# Privacy Act of 1974; System of Records > Briefs, arguments, decisions, and more. URL: https://www.frixlaw.com/law-library/documents/fr%3A98-12323 ## Record - **Collection:** Federal Register - **Document type:** Notice - **Published:** May 11, 1998 - **Citation:** 63 FR 25840 ## Text 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. ----------------------------------------------------------------------- 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). 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 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 [[Page 25844]] 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. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013; and E.O. 9397 (SSN). Purpose(s): Information is used for personnel management strength accounting, manpower management, accessioning and determining basic entry specialty (branch) and initial duty assignments; tracking Officer Evaluation Reports, the rating history of senior rating official's rating history on individual OERs producing reports on active duty officers who have served as senior rating officials; managing instructor population at ROTC detachments and USMA; tracking information relating to the Army Degree Completion Civil School Program; transmitting necessary assignment instructions. 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 the Social Security Administration to verify Social Security Numbers. To the Smithsonian Institution (The National Museum of American History): Copy of the U.S. Army Active Duty Register, for historical research purposes (not authorized for public display). 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: Electronically on computer magnetic tapes and disc. Retrievability: By Social Security Number, name, or other individual identifying characteristics. Safeguards: Physical security devices, guards, computer hardware and software features, and personnel clearances. Automated media and information are protected by authorized user ids, passwords for the system, a tiered system of security for access to officer data provided via Interactive Voice Response Systems based on the sensitivity of the data items provided, encryption of data transmitted via networks, controlled access to operator rooms and controlled output distribution. Retention and disposal: Records are retained on the active TAPDB-AO files for 4 months after separation. Historical TAPDB-AO records are retained dating back to FY 1970. Accessions in AMIS are retained on active file until effective date of accession and are then placed on a history file for a period of 6 months. Records in the ROTC Graduate Assignment and Training Selection File are retained for approximately 400 days after the file is created (approximately December each year). Historic files for the OER system are kept for the life of the system. All other records are retained for active duty only until the individual is released from active duty and then destroyed. There are still hard copies in their Official Military Personnel Files (OMPFs). System manager(s) and address: Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400. 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 22332-0400. Individual should provide the full name, Social Security Number, current address, and identify the specific category of record involved, whether awaiting active duty, active retired, or separated and give return address. Blanket requests for information from this consolidated system will not be accepted. If awaiting active duty, specify the date thereof; if separated, individual must state date of separation. 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 22332-0400. [[Page 25845]] Individual should provide the full name, Social Security Number, current address, and identify the specific category of record involved, whether awaiting active duty, active retired, or separated and give return address. Blanket requests for information from this consolidated system will not be accepted. If awaiting active duty, specify the date thereof; if separated, individual must state date of separation. Selected data from the Total Army Personnel Data Base - Active Officer is also accessible to records subjects through an Interactive Voice Response Systems (IVRS). Access to the data made available through the IVRS is controlled by a tiered security system which is based on the sensitivity of the data being accessed. 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: From the individual, Army records and reports, other Federal agencies and departments. Exemptions claimed for the system: None. [FR Doc. 98-12323 Filed 5-8-98; 8:45 am] BILLING CODE 5000-04-F --- Source: Frix Law Library, https://www.frixlaw.com/law-library/documents/fr%3A98-12323. Public record. Not legal advice.