Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE

Department of the Navy

Privacy Act of 1974; System of Records

AGENCY: Department of the Navy.

ACTION: Notice to Alter a System of Records.

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SUMMARY: The Department of the Navy proposes to alter a record system

in its inventory of system of records notices subject to the Privacy

Act of 1974 (5 U.S.C. 552a), as amended. The alteration consists of

adding a routine use to permit the disclosure of personnel information

to private organizations under government contract to perform random

analytical research into specific aspects of military personnel

management and administrative procedures.

DATES: The action will be effective without further notice on January

16, 1998 unless comments are received that would result in a contrary

determination.

ADDRESSES: Send comments to the Department of the Navy, PA/FOIA Policy

Branch, Chief of Naval Operations (N09B30), 2000 Navy Pentagon,

Washington, DC 20350-2000.

FOR FURTHER INFORMATION CONTACT: Mrs. Doris Lama at (202) 685-6545 or

DSN 325-6545.

SUPPLEMENTARY INFORMATION: The complete inventory of the Department of

the Navy's record system notices for records systems 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 December 9, 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).

The specific changes to the record system being altered are set

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

entirety.

Dated: December 11 , 1997.

L.M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

N01070-3

System name:

Navy Personnel Records System (September 9, 1996, 61 FR 47483).

Changes:

* * * * *

[[Page 66067]]

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

Add a new paragraph `To governmental entities or private

organizations under government contract to perform random analytical

research into specific aspects of military personnel management and

administrative procedures.'

* * * * *

N01070-3

System name:

Navy Personnel Records System.

System location:

Active duty records are located at the Bureau of Naval Personnel, 2

Navy Annex, Washington, DC 20370-5001; Naval Reserve Personnel Center,

New Orleans, LA 70149-7800; and local activity to which individual is

assigned. Official mailing addresses are published as an appendix to

the Navy's compilation of system of record notices.

Secondary systems are located at the Department of the Navy

Activities in the chain of command between the local activity and the

headquarters level; Federal Records Storage Centers; National Archives.

Official mailing addresses are published as an appendix to the Navy's

compilation of system of record notices.

Categories of individuals covered by the system:

All Navy military personnel: officers, enlisted, active, inactive,

reserve, fleet reserve, retired, midshipmen, officer candidates, and

Naval Reserve Officer Training Corps personnel.

Categories of records in the system:

Personnel service jackets and service records, correspondence and

records in both automated and non-automated form concerning

classification, assignment, distribution, promotion, advancement,

performance, recruiting, retention, reenlistment, separation, training,

education, morale, personal affairs, benefits, entitlements, discipline

and administration of naval personnel.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN).

Purpose(s):

To assist officials and employees of the Navy in the management,

supervision and administration of Navy personnel (officer and enlisted)

and the operations of related personnel affairs and functions.

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 National Research Council in

Cooperative Studies of the National History of Disease; of Prognosis

and of Epidemiology. Each study in which the records of members and

former members of the naval service are used must be approved by the

Chief of Naval Personnel.

To officials and employees of the Department of Health and Human

Services, Department of Veteran Affairs, and Selective Service

Administration in the performance of their official duties related to

eligibility, notification and assistance in obtaining benefits by

members and former members of the Navy.

To officials and employees of the Department of Veteran Affairs in

the performance of their duties relating to approved research projects.

To officials and employees of Navy Relief and the American Red

Cross in the performance of their duties relating to the assistance of

the members and their dependents and relatives, or related to

assistance previously furnished such individuals, without regard to

whether the individual assisted or his/her sponsor continues to be a

member of the Navy.

To duly appointed Family Ombudsmen in the performance of their

duties related to the assistance of the members and their families.

To state and local agencies in the performance of their official

duties related to verification of status for determination of

eligibility for Veterans Bonuses and other benefits and entitlements.

To officials and employees of the Office of the Sergeant at Arms of

the United States House of Representatives in the performance of their

official duties related to the verification of the active duty naval

service of Members of Congress.

Information as to current military addresses and assignments may be

provided to military banking facilities who provide banking services

overseas and who are reimbursed by the Government for certain checking

and loan losses. For personnel separated, discharged or retired from

the Armed Forces information as to last known residential or home of

record address may be provided to the military banking facility upon

certification by a banking facility officer that the facility has a

returned or dishonored check negotiated by the individual or the

individual has defaulted on a loan and that if restitution is not made

by the individual the United States Government will be liable for the

losses the facility may incur.

