[Federal Register: September 4, 2007 (Volume 72, Number 170)]
[Notices]
[Page 50672-50674]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr04se07-35]
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DEPARTMENT OF DEFENSE
Office of the Secretary of Defense
[DoD-2007-OS-0098]
Privacy Act of 1974; Systems of Records
AGENCY: Defense Logistics Agency.
[[Page 50673]]
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
4, 2007 unless comments are received that would result in a contrary
determination.
ADDRESSES: Send comments to the Privacy Act Officer, Headquarters,
Defense Logistics Agency, ATTN: DP, 8725 John J. Kingman Road, Stop
2533, Fort Belvoir, VA 22060-6221.
FOR FURTHER INFORMATION CONTACT: Ms. Jody Sinkler at (703) 767-5045.
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 August 27, 2007, to
the House Committee on Oversight and Government Reform, the Senate
Committee on Homeland Security and 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 27, 2007.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S650.30
System name:
DRMS Surplus Sales Program Records.
System location:
For Local Sales, DAISY National Sales Program (DNSP), and the
Bidder Master File (BMF): Defense Reutilization and Marketing Service,
ATTN: Chief, Sales Office, DRMS-BBS, 74 Washington Avenue North, Battle
Creek, MI 49037-3092.
For the Reutilization Modernization Program (RMP): RMP, DLIS-XP,
ATTN: Program Manager, 74 Washington Avenue North, Battle Creek, MI
49037-3092.
Categories of individuals covered by the system:
Individuals, businesses, and organizations that have registered to
participate in the DoD Surplus Sales Program.
Categories of records in the system:
Individual's name, business and home addresses and telephone
numbers, bidder identification and registration number, bidder status
code, Social Security Number (SSN) or Taxpayer ID number, amounts paid,
owed or refunded, data on bad checks, bid bond data, and bank guarantee
code.
Authority for maintenance of the system:
10 U.S.C. 133, Under Secretary of Defense for Acquisition and
Technology; 40 U.S.C. 101 et seq., Federal Property and Administrative
Services Act of 1949, as amended; 50 U.S.C. App. 2401 et seq., Export
Control; 41 CFR Part 101-45; and E.O. 9397 (SSN).
Purpose(s):
Information is collected and maintained for the purpose of
registering bidders for DRMS Surplus Sales; creating sales contracts;
creating cash collection and refund vouchers; recording payments and
property removal details; indebtedness; and other actions associated
with the sales transaction.
Data may also be used by DoD law enforcement agencies responsible
for auditing and investigating or enforcing criminal, civil, or
administrative laws; the Defense Reutilization and Marketing Offices
(DRMO) for the purpose of notifying bidders of upcoming surplus sales
of potential interest to bidders; the Defense Finance and Accounting
Service for the purpose of collecting and depositing payments owed to
DRMS; and statistical data with all personal identifiers removed may be
used by management for reporting or program management 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:
To the General Services Administration for the purpose of adding
and flagging bidder's records debarred from doing business with the
Federal Government.
To the DRMS commercial sales venture partner(s) for the purpose of
registering bidders for their surplus sales, creating sales contracts,
creating cash collection and refund vouchers, recording payments and
property removal details, indebtedness, and other actions associated
with the sales transaction.
The DoD ``Blanket Routine Uses'' also apply to this system of
records.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to ``consumer reporting agencies'' as defined in the Fair Credit
Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to
aid in the collection of outstanding debts owed to the Federal
government, typically to provide an incentive for debtors to repay
delinquent Federal government debts by making these debts part of their
credit records.
The disclosure is limited to information necessary to establish the
identity of the individual, including name, address, and taxpayer
identification number (TIN) or Social Security Number (SSN), the
amount, status, and history of the claim; and the agency or program
under which the claim arose for the sole purpose of allowing the
consumer reporting agency to prepare a commercial credit report.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders and electronic storage media.
