[Federal Register Volume 75, Number 235 (Wednesday, December 8, 2010)]
[Notices]
[Pages 76432-76435]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-30716]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DOD-2010-OS-0158]
Privacy Act of 1974; System of Records
AGENCY: Office of the Secretary of Defense, DoD.
ACTION: Notice to alter a system of records.
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SUMMARY: The Office of the Secretary of Defense proposes to alter a
system of records in its inventory of record systems subject to the
Privacy Act of 1974 (5 U.S.C. 552a), as amended.
DATES: This proposed action would be effective without further notice
on January 7, 2011 unless comments are received which result in a
contrary determination.
ADDRESSES: You may submit comments, identified by docket number and/
Regulatory Information Number (RIN) and title, by any of the following
methods:
* Federal Rulemaking Portal: http://www.regulations.gov. Follow the
instructions for submitting comments.
* Mail: Federal Docket Management System Office, Room 3C843, 1160
Defense Pentagon, Washington, DC 20301-1160.
Instructions: All submissions received must include the agency name
and docket number or Regulatory Information Number (RIN) for this
Federal Register document. The general policy for comments and other
submissions from members of the public is to make these submissions
available for public viewing on the Internet at http://www.regulations.gov as they are received without change, including any
personal identifiers or contact information.
FOR FURTHER INFORMATION CONTACT: Chief, OSD/JS Privacy Office, Freedom
of Information Directorate, Washington Headquarters Services, 1155
Defense Pentagon, Washington DC 20301-1155, Ms. Cindy Allard at (703)
588-6830.
SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense
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 FOR FURTHER INFORMATION CONTACT 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 24, 2010, to
the House Committee on Oversight and
[[Page 76433]]
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: November 24, 2010.
Morgan F. Park
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS E02
SYSTEM NAME:
Freedom of Information Act Case Files (July 21, 2008, 73 FR 42330).
CHANGES:
SYSTEM LOCATION:
Delete entry and replace with ``Washington Headquarters Services
Records: Freedom of Information Division, Executive Services
Directorate, Washington Headquarters Services, 1155 Defense Pentagon,
Washington, DC 20301-1155.
DoD Educational Activity Records: Department of Defense Education
Activity, Freedom of Information Act Requester Service Center,
Executive Services Office, Financial & Business Operations Directorate,
4040 North Fairfax Drive, Arlington, VA 22203-1634.
TRICARE Management Activity Records: TRICARE Management Activity,
ATTN: Freedom of Information Act Requester Service Center, 16401 East
Centretech Parkway, Aurora, CO 80011-9066.''
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Delete entry and replace with ``Individuals who have requested
documents under the provisions of the Freedom of Information Act (FOIA)
from the Office of the Secretary of Defense/Joint Staff, the DoD
Education Activity, or the TRICARE Management Activity Freedom of
Information Act (FOIA) Requester Service Centers; individuals whose
requests and/or records have been processed under the Freedom of
Information Act and referred by other Federal agencies; and attorneys
representing individuals submitting such requests.''
CATEGORIES OF RECORDS IN THE SYSTEM:
Delete entry and replace with ``Records created or compiled in
response to Freedom of Information Act requests and administrative
appeals, i.e., original requests and administrative appeals (including
requester's name, mailing address, Freedom of Information Act case
number, and subject of the request, with some requesters also
voluntarily submitting additional information such as telephone numbers
and e-mail addresses); responses to such requests and administrative
appeals; all related memoranda, correspondence, notes and other related
or supporting documentation; and copies of requested records and
records under administrative appeal.''
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Delete entry and replace with ``5 U.S.C. 552, Public information;
agency rules, opinions, orders, records and proceedings; 10 U.S.C. 113,
Secretary of Defense; and DoD 5400.7-R, DoD Freedom of Information Act
(FOIA) Program.''
* * * * *
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Delete entry and replace with ``In addition to those disclosures
generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974,
these records 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 the
Office of the Secretary of Defense'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:
* * * * *
RETRIEVABILITY:
Delete entry and replace with ``Retrieved by name of requester,
subject matter, date of request, and Freedom of Information Act request
case number.''
SAFEGUARDS:
Delete entry and replace with ``Paper records are maintained in
security containers with access only to officials based on requirements
of assigned duties. Computer databases are password protected and
accessed by individuals with a common access card (CAC) who have a
need-to-know.''
* * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Delete entry and replace with ``Washington Headquarters Services
records: Chief, Freedom of Information Division, Executive Services
Directorate, Washington Headquarters Services, 1155 Defense Pentagon,
Washington, DC 20301-1155.
DoD Education Activity records: Department of Defense Education
Activity, Freedom of Information Act Requester Service Center,
Executive Services Office, Associate Director For Financial & Business
Operations, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
TRICARE Management Activity records: TRICARE Management Activity,
Freedom of Information Act Officer, 16401 East Centretech Parkway,
Aurora, CO 80011-9066.''
