Privacy Act of 1974; System of Records

Federal RegisterMay 11, 1999

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DEPARTMENT OF DEFENSE

Marine Corps

Privacy Act of 1974; System of Records

AGENCY: Marine Corps, DoD.

ACTION: Amend and delete record systems.

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SUMMARY: The U.S. Marine Corps proposes to delete and amend systems of

records in its inventory of record systems subject to the Privacy Act

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

DATES: These actions will be effective without further notice on June

10, 1999, unless comments are received which result in a contrary

determination.

ADDRESSES: Send comments to the Head, FOIA and Privacy Act Section,

Headquarters, U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380-

1775.

FOR FURTHER INFORMATION CONTACT: Ms. B. L. Thompson at (703) 614-4008

or DSN 224-4008.

SUPPLEMENTARY INFORMATION: The U.S. Marine Corps 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 actions are not within the purview of subsection (r)

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

submission of a new or altered system report for each system. The

specific changes to the record systems being amended are set forth

below followed

[[Page 25300]]

by the notices, as amended, published in their entirety.

Dated: May 5, 1999.

L. M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense

Deletion

MJA00014

System name:

Confidential Statements of Employment/Financial Interests (August

3, 1993, 58 FR 41254).

Reason: These records are being maintained under a government-wide

system of records notice, OGC/GOVT-2, Confidential Statements of

Employment and Financial Interests.

Amendments

MAA00002

System name:

Marine Corps Aircrew Performance/Qualification Information

(February 22, 1993, 58 FR 10630).

Changes:

* * * * *

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

Delete paragraphs three, four, five and six.

* * * * *

Retention and disposal:

Delete entry and replace with `Files are permanent. Five years

after any decision or board action, file is retired to the Federal

Records Center.'

* * * * *

MAA00002

System name:

Marine Corps Aircrew Performance/Qualification Information.

System location:

The Commandant of the Marine Corps (Code A), Headquarters, U.S.

Marine Corps, Washington, DC 20380-1775.

Categories of individuals covered by the system:

Marine Corps aeronautically designated personnel (Naval Aviators,

Naval Aviators, Naval Flight Officers, and aircrew members) who have

been the subject of medical qualification, flight pay entitlement, and/

or Flight Status Selection Board (FSSB) correspondence.

Categories of records in the system:

The file contains information on medical qualification, flight pay

entitlements, and/or FSSB correspondence and the background data

addressing such correspondence.

Authority for maintenance of the system:

5 U.S.C. 30l, Departmental Regulations; 10 U.S.C. 5013, Secretary

of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps.

Purpose(s):

To maintain records on Marine Corps aeronautically designated

personnel for use by Officials and employees of the Marine Corps in the

administration and management of such personnel.

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 Marine

Corp'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:

Manual and automated records.

Retrievability:

Information is retrieved alphabetically by the last name of the

individual concerned.

Safeguards:

Building containing files employs 24 hour security guards. Offices

containing files are locked after working hours and personnel handling

records do so only on a `need-to-know' basis. Such personnel are

trained and screened for dependability. Material that could be

considered `career-sensitive' is retained in a safe.

Retention and disposal:

Files are permanent. Five years after any decision or board action,

file is retired to the Federal Records Center.

System manager(s) and address:

The Commandant of the Marine Corps (Code A), Headquarters, U.S.

Marine Corps, Washington, DC 20380-1775.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commandant of the Marine Corps (Code AAB), Headquarters, U.S.

Marine Corps, Washington, DC 20380-1775.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commandant of the Marine Corps (Code AAB), Headquarters, U.S. Marine

Corps, Washington, DC 20380-1775 and should contain the full name,

Social Security Number and signature.

For personal visits the individual should provide valid

identification such as military identification card, Department of

Defense building pass, drivers license, or other type identification

that includes picture and signature. In the absence of such

identification, the individual must provide sufficient data to insure

that the individual is the subject of the inquiry.

