[Federal Register: June 16, 2003 (Volume 68, Number 115)]
[Notices]
[Page 35636-35640]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr16jn03-50]
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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, DoD.
ACTION: Notice to amend and delete systems of records.
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SUMMARY: The Office of the Inspector General, DoD, is deleting two
systems of records notices and amending three systems 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
July 16, 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. Darryl R. Aaron at (703) 604-9785.
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 changes to the records systems being amended are set
forth below followed by the notices, as amended, published in their
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: June 5, 2003.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
Deletion
CIG-02
SYSTEM NAME:
Applicant Records (February 22, 1993, 58 FR 10213).
Reason: These records are being maintained under the Office of
Personnel Management Government-Wide Privacy Act systems of records
notices. Therefore, the Inspector General, DoD is deleting its system
of records notice.
CIG-12
System name:
Drug Free Workplace Records (February 22, 1993, 58 FR 10213).
Reason: These records are being maintained under the Office of
Personnel Management Government-Wide Privacy Act systems of records
notices. Therefore, the Inspector General, DoD is deleting its system
of records notice.
Amendment
CIG-01
SYSTEM NAME:
Privacy Act and Freedom of Information Act Case Files (April 3,
2003, 68 FR16264).
[[Page 35637]]
Changes
* * * * *
SYSTEM LOCATION:
Delete entry and replace with `Freedom of Information and Privacy
Act Office, Office of Communications and Congressional Liaison, Office
of the Inspector General of the Department of Defense, 400 Army Navy
Drive, Arlington, VA 22202-4704.'
* * * * *
CIG-01
SYSTEM NAME:
Privacy Act and Freedom of Information Act Case Files.
SYSTEM LOCATION:
Freedom of Information and Privacy Act Office, Office of
Communications and Congressional Liaison, Office of the Inspector
General of the Department of Defense, 400 Army Navy Drive, Arlington,
VA 22202-4704.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All individuals who submit Freedom of Information Act (FOIA) and
Privacy Act (PA) requests and administrative appeals to the Office of
the Inspector General (OIG), DoD and other activities receiving
administrative FOIA and Privacy Act support from the OIG; individuals
whose FOIA and Privacy Act requests and/or records have been referred
by other Federal agencies to the OIG for release to the requester;
attorneys representing individuals submitting such requests and
appeals, individuals who are the subjects of such requests and appeals,
and/or the OIG personnel assigned to handle such requests and appeals.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records created or compiled in response to FOIA and Privacy Act
requests and administrative appeals, i.e., original requests and
administrative appeals; responses to such requests and administrative
appeals; all related memoranda, correspondence, notes, and other
related or supporting documentation; and copies of requested records
and records under administrative appeal.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552a, as amended;
DoD 5400.11-R, Department of Defense Privacy Program; 5 U.S.C. 552, The
Freedom of Information Act, as amended; and DoD 5400.7-R, DoD Freedom
of Information Act Program.
PURPOSE(s):
Information is being collected and maintained for the purpose of
processing FOIA and Privacy Act requests and administrative appeals;
for participating in litigation regarding agency action on such
requests and appeals; for amendment to records made under the Privacy
Act and to document OIG actions in response to these requests; and for
assisting the Office of the Inspector General, DoD in carrying out any
other responsibilities under the FOIA.
Also, information may be provided to the appropriate OIG element
when further action is needed to verify assertions of the requester or
to obtain permission to release information obtained from sources.
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:
Information from this system may be provided to other Federal
agencies and state and local agencies when it is necessary to
coordinate responses or denials.
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 in file folders and on electronic storage media.
RETRIEVABILITY:
Retrieved by individual's name, subject matter, date of document,
and request number.
SAFEGUARDS:
Records are stored in locked security containers accessible only to
authorized personnel.
