Privacy Act of 1974; System of Records

Federal RegisterMay 11, 1998

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DEPARTMENT OF DEFENSE

Department of the Army

Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DoD.

ACTION: Notice to Amend Systems of Records.

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SUMMARY: The Department of the Army is amending three systems of

records notices in its existing inventory of record systems subject to

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

DATES: This proposed actions will be effective without further notice

on June 19, 1998, unless comments are received which result in a

contrary determination.

ADDRESSES: Privacy Act Officer, Records Management Program Division,

U.S. Total Army Personnel Command, ATTN: TAPC-PDR-P, Stop C55, Ft.

Belvoir, VA 22060-5576.

FOR FURTHER INFORMATION CONTACT: Ms. Janice Thornton at (703) 806-4390

or DSN 656-4390.

SUPPLEMENTARY INFORMATION: The Department of the Army systems of

records notices 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 records systems being amended are set

forth below followed by the notices, as amended, published in their

entirety. The proposed amendments are not within the purview of

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

which requires the submission of a new or altered system report.

Dated: May 5, 1998.

L.M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

AMENDMENTS

A0210-7a CFSC

System name:

Vendor Misconduct/Fraud/Mismanagement Information Exchange Program

(February 22, 1993, 58 FR 10002).

[[Page 25841]]

Changes:

System identifier:

Delete entry and replace with `A0210-7a TAPC'.

* * * * *

System location:

Delete entry and replace with `U.S. Total Army Personnel Command,

200 Stovall Street, Alexandria, VA 22332-0474. Segments exist at Army

activities and nonappropriated fund instrumentalities. Addresses of

which may be obtained from the Commander, U.S. Total Army Personnel

Command, 200 Stovall Street, Alexandria, VA 22332-0474.'

* * * * *

Record source categories:

Delete from entry `(e.g. Army Regulation 15-6)' and `issued

pursuant to Defense Acquisition Regulation 1-608'.

* * * * *

A0210-7a TAPC

System name:

Vendor Misconduct/Fraud/Mismanagement Information Exchange Program.

System location:

U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria,

VA 22332-0474. Segments exist at Army activities and nonappropriated

fund instrumentalities. Addresses of which may be obtained from the

Commander, U.S. Total Army Personnel Command, 200 Stovall Street,

Alexandria, VA 22332-0474.

Categories of individuals covered by the system:

Individuals who are identified in reports of vendor misconduct,

fraud, or mismanagement.

Categories of records in the system:

Names of individuals; companies represented; reports of misconduct,

fraud or mismanagement in procurement efforts concerning military

installations/activities; similar relevant documents and reports.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 3013,

Secretary of the Army.

Purpose(s):

To provide management officials of nonappropriated fund activities

and commissaries with timely and useful information regarding incidents

of vendor misconduct, fraud, and/or mismanagement and of individuals

involved in such incidents through the collection, exchange and

dissemination of relevant information to DoD components so as to permit

informed responsible procurement decisions.

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:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices also 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.

Retrievability:

By name of individual, vendor, or company.

Safeguards:

Records are maintained in combination lock file safes when not

under personal supervision of responsible officials.

Retention and disposal:

Destroyed two years after final determination is rendered on case.

System manager(s) and address:

Commander, U.S. Total Army Personnel Command, 200 Stovall Street,

Alexandria, VA 22332-0474.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, U.S. Total Army Personnel Command, 200 Stovall

Street, Alexandria, VA 22332-0474.

Individual should provide full name, name of company, current

address and telephone number, sufficient detail concerning incident or

event to facilitate locating the record, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, U.S. Total Army Personnel Command, 200 Stovall Street,

Alexandria, VA 22332-0474.

Individual should provide full name, name of company, current

address and telephone number, sufficient detail concerning incident or

event to facilitate locating the record, and signature.

Contesting record procedures:

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

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

Copies of reports of audits, inspections, administrative

investigations; summaries of criminal reports received from Army Staff

agencies, major Army commands, or the Army and Air Force Exchange

Service, and/or Department of Defense agencies.

Exemptions claimed for the system:

None.

A0210-7b CFSC

System name:

Commercial Solicitation Ban Lists (February 22, 1993, 58 FR 10002).

Changes:

System identifier:

Delete entry and replace with `A0210-7b TAPC'.

* * * * *

System manager(s) and address:

Delete entry and replace with Commander, U.S. Total Army Personnel

Command, 200 Stovall Street, Alexandria, VA 22332-0474.

* * * * *

A0210-7b TAPC

System name:

Commercial Solicitation Ban Lists.