Contesting record procedures:

The U.S. Marine Corps rules for contesting contents and appealing

initial agency determinations are published in Secretary of the Navy

Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may

be obtained from the system manager.

Record source categories:

Information is obtained from Official reports, boards, inquiries

and requests. Information is also obtained from the review of Naval

Aviator/Naval Flight Officer Reporting Management System data.

Exemptions claimed for the system:

None.

MIL00001

System name:

Assignment and Occupancy of Family House Records (February 22,

1993, 58 FR 10630).

Changes:

* * * * *

Categories of records in the system:

In the last sentence delete `Manpower Management System and the

Joint Uniform Military Pay System' and replace with `Marine Corps Total

Force System (MCTFS).'

* * * * *

Record source categories:

Delete entry and replace with `Individual's application and the

Marine Corps Total Force System.'

* * * * *

[[Page 25301]]

MIL00001

System name:

Assignment and Occupancy of Family House Records.

System location:

System is organizationally decentralized. Records are maintained at

Marine Corps Installations with family housing.

Categories of individuals covered by the system:

Military and civilian personnel eligible for or assigned to family

housing on bases/stations.

Categories of records in the system:

File contains individual's application and assignment to and

occupancy history of family housing. Records include, but are not

limited to information from the Marine Corps Total Force System

(MCTFS).

Authority for maintenance of the system:

5 U.S.C. 30l, Departmental Regulations; 10 U.S.C. 5013, Secretary

of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps.

Purpose(s):

To provide a record of the type of quarters and the individuals

assigned to quarters for use in the management and administration of

such quarters.

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:

School Districts - By Officials of school district boards of

education in performance of their duties under local and/or state

compulsory education laws.

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

Corp'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:

Paper and electronics records.

Retrievability:

Filed alphabetically by last name of housing occupant and in order

of position on waiting list.

Safeguards:

Records are maintained in areas accessible only to authorized

personnel. Access to electronic records is controlled by password or

other user identification code.

Retention and disposal:

Records are destroyed 3 fiscal years following close of fiscal year

in which occupancy terminates.

System manager(s) and address:

The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps

(Code LF), Washington, DC 20380-1775.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commanding Officer of the Marine Corps installation from which

family housing has been requested, assigned or vacated. U.S. Marine

Corps official mailing addresses are incorporated into the Department

of the Navy's address directory, published as an appendix to the Navy's

compilation of systems of records notices.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commanding Officer of the Marine Corps installation(s) at which the

individual applied for or occupied family housing. U.S. Marine Corps

official mailing addresses are incorporated into the Department of the

Navy's address directory, published as an appendix to the Navy's

compilation of systems of records notices.

Such requests should include name, Social Security Number, quarters

number if known, and dates of period addressed in the inquiry.

Personal visits may be made to the installation in question any

normal work day between 8:00 a.m.-4:30 p.m. For personal visits the

individual should be able to provide valid personal identification.

Contesting record procedures:

The U.S. Marine Corps rules for contesting contents and appealing

initial agency determinations are published in Secretary of the Navy

Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may

be obtained from the system manager.

Record source categories:

Individual's application and the Marine Corps Total Force System.

Exemptions claimed for the system:

None.

MIL00004

System name:

Personal Property Program (February 22, 1993, 58 FR 10630).

Changes:

* * * * *

Categories of records in the system:

Add the following entries `DD Form 788 (Application for Shipment of

an Automobile)

DD Form 788-1 (Application for Shipment of a Van)

DD Form 788-2 (Application for Shipment of a Motorcycle)

DD Form 1840 (Joint Statement of Loss or Damage at Delivery)

DD Form 1840R (Notice of Loss or Damage)

SF 1200 (U.S. Government Bill of Lading Correction Notice)

SF 1203 (Personal Property Government Bill of Lading)

DD Form 1352-1 (U.S. Customs Declaration)

DD Form 1857 (Temporary Commercial Storage at Government Expense)

DD Form 1164 (Service Order for Household Goods)

DD Form 1701 (Household Goods Descriptive Inventory)

DD Form 1863 (Accessorial Services Mobile Home)

DD Form 2278 (Application for Do It Yourself Move and Counseling

Checklist)'.

