[Federal Register: December 12, 2008 (Volume 73, Number 240)]
[Notices]
[Page 75681-75683]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr12de08-48]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DOD-2008-OS-0154]
Privacy Act of 1974; Systems of Records
AGENCY: Defense Finance and Accounting Service, DoD.
ACTION: Notice to add a new system of records.
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SUMMARY: The Defense Finance and Accounting Service (DFAS) is proposing
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 January
12, 2009 unless comments are received that would result in a contrary
determination.
ADDRESSES: Send comments to the FOIA/PA Program Manager, Corporate
Communications and Legislative Liaison, Defense Finance and Accounting
Service, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
FOR FURTHER INFORMATION CONTACT: Ms. Linda Krabbenhoft at (303) 589-
3510.
SUPPLEMENTARY INFORMATION: The Defense Finance and Accounting Service
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 proposed system report, as required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was submitted on December 4, 2008, to
the House Committee on 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 December 12, 2000, 65 FR
239.
Dated: December 8, 2008.
Morgan E. Frazier,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
T7300c
SYSTEM NAME:
Corporate Electronic Document Management System (CEDMS).
SYSTEM LOCATION:
Document Automation and Production Services (DAPS), 5450 Carlisle
Pike, Building 410, Mechanicsburg, PA 17050-2411.
Document Automation and Production Services (DAPS), 8000 Jefferson
Davis Highway, Richmond, VA 23237-4480.
Defense Finance and Accounting Service, 1931 S. Bell Street,
Arlington, VA 22240-0001.
Defense Finance and Accounting Service, 8899 E. 56th Street,
Indianapolis, IN 46249-6700.
Defense Finance and Accounting Service, 3990 East Broad Street,
Columbus, OH 43213-2317.
Defense Finance and Accounting Service, 1240 E. Ninth Street,
Cleveland, OH 44199-2055.
Defense Finance and Accounting Service, 325 Brooks Road, Rome, NY
13441-4527.
Defense Finance and Accounting Service, 27 Arkansas Road,
Limestone, ME 04751-6216.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Active duty, Reserve, National Guard, retired and separated Army,
Air Force, Navy and Marine Corps, military members and their
dependents. Department of Defense civilian employees and other civilian
employees who are paid by the Defense Finance and Accounting Service
consolidated civilian payroll offices such as, Department of Energy,
Department of Veterans Affairs, Environmental Protection Agency, Health
and Human Services, Broadcasting Board of Governors and Executive
Office of the President. Non-government civilians who have been issued
invitational travel orders.
CATEGORIES OF RECORDS IN THE SYSTEM:
The following areas within the Defense Finance and Accounting
Service will utilize the Corporate Electronic Document Management
System (CEDMS) for storage of source documents: garnishments, military
pay, debt and claims, allotments, travel, and the source documents may
include the following documents:
Individual state court wage withholding notices or court order
garnishment orders, interrogatories, correspondence between DFAS Office
of General Counsel and parties to the case, DFAS pay units, United
States Attorneys, United States District Courts and other State and
Government agencies relevant to the processing of child support and
commercial debt garnishment, applications under the Uniformed Services
Former Spouses' Protection Act and applications for military
involuntary allotments for commercial debt. Also bankruptcy trustee
information for those who receive payments pursuant to Chapter 13 of
the Bankruptcy Code.
Individual's pay and leave records; source documents for posting of
time and leave attendance; individual retirement deduction records,
source documents, and control files; wage and separation information
files; health benefit records; income tax withholding records;
allowance and differential eligibility files, such as, but not limited
to clothing allowances and night rate differentials; withholding and
deduction authorization files, such as, but not limited to federal
income tax withholding, insurance and retirement deductions; accounting
documents files, input data posting media, including personnel actions
affecting pay; accounting and statistical reports and computer edit
listings; claims and waivers affecting pay; control logs and
collection/disbursement vouchers; listings for administrative purposes,
such as, but not limited to health insurance, life insurance, bonds,
locator files, and checks to financial institutions; correspondence
with the civilian personnel office, dependents, attorneys, survivors,
insurance companies, financial institutions, and other governmental
agencies; leave and earnings statements; separation documents; official
correspondence; federal, state, and city tax reports, forms covering
pay changes and deductions; and documentation pertaining to garnishment
of wages.
Individual's name, pay grade, Social Security Number (SSN), date of
birth, gender, pay dates, leave account information, rank, enlistment
contract or officer acceptance form identification, duty information
(duty station, personnel assignment, and unit), security investigation,
combat tours, temporary active duty data, years in service, promotional
data, master military pay account (MMPA) records, leave and earnings
statements (LESs), substantiating pay and allowance entitlements,
deductions, or collection actions.
Pay entitlements and allowances: Base pay, allowances (such as
basic
[[Page 75682]]
allowance for subsistence, basic allowance for quarters, family
separation, clothing maintenance and monetary allowances), special
compensation for positions such as medical, dental, veterinary, and
optometry, special pay and bonus, such as foreign duty, proficiency,
hostile fire, incentive pay such as parachute duty, and other
entitlements in accordance with the DoD Financial Management
Regulations, Volume 7A, 7000.14-R. Deductions from pay: Indebtedness
and collection information.
Duty Status: Status adjustments relating to leave, entrance on
active duty, absent without leave, confinement, desertion, sick or
injured, mentally incompetent, missing, interned, promotions and
demotions, and separation document code.