System location:

Centralized list of commercial solicitors banned from Army

installations is maintained at the U.S. Total Army Personnel Command.

Segments exist at Army installations where commanders have banned

agents. Listing of those so banned is furnished to Major Army Commands;

addresses may be obtained from the U.S. Total Army Personnel Command,

200 Stovall Street, Alexandria, VA 22332-0474

Categories of individuals covered by the system:

Any individual whose on-base commercial solicitation privileges

have been withdrawn.

Categories of records in the system:

Individual's name, name of company represented, approval/

disapproval of business solicitation action on Army posts, camps, and

stations; requests for

[[Page 25842]]

and authorization of accreditation and removal of accreditation of

companies, agents, vendors, salesmen, and solicitors; related

documents.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 3013,

Secretary of the Army.

Purpose(s):

To maintain listing of agents/companies whose business solicitation

privileges have been banned or suspended from military bases.

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:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices also 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.

Retrievability:

By agent's/company's name.

Safeguards:

Records are maintained in secured areas accessible only to

designated officials who have a need in the performance of their

official duties.

Retention and disposal:

Records supporting the denial or suspension of solicitation

privileges are retained for 10 years and then destroyed by shredding.

Auxiliary and/or non-adverse action records are retained until no

longer needed.

System manager(s) and address:

Commander, U.S. Total Army Personnel Command, 200 Stovall Street,

Alexandria, VA 22332-0474.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, U.S. Total Army Personnel Command, 200 Stovall

Street, Alexandria, VA 22332-0474 or to the installation commander who

banned their solicitation privileges.

Individual should provide full name, name of company represented,

current address and telephone number, sufficient details to permit

locating the records, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, U.S. Total Army Personnel Command, 200 Stovall Street,

Alexandria, VA 22332-0474.

Individual should provide full name, name of company represented,

current address and telephone number, sufficient details to permit

locating the records, and signature.

Contesting record procedures:

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

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

Agent's/company's name, circumstances leading to banning action,

investigatory reports, other Army records and reports, similar relevant

documents.

Exemptions claimed for the system:

None.

A0680-31a TAPC

System name:

Officer Personnel Management Information System (OPMIS) (February

22, 1993, 58 FR 10172).

Changes:

* * * * *

Categories of individuals covered by the system:

Delete entry and replace with `Individuals projected for entrance

into the Active officer corps, active duty commissioned and warrant

officers, officers in a separated or retired status, activated/

mobilized U.S. Army Reserve and National Guard officers, and DoD

civilians and military officers who serve as rating officials on the

Officer Evaluation Reports (OERs) of Army officers.'

Categories of records in the system:

Delete entry and replace with `The Total Army Personnel Data Base -

Active Officer (TAPDB-AO) is the active officer component data base of

Total Army Personnel Data Base. It is comprised of approximately 100

data tables containing the official automated personnel records for

active component Army officers. Data maintained in the Total Army

Personnel Data Base - Active Officer includes Social Security Number,

name, grade, personal and family information, service, security

clearance, assignment history, strength management data, civilian and

military education, awards, training, branch and occupational

specialties/areas of concentration, mailing addresses, physical

location, languages, career pattern, performance, command and promotion

history, retirement/separation information and service agreement

information. TAPDB-AO is updated in both on-line and batch mode from

various source data bases and applications including the Standard

Installation Division Personnel System (SIDPERS), the Total Officer

Personnel Management Information System (TOPMIS), the Officer

Evaluation Reporting System (OERS) and Accessions Management

Information Systems (AMIS).

Accessions Management Information Systems (AMIS) contains selected

officer personnel data from the Total Army Personnel Data Base - Active

Officer, the date of entry on active duty, selected information

regarding current location/school for pre-accessed officers,

demographic data and assignment information on new officer accessions.

It includes individual and mass record processing, erroneous record

processing, report generation, Regular Army integration processing,

Accessions Management Information Systems (AMIS) active record data,

Officer Record Brief (ORB) information and strength data. Accessions

Management Information Systems (AMIS) is used to manage Reserve Officer

Training Corps (ROTC), U.S. Military Academy (USMA), Officer Candidate

School (OCS), Judge Advocate General Corps (JAG) Recalls, Chaplains

Corps, Warrant Officer and Surgeon General Reserve officers accessions.

