Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE

Defense Logistics Agency

Privacy Act of 1974; System of Records

AGENCY: Defense Logistics Agency, DOD.

ACTION: Notice to alter a record system.

-----------------------------------------------------------------------

SUMMARY: The Defense Logistics Agency proposes to alter a system of

records notice in its inventory of record systems subject to the

Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: The alteration will be effective without further notice on

October 29, 1997, unless comments are received that would result in a

contrary determination.

ADDRESSES: Send comments to the Privacy Act Officer, Defense Logistics

Agency, DLA-CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir,

VA 22060-6221.

FOR FURTHER INFORMATION CONTACT: Ms. Susan Salus at (703) 767-6183.

SUPPLEMENTARY INFORMATION: The Defense Logistics 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 specific changes to the record system being altered are set

forth below followed by the notice, as altered, published in its

entirety.

An altered system report, as required by 5 U.S.C. 552a(r) of the

Privacy Act was submitted on September 17, 1997, to the House Committee

on Government Reform and Oversight, 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).

[[Page 50911]]

Dated: September 23, 1997.

L.M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

S330.20 DLA-KS

System name:

Complaints (February 22, 1993, 58 FR 10881).

Changes:

System Identifier:

Delete entry and replace with `S180.10 CA.'

System Name:

Delete entry and replace with `Congressional, Executive, and

Political Inquiry Records.'

Categories of Individuals Covered by the System:

Delete entry and replace with `Individuals, organizations, and

other entities who have asked the Congress, White House officials, or

political figures to make inquiries on their behalf.'

Categories of Records in the System:

Delete entry and replace with `Records contain representative's

name, constituent's name, details surrounding the issue being

researched, and case number. The records may also contain the

constituent's Social Security Number, home address, home telephone

number, or related personal information provided by the representative

making the inquiry.'

Authority for Maintenance of the System:

Delete entry and replace with `5 U.S.C. 301, Departmental

regulations; 5 U.S.C. 302, Delegation of authority; 10 U.S.C. 133,

Under Secretary of Defense for Acquisition and Technology; E.O. 9397

(SSN); and DoD Directive 5400.4, Provision of Information to Congress.'

Purpose(s):

Delete entry and replace with `Information is collected in order to

reply to queries and to determine the need for and course of action to

be taken for resolution. Information may be used by the DLA Director,

field commanders, and decision makers as a basis to institute policy or

procedural changes.'

Routine Uses of Records Maintained in the System, including Categories

of Users and the Purpose of Such Uses:

Add a new paragraph `To Federal and local government agencies

having cognizance over or authority to act on the issues involved.'

* * * * *

Storage:

Delete entry and replace with `Records are stored in paper and

electronic form.'

Retrievability:

Delete entry and replace with `Retrieved by constituent name,

representative name, or case number.'

Safeguards:

Delete entry and replace with `Records are maintained in a secure,

limited access, or monitored work area. Physical entry by unauthorized

persons is restricted by the use of locks, guards, or administrative

procedures. Access to personal information is restricted to those who

require the records in the performance of their official duties. Access

to computer records is further restricted by the use of passwords which

are changed periodically. All personnel whose official duties require

access to the information are trained in the proper safeguarding and

use of the information.'

Retention and disposal:

Delete entry and replace with `Records are destroyed after eight

years.'

System Manager(s) and Address:

Delete entry and replace with `Staff Director, Congressional and

Public Affairs, Headquarters, Defense Logistics Agency, 8725 John J.

Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the

Commanders of the DLA PLFAs. Official mailing addresses are published

as an appendix to DLA's compilation of systems of records notices.'

* * * * *

Record Source Categories:

Delete entry and replace with `Information is provided by

constituent, the constituent's representative, and from agency files.'

* * * * *

S180.10 CA

System name:

Congressional, Executive, and Political Inquiry Records.

System location:

Records are maintained by the Office of Congressional and Public

Affairs, Headquarters Defense Logistics Agency, 8725 John J. Kingman

Road, Suite 2533, Fort Belvoir, VA, 22060-6221, and the DLA Primary

Level Field Activities (PLFAs). Official mailing addresses are

published as an appendix to DLA's compilation of systems of records

notices.

Categories of individuals covered by the system:

Individuals, organizations, and other entities who have asked the

Congress, White House officials, or political figures to make inquiries

on their behalf.

Categories of records in the system:

Records contain representative's name, constituent's name, details

surrounding the issue being researched, and case number. The records

may also contain the constituent's Social Security Number, home

address, home telephone number, or related personal information

provided by the representative making the inquiry.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental regulations; 5 U.S.C. 302, Delegation of

authority; 10 U.S.C. 133, Under Secretary of Defense for Acquisition

and Technology; E.O. 9397 (SSN); and DoD Directive 5400.4, Provision of

Information to Congress.

Purpose(s):

Information is collected in order to reply to queries and to

determine the need for and course of action to be taken for resolution.

Information may be used by the DLA Director, field commanders, and

decision makers as a basis to institute policy or procedural changes.

Routine uses of records maintained in the system, including categories

of users and the purpose 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:

Information is furnished to individuals or organizations who wrote

to DLA on behalf of the complainant and who use it to respond to the

complainant, or for other related purposes.

To Federal and local government agencies having cognizance over or

authority to act on the issues involved.

The `Blanket Routine Uses' set forth at the beginning of DLA'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:

Records are stored in paper and electronic form.

Retrievability:

Retrieved by constituent name, representative name, or case number.

[[Page 50912]]

Safeguards:

Records are maintained in a secure, limited access, or monitored

work area. Physical entry by unauthorized persons is restricted by the

use of locks, guards, or administrative procedures. Access to personal

information is restricted to those who require the records in the

performance of their official duties. Access to computer records is

further restricted by the use of passwords which are changed

periodically. All personnel whose official duties require access to the

information are trained in the proper safeguarding and use of the

information.

Retention and disposal:

Records are destroyed after eight years.

System manager(s) and address:

Staff Director, Congressional and Public Affairs, Headquarters,

Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort

Belvoir, VA 22060-6221, and the Commanders of the DLA PLFAs. Official

mailing addresses are published as an appendix to DLA's compilation of

systems of records notices.

Notification procedures:

Individuals seeking to determine whether this system of records

contains information about themselves should address written inquiries

to the Privacy Act Officer, HQ DLA-CAAR, 8725 John J. Kingman Road,

Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of

the particular DLA PLFA involved. Official mailing addresses are

published as an appendix to DLA's compilation of systems of records

notices.

Record access procedures:

Individuals seeking access to records about themselves contained in

this system should address written inquiries to the Privacy Act

Officer, HQ DLA-CAAR, 8725 John J. Kingman Road, Suite 2533, Fort

Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular

DLA PLFA involved. Official mailing addresses are published as an

appendix to DLA's compilation of systems of records notices.

Contesting record procedures:

The DLA rules for accessing records, for contesting contents and

appealing initial agency determinations are contained in DLA Regulation

5400.21, 32 CFR part 323, or may be obtained from the Privacy Act

Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John

J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.

Record source categories:

Information is provided by constituent, the constituent's

representative, and from agency files.

Exemptions claimed for the system:

None.

[FR Doc. 97-25712 Filed 9-26-97; 8:45 am]

BILLING CODE 5000-04-F