RETENTION AND DISPOSAL:
FOIA and Privacy Act paper records that are granted in full are
destroyed 2 years after the date of reply. Paper records that are
denied in whole or part, no records responses, responses to requesters
who do not adequately describe records being sought, do not state a
willingness to pay fees, and records which are appealed or litigated,
are destroyed 6 years after final FOIA action and 5 years after final
Privacy Act action, or three years after final adjudication by courts,
whichever is later. Electronic records are deleted within 180 or when
no longer needed to support office business needs.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Freedom of Information Act and Privacy Act Office, Office of
Communications and Congressional Liaison, Office of the Inspector
General, DoD, 400 Army Navy Drive, Arlington, VA 22202-4704.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Chief, Freedom of Information Act and Privacy Act Office, Office
of Communications and Congressional Liaison, Office of the Inspector
General, DoD, 400 Army Navy Drive, Arlington, VA 22202-4704.
Please include full information regarding the previous request such
as date, subject matter, and if available, copies of the previous OIG
reply.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the Chief,
Freedom of Information Act and Privacy Act Office, Office of
Communications and Congressional Liaison, Office of the Inspector
General, DoD, 400 Army Navy Drive, Arlington, VA 22202-4704.
Please include full information regarding the previous request such
as date, subject matter, and if available, copies of the previous OIG
reply.
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:
From the individuals on whom records are maintained and official
records.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
During the course of a FOIA and Privacy Act action, 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
FOIA or Privacy Act case record, Office of the Inspector General 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.
[[Page 35638]]
An exemption rule for this system has been promulgated in
accordance with 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.
CIG-13
System name:
Travel and Transportation System (February 22, 58 FR 10213).
* * * * *
Changes:
* * * * *
System location:
Delete entry and replace with `Chief, Travel Branch, Administrative
Services Division, Office of the Inspector General of the Department of
Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.'
* * * * *
Purpose(s):
Delete `(including Blanket Travel Orders)'.
* * * * *
Retention and disposal:
Delete entry and replace with `Records are maintained in a active
status for the current fiscal year. Records are destroyed after six
years after the period of the account.'
System manager(s) and address:
Delete entry and replace with `Chief, Travel Branch, Administrative
Services Division, Office of the Inspector General of the Department of
Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.'
* * * * *
CIG-13
System name:
Travel and Transportation System.
System location:
Chief, Travel Branch, Administrative Services Division, Office of
the Inspector General of the Department of Defense, 400 Army Navy
Drive, Arlington, VA 22202-4704.
Categories of individuals covered by the system:
All current and former Office of the Inspector General employees
who participate or who are eligible to participate in OIG Temporary
Duty (TDY) and Permanent Change of Station (PCS) Travel.
Categories of records in the system:
Records consist of name, Social Security Number, title, grade and
series/rank of employee, and travel order number.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Chapter 57,
Travel, Transportation, and Subsistence; DoD Directive 4500.9-R,
Defense Transportation Regulation, Parts I-VI of the Joint Federal
Travel Regulation Volume I and the Joint Travel Regulation, Volume II;
DoD Directive 5106.1, Inspector General of the Department of Defense
(IG, DOD); DoD Instruction 4500.42, DoD Passenger Transportation
Reservation and Ticketing Services; OIG Instruction 5400.42, IG Travel
and Transportation Program; OIG Manual 4500.42, OIG Travel Manual; and
E.O. 9397 (SSN).
Purpose(s):
Information in this system will be used to issue travel orders for
TDY and PCS travel; to track travel performed in accordance with
budgetary requirements; and to track travel vouchers submitted for
reimbursement of travel; and to alert authorities to any discrepancies
in travel performed by OIG employees.
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:
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 and
disposing of records in the system:
Storage:
Paper records are stored in an automated file server and automated
records on computer disks.
Retrievability:
Records are retrieved by name, Social Security Number or travel
order number.
Safeguards:
The system is accessible only by authorized personnel on a need-to-
know basis. Access to the automated file server is by assigned password
restricted to only those individuals requiring access to the system
module in connection with their official duties. Access to the area is
through a cipher locked room with the code provided only on a need-to-
know basis. Computer disks and paper records are stored in locked file
cabinets residing in a monitored area which is locked after normal
business hours.