* * * * *

Retrievability:

Delete the entry and replace with `Paper records retrieved

alphabetically by last name. Electronic records retrieved by last name

or Social Security Number.'

* * * * *

System manager(s) and address:

Delete entry and replace with `Commandant of the Marine Corps

(LFT), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775.'

* * * * *

MIL00004

System name:

Personal Property Program.

System location:

All Marine Corps Bases and Federal Records Centers.

Categories of individuals covered by the system:

All military personnel having shipped or stored personal property

or privately owned automobiles.

[[Page 25302]]

Categories of records in the system:

File contains individual's applications for shipment and/or

storage, related shipping documents and records of delivery and

payment.

DD Form 6l9 (Statement of Accessorial Services Performed)

DD Form 788 (Application for Shipment of an Automobile)

DD Form 788-1 (Application for Shipment of a Van)

DD Form 788-2 (Application for Shipment of a Motorcycle)

DD Form 828 (Motor Vehicle Shipment Application)

DD Form 1100 (Household Goods Storage)

DD Form 1101 (Household Goods Storage Information)

DD Form 1164 (Service Order for Household Goods)

DD Form 1252 (Owner's U.S. Customs Declaration and Entry and

Inspecting Officer's Certificate)

DD Form 1299 (Application for shipment and/or storage of Personal

Property)

DD Form 1352-1 (U.S. Customs Declaration)

DD Form 1671 (Reweight of Household Goods)

DD Form 1701 (Household Goods Descriptive Inventory)

DD Form 1780 (Report of Carrier Services Personal Property

Shipment)

DD Form 1781 (Property Owners Report on Carriers Report)

DD Form 1797 (Personal Property Counseling Checklist)

DD Form 1799 (Member's Report on Carrier Performance-Mobile Homes)

DD Form 1800 (Mobile Home Shipment Inspection at Destination)

DD Form 1840 (Joint Statement of Loss or Damage at Delivery)

DD Form 1840R (Notice of Loss or Damage)

DD Form 1841 (Schedule of Property Damages)

DD Form l842 (Claim for Personal Property against the United

States)

DD Form 1845 (Demand on Carrier/Contractor)

DD Form 1857 (Temporary Commercial Storage at Government Expense)

DD Form 1863 (Accessorial Services Mobile Home)

DD Form 2278 (Application for Do It Yourself Move and Counseling

Checklist)

SF 1200 (U.S. Government Bill of Lading Correction Notice)

SF 1203 (Personal Property Government Bill of Lading)

Authority for maintenance of the system:

10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041,

Headquarters, Marine Corps; and E.O. 9397 (SSN).

Purpose(s):

To provide a record of shipment and storage of personal property

for management and payment of personal property claims by officials and

employees of the Marine Corps.

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 Marine

Corp'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:

Paper records in file folders. Electronic records on mass storage

devices and optically stored representations of records.

Retrievability:

Paper records retrieved alphabetically by last name. Electronic

records retrieved by last name or Social Security Number.

Safeguards:

Records are maintained in areas accessible only to authorized

personnel who are properly cleared and trained.

Retention and disposal:

Records on international shipments of household goods moved via

freight forwarders are retained for 6 years after the period covered by

the account and then destroyed. All other household goods records are

destroyed when 3 years old.

System manager(s) and address:

Commandant of the Marine Corps (LFT), Headquarters, U.S. Marine

Corps, Washington, DC 20380-1775.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commandant of the Marine Corps (Code LFT), Headquarters, U.S.

Marine Corps, Washington, DC 20380-1775.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commandant of the Marine Corps (LFT), Headquarters, U.S. Marine Corps,

Washington, DC 20380-1775.

Written requests for information should contain the full name of

individual, Social Security Number, current address and telephone

number.