NOTIFICATION PROCEDURE:
Delete entry and replace with ``Individuals seeking to determine
whether information about themselves is contained in this system of
records should address written inquiries to:
For Washington Headquarters Services records: Chief, Freedom of
Information Division, Executive Services Directorate, Washington
Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-
1155.
For DoD Education Activity records: Department of Defense Education
Activity, Freedom of Information Act Requester Service Center,
Executive Services Office, Associate Director For Financial & Business
Operations, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
For TRICARE Management Activity records: TRICARE Management
Activity, ATTN: Freedom of Information Act Requester Service Center,
16401 East Centretech Parkway, Aurora, CO 80011-9066.
Requests should include the requester's name, mailing address, and
signature.''
RECORD ACCESS PROCEDURES:
Delete entry and replace with ``Individuals seeking access to
information about themselves contained in this system of records should
address written inquiries to:
For Washington Headquarters Services records: Office of the
Secretary of Defense/Joint Staff Freedom of Information Act Requester
Service Center, Office of Freedom of Information, Washington
Headquarters, 1155 Defense Pentagon, Washington, DC 20301-1155.
For DoD Education Activity records: Department of Defense Education
Activity, Freedom of Information Act Requester Service Center,
Executive Services Office, Financial & Business Operations Directorate,
4040 North Fairfax Drive, Arlington, VA 22203-1634.
Note: For Department of Defense Education Activity records, a
non-custodial parent or legal guardian requesting records pertaining
[[Page 76434]]
to his or her minor child or ward must also provide evidence of that
relationship. For example, such parent or legal guardian may provide
a copy of a divorce decree or a child custody or guardianship order
that includes the child's name.
For TRICARE Management Activity records: TRICARE Management
Activity, ATTN: Freedom of Information Act Requester Service Center,
16401 East Centretech Parkway, Aurora, CO 80011-9066.
Requests for information should be in writing, signed, and provide
evidence of the requester's identity, such as a copy of a photo ID or
passport or similar document bearing the requester's signature.
Requests must contain the requester's name, mailing address, Freedom of
Information Act case number, name and number of this system of records
notice and be signed.''
* * * * *
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Delete entry and replace with ``During the course of a Freedom of
Information Act action, exempt materials from other systems of records
may, in turn, become part of the case records in this system. To the
extent that copies of exempt records from those `other' systems of
records are entered into this Freedom of Information Act case record,
Washington Headquarters Services, the DoD Education Activity, and the
TRICARE Management Activity hereby claim the same exemptions for the
records from those `other' systems that are entered into this system,
as claimed for the original primary systems of records which they are a
part.
An exemption rule for this system has been promulgated in
accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c),
and (e) and published in 32 CFR part 311. For additional information
contact the system manager.''
* * * * *
DWHS E02
SYSTEM NAME:
Freedom of Information Act Case Files.
SYSTEM LOCATION:
Washington Headquarters Services Records: Freedom of Information
Division, Executive Services Directorate, Washington Headquarters
Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
DoD Educational Activity Records: Department of Defense Education
Activity, Freedom of Information Act Requester Service Center,
Executive Services Office, Financial & Business Operations Directorate,
4040 North Fairfax Drive, Arlington, VA 22203-1634.
TRICARE Management Activity Records: TRICARE Management Activity,
ATTN: Freedom of Information Act Requester Service Center, 16401 East
Centretech Parkway Aurora, CO 80011-9066.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have requested documents under the provisions of
the Freedom of Information Act (FOIA) from the Office of the Secretary
of Defense/Joint Staff, the DoD Education Activity, or the TRICARE
Management Activity Freedom of Information Act (FOIA) Requester Service
Centers; individuals whose requests and/or records have been processed
under the Freedom of Information Act and referred by other Federal
agencies; and attorneys representing individuals submitting such
requests.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records created or compiled in response to Freedom of Information
Act requests and administrative appeals, i.e., original requests and
administrative appeals (including requester's name, mailing address,
Freedom of Information Act case number, and subject of the request,
with some requesters also voluntarily submitting additional information
such as telephone numbers and e-mail addresses); responses to such
requests and administrative appeals; all related memoranda,
correspondence, notes and other related or supporting documentation;
and copies of requested records and records under administrative
appeal.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 552, Public information; agency rules, opinions, orders,
records and proceedings; 10 U.S.C. 113, Secretary of Defense; and DoD
5400.7-R, DoD Freedom of Information Act (FOIA) Program.
PURPOSE(S):
Information is being collected and maintained for the purpose of
processing Freedom of Information Act requests and administrative
appeals; for participating in litigation regarding agency action on
such requests and appeals; and for assisting the Department of Defense
in carrying out any other responsibilities under the Freedom of
Information Act.