Supporting Documentation: Includes, but is not limited to, travel
orders and requests; payroll attendance lists and rosters; document
records establishing, supporting, reducing, or canceling entitlement;
certificates and statements changing address, name, military
assignment, and other individual data necessary to identify and provide
accurate and timely military pay and performance credit; allotment
start, stop, or change records; declarations of benefits and waivers;
military pay and personnel orders; medical certifications and
determinations; death and disability documents; check issuing and
cancellation records and schedules; payroll vouchers; money lists and
accounting records; pay adjustment authorization records; system input
certifications; member indebtedness and tax levy documentation;
earnings statements; employees' wage and tax reports and statements;
casual payment authorization and control logs; and other documentation
authorizing or substantiating Active and Reserve/Guard Component
military pay and allowances, entitlement, deductions, or collections.
Also inquiry files, sundry lists, reports, letters, correspondence, and
rosters including, but not limited to, Congressional inquiries,
Internal Revenue Service notices and reports, state tax and insurance
reports, Social Security Administration reports, Department of Veterans
Affairs reports, inter-DoD requests, Treasury Department reports, and
health education and institution inquiries.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, Departmental Regulations; 31 U.S.C. Sections 3325,
3511, 3512, 3513; Department of Defense Financial Management Regulation
(DoDFMR) 7000.14R, and E.O. 9397 (SSN).
PURPOSE(S):
To accommodate the administrative requirements to include document
management, recordkeeping, record retrieval, record staging, and
document security for scanning, indexing and managing various types of
DFAS hard copy source documents to include garnishments, military pay,
debts and claims, allotments, and travel.
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 Social Security Administration and Office of Personnel
Management to credit the employee's account for Federal Insurance
Contributions Act or Civil Service Retirement withheld;
To the National Finance Center, Office of Thrift Savings Plan for
participating employees;
To any agency or component thereof, that needs the information for
proper accounting of funds, such as, but not limited to the Office of
Personnel Management to assist in resolving complaints, grievances,
etc., and to compute Civil Service Retirement annuity;
To the Department of Energy for payroll, debt, claims, or
garnishment inquires for those employees paid by DFAS.
To the Department of Veterans Affairs for payroll, debt, claims, or
garnishment inquiries for those employees paid by DFAS.
To Health and Human Services for payroll, debt, claims, or
garnishment inquiries for those employees paid by DFAS.
To the Environmental Protection Agency for payroll, debt, claims,
or garnishment inquiries for those employees paid by DFAS.
To the Broadcasting Board of Governors for payroll, debt, claims,
or garnishment inquiries for those employees paid by DFAS.
To the Executive Office of the President for payroll, debt, or
garnishment inquiries for those employees paid by DFAS.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records and on electronic storage media.
RETRIEVABILITY:
Name and Social Security Number (SSN).
SAFEGUARDS:
Records are stored in an office building protected by guards,
controlled screening, use of visitor registers, electronic access, and/
or locks. Access to records is limited to individuals who are properly
screened and cleared on a need to know basis in the performance of
their duties. Passwords and digital signatures are used to control
access to the system data, and procedures are in place to deter and
detect browsing and unauthorized access. Physical and electronic access
are limited to persons responsible for servicing and authorized to use
the system.
RETENTION AND DISPOSAL:
Hard copy source records are cut off when information has been
converted to electronic medium and verified, or when no longer needed
to support the reconstruction of, or serve as the backup to the master
file, whichever is later. Hardcopy records are destroyed by burning, or
shredding. Electronic records are destroyed by degaussing.
SYSTEM MANAGER(S) AND ADDRESS:
Corporate Electronic Document Management System Program Manager,
Defense Finance and Accounting Service, Information and Technology
Services, 1931 S. Bell Street, Arlington, VA 22240-0001.
NOTIFICATION PROCEDURES:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the Defense Finance and Accounting Service,
Freedom of Information/Privacy Act Program Manager, Corporate
communications and Legislative Liaison, 8899 56th Street, Indianapolis,
IN 46249-0150.
Requests should contain individual's name, Social Security Number
(SSN), current address, and telephone number.
RECORD ACCESS PROCEDURES:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the Defense Finance and Accounting Service,
Freedom of Information/Privacy Act Program Manager, Corporate
Communications and Legislative Liaison, 8899 E. 56th Street,
Indianapolis, IN 46249-0150.
Requests should contain individual's name, Social Security Number
(SSN), current address, and telephone number.
[[Page 75683]]
CONTESTING RECORD PROCEDURES:
The DFAS rules for accessing records, for contesting contents and
appealing initial agency determinations are published in DFAS
Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense
Finance and Accounting Service, Freedom of Information/Privacy Act
Program Manager, Corporate Communications and Legislative Liaison, 8899
E. 56th St., Indianapolis, IN 46249-0150.
RECORD SOURCE CATEGORIES:
From the individual, DoD Components such as, Army, Navy, Air Force
and Marine Corps, Office of Personnel Management, and other government
agencies whose civilian employees are paid by the Defense Finance and
Accounting Service such as the Department of Energy, Department of
Veterans Affairs, Health and Human Services, Environmental Protection
Agency.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. E8-29383 Filed 12-11-08; 8:45 am]
BILLING CODE 5001-06-P