Retention and disposal:
Records are maintained in an active status for the current fiscal
year. Records are destroyed after six years after the period of the
account.
System manager(s) and address:
Chief, Travel Branch, Administrative Services Division, 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 their full name, Social Security Number,
current home address and telephone number, and if authorizing someone
to represent them, a statement to that effect.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system of records should address written requests to the Chief,
Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive,
Arlington, VA 22202-4704.
The request should contain the full name of the individual, non-
duty mailing address and daytime telephone number, and if authorizing
someone to represent them, a statement to that effect.
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:
Data is obtained directly from the individual on Inspector General
Form 7750.50-4, Request for Temporary Duty Travel Form; Request for
Permanent change of Station Form; and computer tape of the OIG
Personnel Listing.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
CIG-17
SYSTEM NAME:
Voluntary Leave Transfer Program Records (December 1, 1998, 63 FR
66128).
Changes
[[Page 35639]]
* * * * *
SYSTEM LOCATION:
Delete entry and replace with `Human Resources Directorate, Office
of the Inspector General of the Department of Defense, 400 Army Navy
Drive, Arlington, VA 22202-4704.'
CATEGORIES OF RECORDS IN THE SYSTEM:
Delete entry and replace with `Leave recipient records contain the
individual's name, organization, office telephone number, Social
Security Number, position title, grade, pay level, leave balances,
number of hours requested, brief description of the medical or personal
hardship which qualifies the individual for inclusion in the program,
and the status of that hardship.'
The file may also contain medical or physician certifications and
agency approvals or denials.
Donor records include the individual's name, organization, office
telephone number, Social Security Number, position title, grade and pay
level, leave balances, number of hours donated, the name of the
designated recipient.
* * * * *
PURPOSE(s):
Delete first sentence and replace with `The file is used in
managing the Office of the Inspector General, Department of Defense,
Voluntary Leave Transfer Program.'
* * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Delete entry and replace with `Director, Human Resources
Directorate, Office of the Inspector General of the Department of
Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.'
* * * * *
CIG-17
SYSTEM NAME:
Voluntary Leave Transfer Program Records.
SYSTEM LOCATION:
Human Resources Directorate, Office of the Inspector General of the
Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have volunteered to participate in the leave
transfer program as either a donor or a recipient.
CATEGORIES OF RECORDS IN THE SYSTEM:
Leave recipient records contain the individual's name,
organization, office telephone number, Social Security Number, position
title, grade, pay level, leave balances, number of hours requested,
brief description of the medical or personal hardship which qualifies
the individual for inclusion in the program, and the status of that
hardship.
The file may also contain medical or physician certifications and
agency approvals or denials.
Donor records include the individual's name, organization, office
telephone number, Social Security Number, position title, grade, and
pay level, leave balances, number of hours donated and the name of the
designated recipient.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 6331 et seq., Leave; 5 CFR part 630, Absence and Leave; IG
Instruction 1424.630, Leave Administration Policy and Procedures; and
E.O. 9397 (SSN).
PURPOSE(s):
The file is used in managing the Office of the Inspector General,
Department of Defense, Voluntary Leave Transfer Program. The
recipient's name, position data, organization, and a brief hardship
description are published internally for passive solicitation purposes.
The Social Security Number is sought to effectuate the transfer of
leave from the donor's account to the recipient's account.
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. 552(a)(b)(3) as follows:
To the Department of Labor in connection with a claim filed by an
employee for compensation due to a job-connected injury or illness;
where leave donor and leave recipient are employed by different Federal
agencies, to the personnel and pay offices of the Federal agency
involved to effectuate the leave transfer.
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:
Records are stored in paper and computerized form.
RETRIEVABILITY:
Records are retrieved by name or Social Security Number.
