[Federal Register Volume 75, Number 56 (Wednesday, March 24, 2010)]
[Notices]
[Pages 14142-14144]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-6455]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DOD-2010-OS-0029]
Privacy Act of 1974; System of Records
AGENCY: Department 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 April 23, 2010 unless comments are received which result in a
contrary determination.
ADDRESSES: You may submit comments, identified by docket number 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, 1160 Defense
Pentagon, Washington, DC 20301-1160.
Instructions: All submissions received must include the agency name
and docket number 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: 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 Chief, OSD/JS Privacy Office, Freedom of
Information Directorate, Washington Headquarters Services, 1155 Defense
Pentagon, Washington, DC 20301-1155.
The proposed system report, as required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was submitted on March 12, 2010, to
the House Committee on Oversight and 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: March 18, 2010.
Mitchell S. Bryman,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
T7334
Defense Travel System (September 8, 2004; 69 FR 54272).
Changes:
Delete system ID number and replace with ``DHRA 08 DoD''.
* * * * *
System Location:
Delete entry and replace with ``Central Data Center 1, ServerVault,
1506 Moran Road, Dulles, VA 20166-9306.
Central Data Center 2, Usinternetworking, Inc., One Usi Plaza,
Annapolis, MD 21401-7478.
DTS Archive/Management Information System, Defense Manpower Data
Center, DoD Center, Monterey Bay, 400 Gigling Road, Seaside, CA 93955-
6771.''
* * * * *
Authority for maintenance of the system:
Delete entry and replace with ``5 U.S.C. 5701-5757, Travel,
Transportation, and Subsistence; 10 U.S.C. 135, Under Secretary of
Defense (Comptroller); 10 U.S.C. 136, Under Secretary of Defense
(Personnel and Readiness); DoD Directive 5100.87, Department of Defense
Human Resources Activity; 10 U.S.C. 3013, Secretary of the Army; 10
U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the
Air Force; DoD Financial Management Regulation 7000.14-R, Vol. 9,
Travel Policies and Procedures; DoD Directive 4500.09E, Transportation
and Traffic Management; DoD 4500.9-R, Defense Transportation
[[Page 14143]]
Regulation, Parts I-V; 41 CFR 300-304, Federal Travel Regulation; Joint
Federal Travel Regulation (Vol. 1) (Uniformed Service Members); Joint
Travel Regulation (Vol. 2) (DoD Civilian Personnel); and E.O. 9397
(SSN), as amended.''
Purpose(s):
Delete entry and replace with ``To provide a DoD-wide travel
management process which will cover all official travel, from pre-
travel arrangements to post-travel payments, to include the processing
of official travel requests for DoD personnel, and other individuals
who travel pursuant to DoD travel orders; to provide for the
reimbursement of travel expenses incurred by individuals while
traveling on official business; and to create a tracking system whereby
DoD can monitor the authorization, obligation, and payment for such
travel.
To establish a repository of archived/Management Information System
(MIS) travel records which can be used to satisfy reporting
requirements; to assist in the planning, budgeting, and allocation of
resources for future DoD travel; to conduct oversight operations; to
analyze travel, budgetary, or other trends; to detect fraud and abuse;
and to respond to authorized internal and external requests for data
relating to DoD official travel and travel related services, including
premium class travel.''
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,
as amended, these records may specifically be disclosed outside the DoD
as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
To Federal and private entities providing travel services for
purposes of arranging transportation and lodging for those individuals
authorized to travel at government expense on official business.
To the Internal Revenue Service to provide information concerning
the pay of travel allowances which are subject to federal income tax.
To banking establishments for the purpose of confirming billing or
expense data.
The DoD `Blanket Routine Uses' set forth at the beginning of the
DoD compilation of systems of records notices apply to this system.''
Storage:
Delete entry and replace with ``Electronic storage media.''
* * * * *
Safeguards:
Delete entry and replace with ``Records are stored in office
buildings 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 official duties. Passwords,
digital signatures, and role-based access are used to control access to
the systems 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
record system.''
Retention and Disposal:
Delete entry and replace with ``Records are maintained for 10
years, 3 months and then destroyed.''
System manager(s) and address:
Delete entry and replace with ``Deputy Director, Defense Travel
Management Office, 4601 N. Fairfax Drive, Suite 800, Arlington, VA
22203-1546.
For archived records: Deputy Director, Defense Travel System/
Management Information System, Defense Manpower Data Center, 400
Gigling Road, Seaside, CA 93955-6771.''
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 the Deputy Director,
Defense Travel Management Office, 4601 N. Fairfax Drive, Suite 800,
Arlington, VA 22203-1546 or (for archived records) the Deputy Director,
Defense Travel System/Management Information System, Defense Manpower
Data Center, 400 Gigling Road, Seaside, CA 93955-6771.
Individuals should provide their full name, Social Security Number
(SSN), office or organization where assigned when trip was taken, and
dates of travel.''
Record access procedures:
Delete entry and replace with ``Individuals seeking access to
records about themselves contained in this system of records should
address written requests to the Office of the Secretary of Defense/
Joint Staff Freedom of Information Act Requester Service Center, 1155
Defense Pentagon, Washington, DC 20301-1155.
Requests must include the name and number of this system of records
notice in addition to the individual's full name, Social Security
Number (SSN), office or organization where assigned when trip was
taken, dates of travel, and be signed by the individual.''
