[Federal Register: September 8, 2003 (Volume 68, Number 173)]
[Notices]
[Page 52909-52911]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr08se03-43]
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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 add a system of records.
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SUMMARY: The Defense Logistics Agency proposes to add a system of
records notice to its inventory of record systems subject to the
Privacy Act of 1974 (5 U.S.C. 552a), as amended.
DATES: This action will be effective without further notice on October
8, 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-B, 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
[[Page 52910]]
Register and are available from the address above.
The proposed system report, as required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was submitted on August 27, 2003, 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: August 29, 2003.
Patricia Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S900.40
System name:
Government Telephone Use Records.
System location:
Records are located at Defense Logistics Agency Support Services,
Corporate Installations, Headquarters, Defense Logistics Agency, 8725
John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221, and at
the telephone control offices of DLA field units. Official mailing
addresses are published as an appendix to DLA's compilation of systems
of records notices.
Categories of individuals covered by the system:
DLA employees, military members, contractors, and individuals
authorized to use government telephone systems, including cellular
telephones, pagers, and telecommunications devices for the deaf or
speech impaired. The records also cover individuals who have been
issued telephone calling cards.
Categories of records in the system:
The records include individual's name and physical location; duty
telephone, cell, and pager numbers; billing account codes; government
issued telephone calling card account number; equipment and calling
card receipts and turn-in documents; and details of telephone use to
include dates and times of telephone calls made or received, numbers
called or called from, city and state, duration of calls, and assessed
costs.
Authority for maintenance of the system:
10 U.S.C. 133, Under Secretary of Defense for Acquisition,
Technology, and Logistics; 40 U.S.C. 762a, Federal Telecommunications
System Requirements; 44 U.S.C. 3501 et seq., Federal Information
Policy; National Telecommunications and Information Systems Security
Directive 900, National Security Telecommunications, April 2000,
promulgated pursuant to 47 U.S.C. 901 et seq., National
Telecommunications; E.O. 12731, Ethical Conduct; 5 CFR part 2635, Use
of Government Property; and DoD Instruction 5335.1, Telecommunications
Services.
Purpose(s):
Records are maintained to verify that telephones are used for
official business or authorized purposes; to identify inappropriate
calls and the persons responsible, and to collect the costs of those
calls from those responsible. These records may be used as a basis for
disciplinary action against offenders.
Records are also maintained to ensure proper certification and
payment of bills; to safeguard telecommunications assets; for internal
management control; for reporting purposes; and to forecast future
telecommunications requirements and costs.
Statistical data, with all personal identifiers removed, may be
used by management officials for purposes of conducting studies,
evaluations, and assessments.
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:
To telecommunications service providers to permit servicing the
account.
The DoD `Blanket Routine Uses' set forth at the beginning of DLA's
compilation of systems of records notices 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 electronic formats.
Retrievability:
Records are retrieved by individual's name, billing account code,
or telephone number.
Safeguards:
Access to the data is limited to those who require the records in
the performance of their official duties. The electronic records employ
user identification and password protocols. Physical entry is
restricted by the use of locks, guards, and administrative procedures.
Employees are periodically briefed on the consequences of improperly
accessing restricted databases or records.
Retention and disposal:
Records are destroyed when 3 years old. Initial telephone use
reports may be destroyed earlier if the information needed to identify
abuse has been captured in other records.
System manager(s) and address:
Staff Director, Defense Logistics Agency Support Services Corporate
Installations, Headquarters, Defense Logistics Agency, 8725 John J.
Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221, and the Heads of
DLA field activities. Official mailing addresses are published as an
appendix to DLA's compilation of systems of records notices.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the Privacy Act Officer, Defense Logistics Agency, ATTN: DSS-B, 8725
John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221, or to the
Privacy Act Officer of the particular DLA activity involved. Official
mailing addresses are published as an appendix to DLA's compilation of
systems of records notices.
Individuals must supply their full name and the DLA facility or
activity where employed at the time the records were created or
processed.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records should address written inquiries to
the Privacy Act Officer, Defense Logistics Agency, ATTN: DSS-B, 8725
John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221, or to the
Privacy Act Officer of the particular DLA activity involved. Official
mailing addresses are published as an appendix to DLA's compilation of
systems of records notices.
Individuals must supply their full name and the DLA facility or
activity where employed at the time the records were created or
processed.
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,
[[Page 52911]]
Headquarters, Defense Logistics Agency, ATTN: DSS-B, 8725 John J.
Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221.
Record source categories:
Data is supplied by the telephone user, telecommunications service
providers, and DLA management.
Exemptions claimed for the system:
None.
[FR Doc. 03-22689 Filed 9-5-03; 8:45 am]
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