Safeguards:
Records are accessed by custodian of the records or by persons
responsible for servicing the record system in performance of their
official duties. Records are stored in locked cabinets or rooms and are
controlled by personnel screening and computer software.
Retention and disposal:
Records are destroyed one year after the end of the year in which
the file is closed.
System manager(s) and address:
Director, Human Resources Directorate, 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.
Individual should provide full name and Social Security Number.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system of records should address written inquires to the Privacy
Act Officer at the address above.
Individual should provide full name and Social Security Number.
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 and may be obtained from the system manager.
Record source categories:
Information is provided primarily by the record subject; however,
some data may be obtained from personnel and leave records.
Exemptions claimed for the system:
None.
CIG 18
System name:
Grievance Records (February 16, 1999, 64 FR 7632).
Changes
* * * * *
[[Page 35640]]
System location:
Records are maintained in the Human Resources Directorate, Office
of the Inspector General of the Department of Defense, 400 Army Navy
Drive, Arlington, VA 22202-4704.
System manager(s) and address:
Delete entry and replace with `Director, Human Resources
Directorate, Office of the Inspector General of the Department of
Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.'
* * * * *
CIG 18
System name:
Grievance Records (February 16, 1999, 64 FR 7632).
System location:
Records are maintained by the personnel office of the Office of the
Inspector General, DoD, Personnel and Security Directorate, Employee
Relations Division, 400 Army Navy Drive, Suite 512, Arlington, VA
22202-2884.
Categories of individuals covered by the system:
Current or former Inspector General, Department of Defense
employees who have submitted grievances in accordance with 5 CFR Part
771, DoD Directive 1400.25-M Subchapter 771 and DoD Inspector General
Instruction 1400.5.
Categories of records in the system:
The case files contain all documents related to grievances
including reports of interviews and hearings, examiner's findings and
recommendations, copy of the original and final decision, and related
correspondence and exhibits.
Authority for maintenance of the system:
5 U.S.C. 2302, Prohibited personnel practices; 5 U.S.C. 7121,
Grievance procedures; 5 CFR part 771; DoD 1400.25-M, Subchapter 771,
Administrative Grievance System; DoD Inspector General Instruction
1400.5; and E.O. 9397 (SSN).
Purpose(s):
The information will be used by the Inspector General, Department
of Defense to control and process grievances; to investigate the
allegations; conduct interviews; and render the final decision.
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. 552(a)(b)(3) as follows:
To disclose information to any source from which additional
information is requested in the course of processing a grievance, to
the extent necessary to identify the individual, inform the source of
the purpose(s) of the request, and identify the type of information
requested.
To disclose in response to a request for discovery or for
appearance of a witness, information that is relevant to the subject
matter involved in a pending judicial or administrative proceeding.
To provide information to officials of labor organization
reorganized under the Civil Service Reform Act when relevant and
necessary to their duties, exclusive representation concerning
personnel policies, practices, and matter affecting work conditions.
Policies and practices for storing, retrieving, accessing retaining and
disposing of records in the system:
Storage:
Records are stored in paper form.
Retrievability:
Records are retrieved by names of the individuals on whom the
records are maintained.
Safeguards:
Records are maintained in locked metal file cabinets, to which only
OIG, DoD authorized personnel have access.
Retention and disposal:
Records are destroyed four years after the case is closed.
System manager(s) and address:
Director, Human Resources Directorate, 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.
Written requests for information should include the full name.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system of records should address written inquires to the Privacy
Act Officer, Freedom of Information Act/Privacy Act Office, 400 Army
Navy Drive, Arlington, VA 22202-4704.
Written requests for information should include the full name.
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 and may be obtained from the system manager.
Record source categories:
Information is provided by the individual on whom the record is
maintained; by testimony of witnesses; by Agency officials; or from
related correspondence from organizations or persons.
Exemptions claimed for the system:
None.
[FR Doc. 03-15045 Filed 6-13-03; 8:45 am]
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