Contesting record procedures:
Delete entry and replace with ``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.''
* * * * *
DHRA 08 DoD
System Name:
Defense Travel System
System Location:
Central Data Center 1, ServerVault, 1506 Moran Road, Dulles, VA
20166-9306.
Central Data Center 2, Usinternetworking, Inc., One Usi Plaza,
Annapolis, MD 21401-7478.
DTS Archive/Management Information System, Defense Manpower Data
Center, DoD Center, Monterey Bay, 400 Gigling Road, Seaside, CA 93955-
6771.
Categories of individuals covered by the system:
Department of Defense (DoD) civilian personnel; active, former, and
retired military members; Reserve and National Guard personnel; academy
nominees, applicants, and cadets; dependents of military personnel; and
foreign nationals residing in the United States; and all other
individuals in receipt of DoD travel orders.
Categories of records in the system:
Traveler's name, Social Security Number (SSN), gender, date of
birth, e-mail address, Service/Agency, organizational information,
mailing address, home address, emergency contact information, duty
station information, title/rank, civilian/military status information,
travel preferences, frequent flyer information, passport information.
Financial information to include government and/or personal charge card
account numbers and expiration information, personal checking and/or
savings account numbers, government accounting code/budget information.
Specific trip information to include travel itineraries
[[Page 14144]]
(includes dates of travel) and reservations, trip record number, trip
cost estimates, travel vouchers, travel-related receipts, travel
document status information, travel budget information, commitment of
travel funds, records of actual payment of travel funds, and supporting
documentation.
Authority for maintenance of the system:
5 U.S.C. 5701-5757, Travel, Transportation, and Subsistence; 10
U.S.C. 135, Under Secretary of Defense (Comptroller); 10 U.S.C. 136,
Under Secretary of Defense (Personnel and Readiness); DoD Directive
5100.87, Department of Defense Human Resources Activity; 10 U.S.C.
3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10
U.S.C. 8013, Secretary of the Air Force; DoD Financial Management
Regulation 7000.14-R, Vol. 9, Travel Policies and Procedures; DoD
Directive 4500.09E, Transportation and Traffic Management; DoD 4500.9-
R, Defense Transportation Regulation, Parts I-V; 41 CFR 300-304,
Federal Travel Regulation; Joint Federal Travel Regulation (Vol. 1)
(Uniformed Service Members); Joint Travel Regulation (Vol. 2) (DoD
Civilian Personnel); and E.O. 9397 (SSN), as amended.
Purpose(s):
To provide a DoD-wide travel management process which will cover
all official travel, from pre-travel arrangements to post-travel
payments, to include the processing of official travel requests for DoD
personnel, and other individuals who travel pursuant to DoD travel
orders; to provide for the reimbursement of travel expenses incurred by
individuals while traveling on official business; and to create a
tracking system whereby DoD can monitor the authorization, obligation,
and payment for such travel.
To establish a repository of archived/Management Information System
(MIS) travel records which can be used to satisfy reporting
requirements; to assist in the planning, budgeting, and allocation of
resources for future DoD travel; to conduct oversight operations; to
analyze travel, budgetary, or other trends; to detect fraud and abuse;
and to respond to authorized internal and external requests for data
relating to DoD official travel and travel related services, including
premium class 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 of 1974, as amended, these records may
specifically be disclosed outside the DoD as a routine use pursuant to
5 U.S.C. 552a(b)(3) as follows:
To Federal and private entities providing travel services for
purposes of arranging transportation and lodging for those individuals
authorized to travel at government expense on official business.
To the Internal Revenue Service to provide information concerning
the pay of travel allowances which are subject to federal income tax.
To banking establishments for the purpose of confirming billing or
expense data.
The DoD `Blanket Routine Uses' set forth at the beginning of the
DoD 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:
Electronic storage media.
Retrievability:
Travel authorization and voucher records are retrieved by the name
and/or Social Security Number (SSN) of the individual.
Safeguards:
Records are stored in office buildings 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 official duties. Passwords, digital signatures, and role-based
access are used to control access to the systems 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 record system.
Retention and disposal:
Records are maintained for 10 years, 3 months and then destroyed.
System manager(s) and address:
Deputy Director, Defense Travel Management Office, 4601 N. Fairfax
Drive, Suite 800, Arlington, VA 22203-1546.
For archived records: Deputy Director, Defense Travel System/
Management Information System, Defense Manpower Data Center, 400
Gigling Road, Seaside, CA 93955-6771.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the Deputy Director, Defense Travel Management
Office, 4601 N. Fairfax Drive, Suite 800, Arlington, VA 22203-1546 or
(for archived records) the Deputy Director, Defense Travel System/
Management Information System, Defense Manpower Data Center, 400
Gigling Road, Seaside, CA 93955-6771.
Individuals should provide their full name, Social Security Number
(SSN), office or organization where assigned when trip was taken, and
dates of travel.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system of records should address written requests to the Office of
the Secretary of Defense/Joint Staff Freedom of Information Act
Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-
1155.
Requests must include the name and number of this system of records
notice in addition to the individual's full name, Social Security
Number (SSN), office or organization where assigned when trip was
taken, dates of travel, and be signed by the individual.
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:
The individual traveler or other authorized DoD personnel.
Exemptions claimed for the system:
None.
[FR Doc. 2010-6455 Filed 3-23-10; 8:45 am]
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