To federal, state, local, and foreign (within Status of Forces

agreements) law enforcement agencies or their authorized

representatives in connection with litigation, law enforcement, or

other matters under the jurisdiction of such agencies.

Information relating to professional qualifications of chaplains

may be provided to civilian certification boards and committees,

including, but not limited to, state and federal licensing authorities

and ecclesiastical endorsing organizations.

To governmental entities or private organizations under government

contract to perform random analytical research into specific aspects of

military personnel management and administrative procedures.

The `Blanket Routine Uses' that appear at the beginning of the

Navy's compilation of system of record notices also apply to this

system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Automated records may be stored on magnetic tapes, disc, and drums.

Manual records may be stored in paper file folders, microfiche or

microfilm.

Retrievability:

Automated records may be retrieved by name and Social Security

Number. Manual records may be retrieved by name, Social Security

Number, enlisted service number, or officer file number.

Safeguards:

Computer facilities and terminals are located in restricted areas

accessible only to authorized persons that are properly screened,

cleared and trained. Manual records and computer printouts are

available only to authorized personnel having a need-to-know.

Retention and disposal:

Records are retained one year past retirement, removal, or

resignation of the member and then transferred to the National

Personnel Records Center (Military Personnel Records), 9700 Page

Avenue, St. Louis, MO 63132-5101 for permanent retention. An exception

is made for copies of officer fitness

[[Page 66068]]

reports, enlisted evaluations, and officer and enlisted counseling

forms which may be maintained by the member's commanding officer or

command for a period not to exceed five years.

System manager(s) and address:

Chief of Naval Personnel (Pers 06), Bureau of Naval Personnel, 2

Navy Annex, Washington, DC 20370-5001; Commanding Officers, Officers in

Charge, and Heads of Department of the Navy activities. Official

mailing addresses are published as an appendix to the Navy's

compilation of system of record notices.

Notification procedure:

Individuals seeking to determine whether this system of records

contains information about themselves should address written inquiries

to the Chief of Naval Personnel (Pers 06), Bureau of Naval Personnel, 2

Navy Annex, Washington, DC 20370-5001, or contact the personnel officer

where assigned. Official mailing addresses are published as an appendix

to the Navy's compilation of system of record notices.

The letter should contain full name, Social Security Number (and/or

enlisted service number/officer file number), rank/rate, designator,

military status, address, and signature of the requester.

The individual may visit the Chief of Naval Personnel, Bureau of

Naval Personnel, 2 Navy Annex, Washington, DC 20370-5001, for

assistance with records located in that building; or the individual may

visit the local activity to which attached for access to locally

maintained records. Proof of identification will consist of Military

Identification Card for persons having such cards, or other picture-

bearing identification.

Record access procedures:

Individuals seeking access to records about themselves contained in

this system of records should address written inquiries to the Chief of

Naval Personnel (Pers 06), Bureau of Naval Personnel, 2 Navy Annex,

Washington, DC 20370-5001, or contact the personnel officer where

assigned. Official mailing addresses are published as an appendix to

the Navy's compilation of system of records notices.

The letter should contain full name, Social Security Number (and/or

enlisted service number/officer file number), rank/rate, designator,

military status, address, and signature of the requester.

The individual may visit the Chief of Naval Personnel (Pers 06),

Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-5001, for

assistance with records located in that building; or the individual may

visit the local activity to which attached for access to locally

maintained records. Proof of identification will consist of Military

Identification Card for persons having such cards, or other picture-

bearing identification.

Contesting record procedures:

The Navy's rules for accessing records, and for contesting contents

and appealing initial agency determinations are published in Secretary

of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained

from the system manager.

Record source categories:

Correspondence; educational institutions; federal, state, and local

court documents; civilian and military investigatory reports; general

correspondence concerning the individual; official records of

professional qualifications; Navy Relief and American Red Cross

requests for verification of status.

Exemptions claimed for the system:

None.

[FR Doc. 97-32872 Filed 12-16-97; 8:45 am]

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