[Federal Register: May 9, 2003 (Volume 68, Number 90)]
[Notices]
[Page 24937-24938]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr09my03-62]
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DEPARTMENT OF DEFENSE
Office of the Inspector General; Privacy Act of 1974; System of
Records
AGENCY: Office of the Inspector General.
ACTION: Notice to amend systems of records.
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SUMMARY: The Office of the Inspector General, DoD, is amending a system
of records notice in its existing 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 without further notice on
June 5, 2003 unless comments are received which result in a contrary
determination.
ADDRESSES: Send comments to Office of the Inspector General, Department
of Defense, 400 Army Navy Drive, Room 201, Arlington, VA 22202-4704.
FOR FURTHER INFORMATION CONTACT: Mr. Joseph E. Caucci at (703) 604-
9786.
SUPPLEMENTARY INFORMATION: The Office of the Inspector General, DoD,
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 address above.
The specific amendments to the records system being amended are set
forth below followed by the notice, as amended, published in its
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 a new or altered system report.
Dated: May 2, 2003.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
CIG-16
System name:
DoD Hotline Program Case Files (February 22, 1993, 58 FR 10213).
Changes:
* * * * *
Storage:
Delete entry and replace with `Paper records are stored in file
folders and automated records are maintained on a computerized
database.'
* * * * *
Retention and disposal:
Hotline case files not referred are destroyed after 2 years.
Electronic copies created on electronic mail and word processing
systems are deleted after a record keeping copy has been produced.
Automated and paper records are retained within the Office of the
Defense Hotline Division for a period of 5 years after closure. The
records are then retired to the Washington National Records Center for
an additional 5 years, and then destroyed.
* * * * *
CIG-16
System name:
DoD Hotline Program Case Files.
System location:
DoD Hotline Division, Office of the Assistant Inspector General for
Inspections and Policy of the Office of the Inspector General of the
Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
Categories of individuals covered in the system:
Individuals filing hotline complaints; individuals alleged to have
been involved in criminal or administrative misconduct, including, but
not limited to, fraud, waste, or mismanagement; or individuals
identified as having been adversely affected by matters being
investigated by the Office of the Inspector General.
Categories of records in the system:
Records resulting from the referral of, and inquiry into, hotline
complaints, such as the date of the complaint; the hotline control
number; the name of the complainant; the actual allegations; referral
documents to DoD components requesting investigation into DoD Hotline
complaints; referral documents from DoD components transmitting the DoD
Hotline Completion Report, which normally contains the name of the
examining official(s) assigned to the case; background information
regarding the investigation itself, such as the scope of the
investigation, relevant facts discovered, information received from
witnesses, and specific source documents reviewed; the investigator's
findings, conclusions, and recommendations; and the disposition of the
case; and internal DoD Hotline forms documenting review and analysis of
DoD Hotline Completion Reports received from DoD components.
Authority for maintenance of the system:
Inspector General Act of 1978 (Pub. L. 95-452), as amended; DoD
Directive 5106.1, Inspector General of the Department of Defense (IG,
DoD) (32 CFR part 373); DoD Directive 7050.1, Defense Hotline Program
(32 CFR part 98).
Purpose(s):
To record information related to official hotline investigations.
To compile statistical information to disseminate to other
components within the Department of Defense engaged in the Hotline
Program.
To provide prompt, responsive, and accurate information regarding
the status of ongoing cases.
To provide a record of complaint disposition. Hotline complaints
appearing to involve criminal wrongdoing will be referred to the
Defense Criminal Investigative Service or other criminal investigative
units of DoD components.
Routine uses of records maintained in the system including categories
of users, and 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:
The DoD `Blanket Routine Uses' set forth at the beginning of the
OIG's compilation of systems of records notices also apply to this
system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in file folders and automated records are
maintained on a computerized database.
Retrievability:
By Hotline case number, by subject matter, by the names of
complainant(s), by subject(s) of the complaint, and by individual(s)
alleged to have been adversely affected by matters being investigated
by the OIG.
Safeguards:
Access is limited to DoD Hotline staff. Paper and automated records
are stored in rooms protected by cipher lock. The automated system is
password protected, and regular back-ups of data are performed.
[[Page 24938]]
Retention and disposal:
Automated and paper records are retained within the DoD Hotline
Program office for a period of five years following completion of final
action. Thereafter, physical files are stored with the Federal Records
Center, and automated data are archived within the DoD Hotline
automated system for statistical purposes. Physical files and automated
data are destroyed 15 years after the physical files are retired to the
Federal Records Center.
Retention and disposal:
Hotline case files not referred are destroyed after 2 years.
Electronic copies created on electronic mail and word processing
systems are deleted after a record keeping copy has been produced.
Automated and paper records are retained within the Office of the
Defense Hotline Division for a period of 5 years after closure. The
records are then retired to the Washington National Records Center for
an additional 5 years, and then destroyed.
System manager(s) and address:
Director, DoD Hotline Division, Office of the Assistant Inspector
General for Inspections and Policy of the Office of the Inspector
General of the Department of Defense, 400 Army Navy Drive, Arlington,
VA 22202-4704.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army
Navy Drive, Arlington, VA 22202-4704.
The request should contain the individual's full name, address, and
Social Security Number. Requests submitted on behalf of other persons
must include their written authorization. Provision of the Social
Security Number is voluntary and it will be used solely for
identification purposes. Failure to provide the Social Security Number
will not affect the individual's rights.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system should address written inquiries to the Chief, Freedom of
Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA
22202-4704.
The request should contain the individual's full name, address, and
Social Security Number. Requests submitted on behalf of other persons
must include their written authorization. Provision of the Social
Security Number is voluntary and it will be used solely for
identification purposes. Failure to provide the Social Security Number
will not affect the individual's rights.
Contesting record procedures:
The OIG's rules for accessing records and for contesting contents
and appealing initial agency determinations are published in 32 CFR
part 312 or may be obtained from the system manager.
Record source categories:
Sources, subjects, witnesses, all levels of Government, private
businesses, and nonprofit organizations.
Exemptions claimed for the system:
Investigatory material compiled for law enforcement purposes, other
than material within the scope of subsection 5 U.S.C. 552a(j)(2), 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 the information, the individual will be
provided access to the information exempt to the extent that disclosure
would reveal the identiy of a confidential source.
Note: When claimed, this exemption allows limited protection of
investigative reports maintained in a system of records used in
personnel or administrative actions.
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 record 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 312. For additional
information contact the system manager.
[FR Doc. 03-11579 Filed 5-8-03; 8:45 am]
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