Retrievability:
Individuals' name, business address, telephone number, Bidder
Identification Number or any combination of the above.
Safeguards:
Access is limited to those DRMS and contractor personnel who use
the records to perform official assigned duties. Technical controls are
in place to restrict activity of users within the application; data
owner verifies a need-to-know for each activity and assigns the
candidate user to a group with authorization to perform specific
actions.
Records are maintained in secure, limited access, or monitored work
areas accessible only to authorized personnel. Central Processing Units
are located in a physically controlled access area requiring either a
badge or card swipe for entry. Workstations are controlled
[[Page 50674]]
via Common Access Cards (CAC) with application specific generated
forced password change protocols if the application itself is not CAC
enabled. Passwords are tested for strength at the time of selection.
Users are warned of the consequences of improperly accessing restricted
databases and data misuse at each login, during staff meetings, and
during separate Information Assurance and Privacy Act training. After
hours, records are stored in locked file cabinets, locked rooms, or
areas controlled by personnel screening. All file cabinets containing
information subject to the Privacy Act of 1974 must have DLA Form 1461
affixed to the outside of the storage compartment. This form reads: The
material/information contained herein falls within the purview of the
Privacy Act of 1974 and will be safeguarded in accordance with the
applicable systems of records notice and 32 CFR part 323.
Retention and disposal:
Records have the following disposition instructions: (a) Sales
contracts under $25,000--retain for 3 years after final payment/
closure; (b) Sales contracts for $25,000 or more--retain for 6 years
after final payment/closure; (c) Hazardous sales contracts of any
monetary value--retain for 50 years after final payment/closure.
System manager and address(es):
Chief, Sales Office, Disposition Management, DRMS-BBS (DAISY Local
Sales), Defense Reutilization and Marketing Service, 74 Washington
Avenue North, Battle Creek, Michigan 49037-3092.
DNSP Data Owner, Property Disposal Specialist (DNSP), Defense
Reutilization and Marketing Service, DRMS-BA, 74 Washington Avenue
North, Battle Creek, Michigan 49037-3092.
RMP Program Manager, DLIS-XP, 74 Washington Avenue North, Battle
Creek, Michigan 49037-3092.
Notification procedures:
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the HQ DLA Privacy Act Office, Headquarters, Defense Logistics
Agency, ATTN: HQ DLA-GC (FOIA/Privacy), 8725 John J. Kingman Road, STOP
1644, Fort Belvior, VA 22060-6221.
Request should contain the individual's name, business address and
telephone number, and Bidder Identification Number.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system of records should address written inquiries to the HQ DLA
Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: HQ
DLA-GC (FOIA/Privacy), 8725 John J. Kingman Road, STOP 1644, Fort
Belvior, VA 22060-6221.
Request should contain the individual's name, business address and
telephone number, and Bidder Identification Number.
Contesting record procedures:
The DLA rules for contesting contents and appealing initial agency
determinations are contained in 32 CFR part 323; or may be obtained
from the HQ DLA Privacy Act Office, Headquarters, Defense Logistics
Agency, ATTN: HQ DLA-GC (FOIA/Privacy), 8725 John J. Kingman Road, STOP
1644, Fort Belvior, VA 22060-6221.
Record source categories:
Information is provided by the subject individual. Bidder
Identification Numbers are assigned sequentially by DAISY National
Sales Program (DNSP). New bidders on Local Sales will receive a
sequential number by adding them to the Bidder Master File on the Web,
which feeds DNSP. RMP will use the same sequential system assigned
Bidder Identification Numbers. Bidder status codes are entered by the
DRMS staff and are based on frequency of bid responses and whether or
not the bidder has been found ineligible to participate. Debarment data
is provided by either the DRMS Office of Counsel or by General Services
Administration.
Exemptions claimed for the system:
None.
[FR Doc. E7-17447 Filed 8-31-07; 8:45 am]
BILLING CODE 5001-06-P