Accessions Management Information Systems (AMIS) data is stored on the

Total Army Personnel Data Base - Active Officer. Some users enter new

accession data directly to the Total Army Personnel Data Base - Active

Officer via Accessions Management Information Systems (AMIS). For

Reserve Officer Training Corps (ROTC), and U.S. Military Academy (USMA)

new accessions, data extracts are batch loaded to the Total Army

Personnel Data Base - Active Officer annually.

Assignments and Training Selection for Reserve Officer Training

Corps (ROTC) graduates contains selected information from the Total

Army Personnel Data Base - Active Officer (TAPDB-AO), the cadet's

preference statement for specialty (branch), duty and initial training;

Reserve Forces duty

[[Page 25843]]

or delay selection, Regular Army selection and branch selection.

The Officer Evaluation Reporting System (OERS) contains selected

information from the Total Army Personnel Data Base - Active Officer

(TAPDB-AO); selection board status; OER suspense indicator for action

being taken to obtain missing or erroneous OERs; selected information

for each OER; and the name, Social Security Number, and rating history

of each individual, military and civilian, who has served as the senior

rating official for an active duty Army officer.

Total Officer Personnel Management Information System (TOPMIS)

provides the display and update of selected data on Total Army

Personnel Data Base - Active Officer (TAPDB-AO) and comprises an

extensive variety of automated officer personnel management functions.

These functions include, officer personnel record display and update,

requisition validation and processing, active officer strength

management, Officer Distribution Plan (ODP) goaling management, officer

asset reports, centralized command slate development, assignment

stabilization break processing, electronic mail, Officer Record Brief

(ORB) display and interactive telephonic/voice response retrieval of

selected information from Total Army Personnel Data Base - Active

Officer (TAPDB-AO).

Reserve Officer Training Corps (ROTC) Instructor File contains

selected information from the Total Army Personnel Data Base - Active

Officer (TAPDB-AO) and the following information pertaining to ROTC

instructors; ROTC detachment, duty station, date assigned to ROTC

detachment, date projected to be reassigned. This information is

maintained in a local data base by the Cadet Command Distribution

Account Manager in Officer Distribution Division, OPMD, TAPC-OPD-O.

Advanced Civil Schools Management Information System (ACSMIS)

contains selected information from the Total Army Personnel Data Base -

Active Officer and the following information concerning commissioned

and warrant officer personnel currently participating, or who have

previously participated, in one of the following: Army sponsored

college degree completion program, Training With Industry (TWI)

program, special fellowship/scholarship programs, or the fully funded

degree program. Data maintained also includes schooling start/stop

dates, degree level, educational discipline and Army duty positions.

Army Education Requirements System (AERS) contains selected

information from the Total Army Personnel Data Base - Active Officer

(TAPDB-AO) for officer and warrant officer personnel who are serving or

are projected to serve in an AERS approved position requiring graduate

level education.

U.S. Army Military Academy (USMA) Potential Instructor File

contains selected information from the OMF and the following

information pertaining to previous, current, and potential instructors

for the USMA teaching staff; academic department and projected

availability for USMA instructor duty. This information is maintained

in a local data base by the USMA Distribution Account Manager in

Officer Distribution Division, OPMD, TAPC-OPD-O.'

* * * * *

A0680-31a TAPC

System name:

Officer Personnel Management Information System (OPMIS).

System location:

Commander, U.S. Total Army Personnel Command, 200 Stovall Street,

Alexandria, VA 22332-0400.

Categories of individuals covered by the system:

Individuals projected for entrance into the Active officer corps,

active duty commissioned and warrant officers, officers in a separated

or retired status, activated/mobilized U.S. Army Reserve and National

Guard officers, and DoD civilians and military officers who serve as

rating officials on the Officer Evaluation Reports (OERs) of Army

officers.

Categories of records in the system:

The Total Army Personnel Data Base - Active Officer (TAPDB-AO) is

the active officer component data base of Total Army Personnel Data

Base. It is comprised of approximately 100 data tables containing the

official automated personnel records for active component Army

officers. Data maintained in the Total Army Personnel Data Base -

Active Officer includes Social Security Number, name, grade, personal

and family information, service, security clearance, assignment

history, strength management data, civilian and military education,

awards, training, branch and occupational specialties/areas of

concentration, mailing addresses, physical location, languages, career

pattern, performance, command and promotion history, retirement/

separation information and service agreement information. TAPDB-AO is

updated in both on-line and batch mode from various source data bases

and applications including the Standard Installation Division Personnel

System (SIDPERS), the Total Officer Personnel Management Information

System (TOPMIS), the Officer Evaluation Reporting System (OERS) and

Accessions Management Information Systems (AMIS).