For personal visits, the individual should be able to provide

acceptable identification and give some verbal information that could

be verified with his `case' folder.

Contesting record procedures:

The U.S. Marine Corps rules for contesting contents and appealing

initial agency determinations are published in Secretary of the Navy

Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may

be obtained from the system manager.

Record source categories:

Application and related forms from the individual requesting

access; notification of personal clearance from the system manager

research note/documents from records custodians.

Exemptions claimed for the system:

None.

MIN00002

System name:

POW/MIA Intelligence Analysis and Debrief Files (February 22, 1993,

58 FR 10630).

Changes:

* * * * *

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

Delete second paragraph.

* * * * *

MIN00002

System name:

POW/MIA Intelligence Analysis and Debrief Files.

System location:

Primary system: Headquarters, U.S. Marine Corps, Washington, DC

20380-1775. Major Marine Corps commands maintain derivative files.

Categories of individuals covered by the system:

Members of the U.S. Marine Corps or Marine Corps Reserve either

currently or previous prisoner of war (POW), detained by hostile forces

or declared missing in action (MIA).

Categories of records in the system:

Narrative of loss incident; investigations regarding loss incident;

casualty reports intelligence reports

[[Page 25303]]

possible identifying subject; articles, statements, lists and

photographs published in world news media or broadcast over hostile

public radio; portions of official debriefings or debriefing summaries;

and analytical evaluations of information contained in file.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary

of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps.

Purpose(s):

To provide a record of information collected on individuals

classified as prisoners of war or missing in action until their return

to military control or otherwise change of status.

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 Marine

Corp'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:

Paper records in file folders; photographs, film and tape

recordings.

Retrievability:

Filed alphabetically by last name of the individual.

Safeguards:

Secured in GSA approved security containers within locked office

spaces. Access is granted only to those authorized persons who are

properly cleared and having a need-to-know.

Retention and disposal:

Records maintained within Marine Corps Intelligence Division as

long as individual's status remains POW/MIA. Record is retired to

Marine Corps Historical Division two years after return to U.S. control

or when status is changed to KIA/KIA-BNR.

System manager(s) and address:

Commandant of the Marine Corps (Code C4I), Headquarters, U.S.

Marine Corps, Washington, DC 20380-1775.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commandant of the Marine Corps (Code C4I), Headquarters, U.S.

Marine Corps, Washington, DC 20380-1775.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commandant of the Marine Corps (Code C4I), Headquarters, U.S. Marine

Corps, Washington, DC 20380-1775.

Contesting record procedures:

The U.S. Marine Corps rules for contesting contents and appealing

initial agency determinations are published in Secretary of the Navy

Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may

be obtained from the system manager.

Record source categories:

Other records of the activity; investigators; witnesses;

correspondents; intelligence reports from the services, Defense

Intelligence Agency, Central Intelligence Agency, State Department and

other government agencies; Foreign Broadcast Information Service;

newspapers; magazines; television; radio; and movies.

Exemptions claimed for the system:

None.

MJA00016

System name:

Judge Advocate Division `D' Files (August 3, 1993, 58 FR 41254).

Changes:

* * * * *

Categories of individuals covered by the system:

Delete the entry and replace with `All Marine Corps Judge Advocates

currently on active duty, in a reserve capacity and those individuals

who are in the training cycle to become Judge Advocates.'

* * * * *

MJA00016

System name:

Judge Advocate Division `D' Files.

System location:

The Director, Judge Advocate Division, Headquarters, U.S. Marine

Corps, Washington, DC 20380-1775.

Categories of individuals covered by the system:

All Marine Corps Judge Advocates currently on active duty, in a

reserve capacity and those individuals who are in the training cycle to

become Judge Advocates.

Categories of records in the system:

The file contains correspondence from the Judge Advocates and

prospective Judge Advocates regarding requests for personnel actions

such as transfer, school assignment, etc. Additionally, the file

contains information pertaining to judge advocate qualifications such

as schooling results, commendatory matters and derogatory matter which

bears on the assignment and other personnel matters relating to judge

advocates.

