[Federal Register: December 15, 2008 (Volume 73, Number 241)]
[Notices]
[Page 76008-76009]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr15de08-37]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID DOD-2008-OS-0156]
Privacy Act of 1974; Systems of Records
AGENCY: Defense Threat Reduction Agency, DoD.
ACTION: Notice to add a system of records.
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SUMMARY: The Defense Threat Reduction Agency is proposing to add a
system of records 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
14, 2009 unless comments are received that would result in a contrary
determination.
ADDRESSES: Send comments to the Freedom of Information and Privacy
Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road,
Fort Belvoir, VA 22060-6201
FOR FURTHER INFORMATION CONTACT: Ms. Brenda Carter at (703) 767-1771.
SUPPLEMENTARY INFORMATION: The Defense Threat Reduction 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 November 7, 2008, 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: December 9, 2008.
Morgan E. Frazier,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
HDTRA 013
System name:
Assignment and Correspondence Tracking System.
System location:
Headquarters, Defense Threat Reduction Agency (DTRA), Office of the
Chief of Staff, Attn: Deputy Chief of Staff/Administration, 8725 John
J. Kingman Road, Stop 6201, Fort Belvoir, VA 22060-6201.
Categories of individuals covered by the system:
Individuals assigning, responding to, or subjects of,
correspondence and assignments.
Categories of records in the system:
Records may contain an individual's name, Social Security Number
(SSN) within supporting documents, physical and electronic, home and
duty addresses, and phone numbers, security clearance data, military or
civilian rank/grade, and correspondence or supporting documents.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under
Secretary of Defense for Personnel and Readiness; and E.O. 9397 (SSN).
Purpose(s):
Establish an electronic system to improve the ability of DTRA to
control assignments, correspondence, document actions taken, and locate
records for reference purposes. The system is used to initiate, manage,
and track assignments coming from outside DTRA as well as those
generated within DTRA at the Director, Deputy Director, Chief of Staff,
or Enterprise to Enterprise level.
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 officials and employees of the U.S. Government, contractors,
other Government agencies, and private sector entities in the
performance of their official duties as they relate to clarifying
issues arising from assignments and correspondence under the Assignment
and Correspondence Tracking System.
[[Page 76009]]
The DoD ``Blanket Routine Uses'' set forth at the beginning of the
Office of the Secretary of Defense's compilation of system of records
notices apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records and electronic storage media.
Retrievability:
Name and/or Social Security Number (SSN).
Safeguards:
Paper files are maintained in secure, limited access, or monitored
work areas accessible only to authorized personnel. Electronic media
are maintained via an internal Local Area Network (LAN) with
workstations and laptops of authorized personnel protected with
passwords.
Retention and disposal:
Paper files are maintained for 2 years. Electronic media remain in
the Assignment and Correspondence Tracking System active assignment
file for 90 days, then automatically transferred to an accessible
archive file for 2 years, then removed from the system.
System manager(s) and address:
Office of the Chief of Staff/DCOS/A, Defense Threat Reduction
Agency, 8725 John J. Kingman Road, Stop 6201, Fort Belvoir, VA 22060-
6201.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the Defense Threat Reduction Agency, Office of the Chief of Staff,
Attn: Deputy Chief of Staff/Administration, 8725 John J. Kingman Road,
Stop 6201, Fort Belvoir, VA 22060-6201.
Individuals should furnish their full name, current address, and
telephone number.
Record access procedures:
Individuals seeking to access records about themselves contained in
this system of records should address written inquiries to the Defense
Threat Reduction Agency, Office of the Chief of Staff, Attn: Deputy
Chief of Staff/Administration, 8725 John J. Kingman Road, Stop 6201,
Fort Belvoir, VA 22060-6201.
Individuals should furnish their full name, current address, and
telephone number.
Contesting record procedures:
The DTRA rules for contesting record content are published in 32
CFR part 318, or may be obtained from the System Manager.
Record source categories:
Individual records subjects, DoD databases, correspondence
emanating from external sources, and internal DTRA actions.
Exemptions claimed for the system:
None.
[FR Doc. E8-29524 Filed 12-12-08; 8:45 am]
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