of those affected personnel so that a choice of
terminating the position on the reserve assignment can be made by the
individual concerned. The authority for conducting the computer match
is contained in E.O. 11190, Providing for the Screening of the Ready
Reserve of the Armed Forces.
b. Exchanging personnel and financial information on certain
military retirees who are also civilian employees of the Federal
government, for the purpose of identifying those individuals subject to
a limitation on the amount of retired military pay they can receive
under the Dual Compensation Act (5 U.S.C. 5532), and permit adjustments
to military retired pay to be made by the Defense Finance and
Accounting Service and to take steps to recoup excess of that permitted
under the dual compensation and pay cap restrictions.
19. To the Armed Forces Retirement Home (AFRH), which includes the
United States Soldier's and Airmen's Home (USSAH) and the United States
Naval Home (USNH) for the purpose of verifying Federal payment
information (military retired or retainer pay, civil service annuity,
and compensation from the Department of Veterans Affairs) currently
provided by the residents for computation of their monthly fee and to
identify any unreported benefit payments as required by the Armed
Forces Retirement Home Act of 1991, Pub.L. 101-510 (24 U.S.C. 414).
20. To Federal and Quasi-Federal agencies, territorial, state and
local governments, and contractors and grantees for the purpose of
supporting research studies concerned with the health and well being of
active duty, reserve, and retired personnel or veterans, to include
family members. DMDC will disclose information from this system of
records for research purposes when DMDC:
a. Has determined that the use or disclosure does not violate legal
or policy limitations under which the record was provided, collected,
or obtained;
b. Has determined that the research purpose (1) cannot be
reasonably accomplished unless the record is provided in individually
identifiable form, and (2) warrants the risk to the privacy of the
individual that additional exposure of the record might bring;
c. Has required the recipient to (1) establish reasonable
administrative, technical, and physical safeguards to prevent
unauthorized use or disclosure of the record, and (2) remove or destroy
the information that identifies the individual at the earliest time at
which removal or destruction can be accomplished consistent with the
purpose of the research project, unless
[[Page 78786]]
the recipient has presented adequate justification of a research or
health nature for retaining such information, and (3) make no further
use or disclosure of the record except (A) in emergency circumstances
affecting the health or safety of any individual, (B) for use in
another research project, under these same conditions, and with written
authorization of the Department, (C) for disclosure to a properly
identified person for the purpose of an audit related to the research
project, if information that would enable research subjects to be
identified is removed or destroyed at the earliest opportunity
consistent with the purpose of the audit, or (D) when required by law;
d. Has secured a written statement attesting to the recipient's
understanding of, and willingness to abide by these provisions.
21. To the Educational Testing Service, American College Testing,
and like organizations for purposes of obtaining testing, academic,
socioeconomic, and related demographic data so that analytical
personnel studies of the Department of Defense civilian and military
workforce can be conducted.
Note 4: Data obtained from such organizations and used by DoD
does not contain any information that identifies the individual
about whom the data pertains.
22. To Federal and State agencies for purposes of obtaining
socioeconomic information on Armed Forces personnel so that analytical
studies can be conducted with a view to assessing the present needs and
future requirements of such personnel.
23. To Federal and state agencies for purposes of validating
demographic data (e.g., Social Security Number, citizenship status,
date and place of birth, etc.) for individuals in DoD personnel and pay
files so that accurate information is available in support of DoD
requirements.
The DoD ``Blanket Routine Uses'' set forth at the beginning of the
DLA compilation of record system notices apply to this record system.
Note 5: Military drug test information involving individuals
participating in a drug abuse rehabilitation program shall be
confidential and be disclosed only for the purposes and under the
circumstances expressly authorized in 42 U.S.C. 290dd-2. This
statute takes precedence over the Privacy Act of 1974, in regard to
accessibility of such records except to the individual to whom the
record pertains. The DoD ``Blanket Routine Uses'' do not apply to
these types records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Electronic storage media.
Retrievability:
Retrieved by name, Social Security Number, occupation, or any other
data element contained in system.
Safeguards:
Access to personal information at both locations is restricted to
those who require the records in the performance of their official
duties. Access to personal information is further restricted by the use
of passwords that are changed periodically. Physical entry is
restricted by the use of locks, guards, and administrative procedures.
Retention and disposal:
The records are used to provide a centralized system within the
Department of Defense to assess manpower trends, support personnel
functions, perform longitudinal statistical analyses, conduct
scientific studies or medical follow-up programs and other related
studies/analyses. Records are retained as follows:
(1) Input/source records are deleted or destroyed after data have
been entered into the master file or when no longer needed for
operational purposes, whichever is later. Exception: Apply NARA-
approved disposition instructions to the data files residing in other
DMDC data bases.
(2) The Master File is retained permanently. At the end of the
fiscal year, a snapshot is taken and transferred to the National
Archives in accordance with 36 CFR part 1228.270 and 36 CFR 1234.
(3) Outputs records (electronic or paper summary reports) are
deleted or destroyed when no longer needed for operational purposes.
Note: This disposition instruction applies only to record keeping
copies of the reports retained by DMDC. The DOD office requiring
creation of the report should maintain its record keeping copy in
accordance with NARA-approved disposition instructions for such
reports.
(4) System documentation (codebooks, record layouts, and other
system documentation) are retained permanently and transferred to the
National Archives along with the master file in accordance with 36 CFR
part 1228.270 and 36 CFR part 1234.
System manager(s) and address:
Deputy Director, Defense Manpower Data Center, DoD Center Monterey
Bay, 400 Gigling Road, Seaside, CA 93955-6771.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the Privacy Act Officer, Headquarters, Defense Logistics Agency,
ATTN: DSS-CF, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA
22060-6221.
Written requests should contain the full name, Social Security
Number, date of birth, and current address and telephone number of the
individual.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system of records should address inquiries to the Privacy Act
Officer, Headquarters, Defense Logistics Agency, ATTN: DSS-CF, 8725
John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
Written requests should contain the full name, Social Security
Number, date of birth, and current address and telephone number of the
individual.
Contesting record procedures:
The DLA rules for accessing records, for contesting contents and
appealing initial agency determinations are contained in DLA Regulation
5400.21, 32 CFR part 323, or may be obtained from the Privacy Act
Officer, Headquarters, Defense Logistics Agency, ATTN: DSS-CF, 8725
John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
Record source categories:
The military services, the Department of Veteran Affairs, the
Department of Education, Department of Health and Human Services, from
individuals via survey questionnaires, the Department of Labor, the
Office of Personnel Management, Federal and Quasi-Federal agencies, and
the Selective Service System.
Exemptions claimed for the system:
None.
[FR Doc. 02-32450 Filed 12-24-02; 8:45 am]
BILLING CODE 5001-08-P