Authority for maintenance of the system:

5 U.S.C. 30l, Departmental Regulations; 10 U.S.C. 5013, Secretary

of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397

(SSN).

Purpose(s):

To provide a record of qualified judge advocates for use in

transfer, school assignment and other personnel matters relating to

judge advocates.

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' that appear at the beginning of the

Marine Corps' 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:

File folders and electronic database.

Retrievability:

Alphabetically by last name of member.

Safeguards:

Access is limited. The records are kept in file cabinets within a

locked room. Access to electronic records is controlled by password or

other user identification code.

Retention and disposal:

Retained for 2 years, then destroyed.

System manager(s) and address:

The Director, Judge Advocate Division, Headquarters, U.S. Marine

Corps, Washington, DC 20380-1775.

[[Page 25304]]

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Director, Judge Advocate Division, Headquarters, U.S. Marine

Corps (Code JA), Washington, DC 20380-1775.

Written requests should contain the full name, grade, and Social

Security Number of the individual.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Director, Judge Advocate Division, Headquarters, U. S. Marine Corps

(Code JA), Washington, DC 20380-1775.

Written requests should contain the full name, grade, and Social

Security Number of the individual.

Contesting record procedures:

The U.S. Marine Corps rules for contesting contents and appealing

initial agency determinations are published in Secretary of the Navy

Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may

be obtained from the system manager.

Record source categories:

Individuals. Service records of the individuals involved. Judge

Advocates and Commanders of the individuals involved. Schools from

which the individuals have obtained their graduate or undergraduate

degrees or currently in residence.

Exemptions claimed for the system:

None.

MMN00006

System name:

Marine Corps Military Personnel Records (OQR/SRB) (February 22,

1993, 58 FR 10630).

Changes:

* * * * *

Storage:

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

file folders, magnetic megastorage and on microfiche.'

* * * * *

Retention and disposal:

In the second sentence delete `four months' and replace with `one

year.'

* * * * *

MMN00006

System name:

Marine Corps Military Personnel Records (OQR/SRB).

System location:

Primary system: Headquarters, U.S. Marine Corps (Code MMSB), 2008

Elliot Road, Quantico, VA 22134-5030.

Decentralized segments: Commanding officer of the organization to

which the Marine officer or enlisted individual is assigned for duty

and has responsibility for the Officer Qualification Records/Service

Record Books (OQR/SRB).

Categories of individuals covered by the system:

All Marine Corps military personnel (enlisted/officer): Reserve,

retired and discharged or otherwise separated.

Categories of records in the system:

The system contains the Official Military Personnel File, SRB and

OQR.

Authority for maintenance of the system:

5 U.S.C. 30l, Departmental Regulations; 10 U.S.C. 5013, Secretary

of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397

(SSN).

Purpose(s):

To provide a record on all Marine Corps military personnel for use

in management of resources, screening and selection for promotion,

training and educational programs, administration of appeals,

grievances, discipline, litigations and adjudication of claims and

determination of benefits and entitlements.

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 Coast Guard and National Guard in

the performance of their official duties relating to screening members

who have expressed a positive interest in an interservice transfer,

enlistment, appointment or acceptance.

To agents of the Secret Service in connection with matters under

the jurisdiction of that agency upon presentation of credentials.

To private organizations under government contract to perform

random analytical research into specific aspects of military personnel

management and administrative procedures.

To officials and employees of the American Red Cross and Navy

Relief Society in the performance of their duties. Access will be

limited to those portions of the member's record required to

effectively assist the member.

To officials and employees of the Sergeant at Arms of the U.S.

House of Representatives in the performance of official duties related

to the verification of Marine Corps service of Members of Congress.

Access will be limited to those portions of the member's record

required to verify service time, active and reserve.

To 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.

