[Federal Register: February 20, 2003 (Volume 68, Number 34)]
[Notices]
[Page 8232-8233]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr20fe03-37]
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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 March
24, 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.
The proposed system report, as required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was submitted on January 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: February 12, 2003.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S180.30 DSCR
System name:
FOIA and Privacy Act Request Tracking System.
System location:
Defense Supply Center Richmond, 8000 Jefferson Davis Highway,
Richmond, VA 23297-5100.
Categories of individuals covered by the system:
Individuals who have filed Freedom of Information Act (FOIA) or
Privacy Act requests with the Defense Supply Center Richmond (DSCR).
Categories of records in the system:
The database includes name of requester, business or home address,
business or home telephone and facsimile numbers, email address, pre-
assigned Commercial and Government Entity code (if provided), a
description of the records sought, and any additional details
voluntarily included in the text of the request. The database also
includes machine-entered information such as case number, date of
receipt, and suspense date and human entered information such as
processing costs, closeout date, final action on request, and similar
administrative details. Where personal information is sought, the
database may also include Social Security Number for identification
purposes. The database does not include copies of the requested
records.
Authority for maintenance of the system:
5 U.S.C. 552, Freedom of Information Act; 5 U.S.C. 552a, The
Privacy Act of 1974, as amended; 10 U.S.C. 133, Under Secretary of
Defense for Acquisition, Technology, and Logistics; and E.O. 9397
(SSN).
Purpose(s):
The records are maintained to administer the Freedom of Information
and Privacy Act programs and to track requests received within DSCR.
The files are also used to prepare annual and ad hoc reports.
Statistical data with all personal identifiers removed may be used
by management for workload or manpower assessment and control.
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
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 electronically.
Retrievability:
Records are retrieved by case number, individual's name, or
business entity.
Safeguards:
Access to the database is limited to those who require the records
in the performance of their official duties. Access is further
restricted by the use of passwords which are changed periodically.
Physical entry is restricted by the use of locks, guards, and
administrative procedures. Employees are periodically briefed on the
[[Page 8233]]
consequences of improperly accessing restricted databases.
Retention and disposal:
Cases involving full and partial denials; fee waiver, requester
category, and expedited treatment denials; or other adverse
determinations are maintained for 6 years. Cases involving full
releases or administrative dispositions (such as transfers to other
agencies; withdrawals by requester; inadequate descriptions; failure to
pay fees; or other instances of noncompliance on the requester's part)
are maintained for 2 years.
System manager(s) and address:
Freedom of Information/Privacy Act Officer, Defense Supply Center
Richmond, ATTN: DSCR-SP, 8000 Jefferson Davis Highway, Richmond, VA
23297-5100.
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 Supply Center Richmond, ATTN: SP,
8000 Jefferson Davis Highway, Richmond, VA 23297-5100.
Written requests should contain the full name and current address,
telephone number of the individual, and approximate time frame
involved.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system of records should address written inquiries to the Privacy
Act Officer, Defense Supply Center Richmond, ATTN: DSCR-SP, 8000
Jefferson Davis Highway, Richmond, VA 23297-5100.
Written requests should contain the full name, current address, and
telephone number of the individual. Depending on the nature of the
records involved, requesters may be asked to supply Social Security
Number and a notarized statement or a signed and dated unsworn
declaration (in accordance with 28 U.S.C. 1746) stating under penalty
of perjury that the information contained in the request for access,
including their identity, is true and correct.
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-C, 8725 John
J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
Record source categories:
Data is provided by the record subject, the FOIA/Privacy Act staff,
and program software.
Exemptions claimed for the system:
None.
[FR Doc. 03-4066 Filed 2-19-03; 8:45 am]
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