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 of 1974, these records 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 the
Office of the Secretary of Defense'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:
Paper records in file folders and electronic storage media.
RETRIEVABILITY:
Retrieved by name of requester, subject matter, date of request,
and Freedom of Information Act request case number.
SAFEGUARDS:
Paper records are maintained in security containers with access
only to officials based on requirements of assigned duties. Computer
databases are password protected and accessed by individuals with a
common access card (CAC) who have a need-to-know.
RETENTION AND DISPOSAL:
Paper records that are granted are destroyed two years after the
date of reply. Paper records that are denied in whole or part, no
records responses, responses to requesters who do not adequately
describe records being sought, or do not state a willingness to pay
fees, and records which are appealed or litigated are destroyed six
years after final action.
Electronic records are deleted when no longer needed to support
Directorate business needs.
SYSTEM MANAGER(S) AND ADDRESS:
Washington Headquarters Services records: Chief, Freedom of
Information Division, Executive Services Directorate, Washington
Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-
1155.
DoD Education Activity records: Department of Defense Education
Activity, Freedom of Information Act Requester Service Center,
Executive Services Office, Associate Director For Financial & Business
Operations, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
TRICARE Management Activity records: TRICARE Management
[[Page 76435]]
Activity, Freedom of Information Act Officer, 16401 East Centretech
Parkway, Aurora, CO 80011-9066.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to:
For Washington Headquarters Services records: Chief, Freedom of
Information Division, Executive Services Directorate, Washington
Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-
1155.
For DoD Education Activity records: Department of Defense Education
Activity, Freedom of Information Act Requester Service Center,
Executive Services Office, Associate Director For Financial & Business
Operations, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
For TRICARE Management Activity records: TRICARE Management
Activity, ATTN: Freedom of Information Act Requester Service Center,
16401 East Centretech Parkway, Aurora, CO 80011-9066.
Requests should include the requester's name, mailing address, and
signature.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves
contained in this system of records should address written inquires to:
For Washington Headquarters Services records: Office of the
Secretary of Defense/Joint Staff Freedom of Information Act Requester
Service Center, Office of Freedom of Information, Washington
Headquarters, 1155 Defense Pentagon, Washington, DC 20301-1155.
For DoD Education Activity records: Department of Defense Education
Activity, Freedom of Information Act Requester Service Center,
Executive Services Office, Financial & Business Operations Directorate,
4040 North Fairfax Drive, Arlington, VA 22203-1634.
Note: For Department of Defense Education Activity records, a
non-custodial parent or legal guardian requesting records pertaining
to his or her minor child or ward must also provide evidence of that
relationship. For example, such parent or legal guardian may provide
a copy of a divorce decree or a child custody or guardianship order
that includes the child's name.
For TRICARE Management Activity records: TRICARE Management
Activity, ATTN: Freedom of Information Act Requester Service Center,
16401 East Centretech Parkway, Aurora, CO 80011-9066.
Requests for information should be in writing, signed, and provide
evidence of the requester's identity, such as a copy of a photo ID or
passport or similar document bearing the requester's signature.
Requests must contain the requester's name, mailing address, Freedom of
Information Act case number, name and number of this system of records
notice and be signed.
CONTESTING RECORD PROCEDURES:
The Office of the Secretary of Defense rules for accessing records,
for contesting contents and appealing initial agency determinations are
published in Office of the Secretary of Defense Administrative
Instruction 81; 32 CFR part 311; or may be obtained from the system
manager.
RECORD SOURCE CATEGORIES:
Individuals who submit initial requests and administrative appeals
pursuant to the Freedom of Information Act; the agency records searched
in the process of responding to such requests and appeals; Department
of Defense personnel assigned to handle such requests and appeals;
other agencies or entities that have referred to the Department of
Defense requests concerning Department of Defense records or that have
consulted with the Department of Defense regarding the handling of
particular requests; submitters of records; and information from those
that have provided assistance to the Department of Defense in making
Freedom of Information Act access determinations.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
During the course of a Freedom of Information Act action, exempt
materials from other systems of records may, in turn, become part of
the case records in this system. To the extent that copies of exempt
records from those `other' systems of records are entered into this
Freedom of Information Act case record, Washington Headquarters
Services, the DoD Education Activity, and the TRICARE Management
Activity hereby claim the same exemptions for the records from those
`other' systems that are entered into this system, as claimed for the
original primary systems of records of which they are a part.
An exemption rule for this system has been promulgated in
accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c),
and (e) and published in 32 CFR part 311. For additional information
contact the system manager.
[FR Doc. 2010-30716 Filed 12-7-10; 8:45 am]
BILLING CODE 5001-06-P