Federal Register, Volume 76 Issue 29 (Friday, February 11, 2011)

[Federal Register Volume 76, Number 29 (Friday, February 11, 2011)]
[Notices]
[Pages 7825-7827]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-3092]

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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2011-OS-0011]

Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, 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 March 14, 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, 1160
Defense Pentagon, Room 3C843, 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: Ms. Cindy Allard at (703) 588-6830, or
Chief, OSD/JS Privacy Office, Freedom of Information Directorate,
Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC
20301-1155.

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 January 28, 2011, 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: February 3, 2011.
Morgan F. Park,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS P04

System name:
Reduction-In-Force Case Files (February 22, 1993, 58 FR 10227).

Changes:
* * * * *

System location:
Delete entry and replace with ``Personnel Services, Human Resources
Directorate, Washington Headquarters Services, Department of Defense,
1155 Defense Pentagon, Washington, DC 20301-1155.''

Categories of individuals covered by the system:
Delete entry and replace with ``Civilian employees serviced by the
Washington Headquarters Service, Human Resource Office who have been
notified of a reduction-in-force action.''

Categories of records in the system:
Delete entry and replace with ``Name, home/mailing address, service
computation date, veteran's preference for Reduction in Force (RIF),
performance appraisal ratings, tenure, and subgroup. Documents in the
files may include letters from management officials, letters prepared
by personnel to the individual regarding type of action required,
correspondence from individual concerned and other miscellaneous
correspondence concerning the specific action.''

Authority for maintenance of the system:
Delete entry and replace with ``5 U.S.C. 7103, Definitions,
application; 10 U.S.C. 1597, Civilian positions: guidelines for
reductions; 5 CFR 351, Chapter 1-Office of Personnel Management,
Reductions in Force; and DoD 1400.25-M, chapter 1701, Department of
Defense Civilian Personnel Manual.''

Purpose(s):
Delete entry and replace with ``To document the communication of
the reduction-in-force process and communicate with affected
employees.''

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:

[[Page 7826]]

To the Office of Personnel Management in instances where an
affected employee appeals the decision.
The DoD `Blanket Routine Uses' set forth at the beginning of the
Office of the Secretary of Defense (OSD) 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:
Delete entry and replace with ``Paper file folders.''
* * * * *

Safeguards:
Delete entry and replace with ``Records are maintained in locked
file cabinets in a secure area in a building with 24-hour security.
Access to records is only by authorized Reduction in Force (RIF) team
personnel.''
* * * * *

System manager(s) and address:
Delete entry and replace with ``Chief of Staffing Division,
Personnel Services, Human Resources Directorate, Washington
Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-
1155.''

Notification procedure:
Delete entry and replace with ``Individuals seeking to determine
whether information about themselves is contained in this system should
address written inquiries to the Chief of Staffing Division, Personnel
Services, Human Resources Directorate, Washington Headquarters Service,
1155 Defense Pentagon, Washington, DC 20301-1155.
Inquiries must include the name of the individual, approximate date
of reduction in force and be signed.''

Record access procedures:
Delete entry and replace with ``Individuals seeking access to
information about themselves contained in this system should address
written inquiries to the OSD/Joint Staff, Freedom of Information Act
Requester Service Center, Office of Freedom of Information, 1155
Defense Pentagon, Washington, DC 20301-1155.
Requests must include the name and number of this System of Records
Notice, the name of the individual, approximate date of reduction in
force and be signed.''
* * * * *

Record source categories:
Delete entry and replace with ``The individual, the Official
Personnel File (OPF), and correspondence from appeal examiner in
appealed cases.''
* * * * *
DWHS P04

System name:
Reduction-In-Force Case Files.

System location:
Personnel Services, Human Resources Directorate, Washington
Headquarters Services, Department of Defense, 1155 Defense Pentagon,
Washington, DC 20301-1155.

Categories of individuals covered by the system:
Civilian employees serviced by the Washington Headquarters Service,
Human Resource Office who have been notified of a reduction-in-force
action.

Categories of records in the system:
Name, home/mailing address, service computation date, veteran's
preference for Reduction in Force (RIF), performance appraisal ratings,
tenure, and subgroup. Documents in the files may include letters from
management officials, letters prepared by personnel to the individual
regarding type of action required, correspondence from individual
concerned and other miscellaneous correspondence concerning the
specific action.

Authority for maintenance of the system:
5 U.S.C. 7103, Definitions, application; 10 U.S.C. 1597, Civilian
positions: Guidelines for reductions; 5 CFR 351, Chapter 1-Office of
Personnel Management, Reductions in Force; and DoD 1400.25-M, chapter
1701, Department of Defense Civilian Personnel Manual.

Purpose(s):
To document the communication of the reduction-in-force process and
communicate with affected employees.

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:
To the Office of Personnel Management in instances where an
affected employee appeals the decision.
The DoD `Blanket Routine Uses' set forth at the beginning of the
Office of the Secretary of Defense (OSD) 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 file folders.

Retrievability:
Filed alphabetically by last name.

Safeguards:
Records are maintained in locked file cabinets in a secure area in
a building with 24-hour security. Access to records is only by
authorized Reduction in Force (RIF) team personnel.

Retention and disposal:
Records are destroyed two years after case is closed.

System manager(s) and address:
Chief of Staffing Division, Personnel Services, Human Resources
Directorate, Washington Headquarters Services, 1155 Defense Pentagon,
Washington, DC 20301-1155.

Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Chief of Staffing Division, Personnel Services, Human Resources
Directorate, Washington Headquarters Service, 1155 Defense Pentagon,
Washington, DC 20301-1155.
Inquiries must include the name of the individual, approximate date
of reduction in force and be signed.

Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the OSD/
Joint Staff, Freedom of Information Act Requester Service Center,
Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC
20301-1155.
Requests must include the name and number of this System of Records
Notice, the name of the individual, approximate date of reduction in
force and be signed.

Contesting record procedures:
The OSD rules for accessing records, for contesting contents and
appealing initial agency determinations are published in OSD
Administrative Instruction 81; 32 CFR part 311; or may be obtained from
the system manager.

Record source categories:
The individual, the Official Personnel File (OPF), and
correspondence from appeal examiner in appealed cases.

[[Page 7827]]

Exemptions claimed for the system:
None.

[FR Doc. 2011-3092 Filed 2-10-11; 8:45 am]
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