To officials and employees of the Department of Veterans Affairs,

Department of Health and Human Services, 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 Marine Corps.

To officials and employees of the Department of Veterans Affairs in

the performance of their official duties relating to approved research

projects.

To officials and employees of other Departments and Agencies of the

Executive Branch of government, upon request, in performance of their

official duties related to the management, supervision, and

administration of members and former members of the Marine Corps.

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

Corp'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 on paper in file folders, magnetic megastorage

and on microfiche.

Retrievability:

The records at Headquarters, U.S. Marine Corps (all active and

reserve officer records, all temporary disability retired records, all

active and organized reserve and Fleet Marine Corps Reserve enlisted

records of personnel joined/transferred to these components subsequent

to June 30, 1974, all former Commandants, all living retired officers

(who served in General Officer grade, records of all personnel

separated/retired four months or less) are retrieved by full name and

Social Security Number. Except for OQR's and SRB's of participating

members, all other categories of Marine Corps military

[[Page 25305]]

personnel records are maintained at the National Personnel Records

Center, St. Louis, MO. Those retired to St. Louis prior to January 1,

1964 and/or those with military service numbers (MSN) below 1800000 are

retrieved by MSN and full name. All other Marine Corps records retired

to St. Louis, MO are accessed by MSN and/or Social Security Number and

are retrieved by an assigned registry number.

Safeguards:

Restricted access to building and all areas where data is

maintained. Records are maintained in areas accessible only by

authorized personnel who have been properly screened, cleared, and

trained.

Retention and disposal:

Records are permanent. Records maintained at Headquarters, U.S.

Marine Corps are transferred to the National Personnel Records Center,

9700 Page Avenue, St. Louis, MO 63132-5100, one year after separation,

placement on the Permanent Disability Retired List, retirement,

retirement from Fleet Marine Corps Reserve, death of an officer who

served in General Officer grade and former Marines no longer considered

of newsworthy status.

System manager(s) and address:

Commandant of the Marine Corps (Code MMSB), Headquarters, U.S.

Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5030.

Notification procedure:

Individuals seeking to determine whether this system of records

contains information about themselves should address written inquiries

to the Commandant of the Marine Corps (Code MMSB), Headquarters, U.S.

Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5030 (for active

duty members); or to the Director, National Personnel Records Center,

9700 Page Avenue, St. Louis, MO 63132-5100 (for separated members).

Individuals seeking to determine information about their OQR/SRB

records maintained by their respective commanding officer should

address written inquiries to the command concerned. U.S. Marine Corps

official mailing addresses are incorporated into Department of the

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

compilation of record system notices.

Written requests should contain the full name, Social Security

Number, and signature of the requester.

Record access procedures:

Individuals seeking access to records about themselves contained in

this system of records should address written requests to the

Commandant of the Marine Corps (Code MMSB), Headquarters, U.S. Marine

Corps, 2008 Elliot Road, Quantico, VA 22134-5030 (for active duty

personnel); to the respective commanding officer of the command

concerned for OQR/SRB; or to the Director, National Personnel Records

Center, 9700 Page Avenue, St. Louis, MO 63132-5100 (for separated

members).

Written requests should include the full name, Social Security

Number, and signature of the requester.

The individual may visit any of the above activities for review of

records. Proof of identification may consist of an individual's active,

reserve or retired identification card, Armed Forces Report of Transfer

or Discharge (DD Form 214), discharge certificate, driver's license, or

other data sufficient to insure that the individual is the subject of

the record.

Contesting record procedures:

The U.S. Marine Corps rules for contesting contents and appealing

initial agency determinations are published in Secretary of the Navy

Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may

be obtained from the system manager.

Record source categories:

Staff agencies and subdivisions of Headquarters, U.S. Marine Corps;

Marine Corps commands and organizations; other agencies of federal,

state, and local government; medical reports; correspondence from

financial and other commercial enterprises; correspondence and records

of educational institutions; correspondence of private citizens

addressed directly to the Marine Corps or via the U.S. Congress and

other agencies; investigations to determine suitability for enlistment,

security clearances, and special assignments; investigations related to

disciplinary proceedings; and the individual of the record.

Exemptions claimed for the system:

None.

MMN00019

System name:

Drug/Alcohol Abuse Reporting Program (February 22, 1993, 58 FR

10630).

Changes:

* * * * *

Routine uses of records maintained in the system, including categories

of users and the purpose of such uses:

Delete paragraphs five and seven.

* * * * *

MMN00019

System name:

Drug/Alcohol Abuse Reporting Program.

System location:

Primary System - Headquarters, U.S. Marine Corps, Washington, DC

20380-1775.

Decentralized Segments - Navy Drug Rehabilitation Centers, Navy and

Marine Corps Counseling and Assistance Centers, Navy Regional Medical

Centers, Navy Alcohol Rehabilitation Drydocks, Naval Health Research

Center, Navy Correction Centers and local activities to which an

individual is assigned. U.S. Marine Corps official mailing addresses

are incorporated into the Department of the Navy's address directory,

published as an appendix to the Navy's compilation of systems of

records notices.

Categories of individuals covered by the system:

All military personnel who have been tested for, identified,

evaluated, apprehended, or rehabilitated for drug or alcohol abuse or

who have been granted drug abuse exemption; or who are seeking

assistance in drug or alcohol abuse programs.

All military personnel who have been granted drug abuse exemption.

All military personnel who are seeking assistance in drug or

alcohol abuse programs.

Categories of records in the system:

Drug abuse identification/rehabilitation statistical reports,

alcohol abuse identification/ rehabilitation statistical reports, grant

of drug exemption report, request for disposition on drug dependent

personnel, grant of exemption/rehabilitation case file to include

medical evaluations, counselor evaluations, monthly progress reports,

alcoholism education roster, and such correspondence or messages sent

or sent by the system manager pertaining to the individual concerned.

Urinalysis specimen control register and military police drug/alcohol

related offense reports.

Authority for maintenance of the system:

Title V, Pub.L. 92-129; Section 413, Pub.L. 92-255.

[[Page 25306]]

Purpose(s):

To provide a record of all individuals participating in drug/

alcohol abuse programs for use by Marine Corps Officials in the

management of such programs.

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:

Records of identity, diagnosis, prognosis, or treatment of any

client/patient, maintained in connection with the performance of any

alcohol or drug abuse prevention and treatment function conducted,

regulated, or directly or indirectly assisted by any department or

agency of the United States, shall, except as provided therein, be

confidential and disclosed only for the purposes and under the

circumstances expressly authorized in 42 U.S.C. 290dd-2. These statutes

take precedence over the Privacy Act of 1974, in regard to

accessibility of such records except to the individual to whom the

record pertains.

Within the Armed Forces or within those components of the

Department of Veterans Affairs furnishing health care to veterans or

between such components and the Armed Forces.

To medical personnel outside the Armed Forces to the extent

necessary to meet a bona fide medical emergency.

To qualified personnel for the purpose of conducting scientific

research, management or financial audits, or program evaluation, but

such personnel may not identify, directly or indirectly, any individual

patient in any report of such research, audit or evaluation, or

otherwise disclose identities in any manner.

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

Corp'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:

File folders, card files, punched cards, magnetic tapes.

Retrievability:

Name, Social Security Number, case number. When names and Social

Security Numbers are removed, data is aggregated for use in research,

management information, and planning.

Safeguards:

Records are maintained in areas accessible only to authorized

personnel who are properly screened, cleared, and trained.

Retention and disposal:

Paper files are maintained for two years, then destroyed. Records

stored on magnetic tapes are maintained indefinitely.

System manager(s) and address:

Commandant of the Marine Corps (Code MRT), Headquarters, U.S.

Marine Corps, Washington, DC 20380-1775.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commandant of the Marine Corps (Code MRT), Headquarters, U.S.

Marine Corps, Washington, DC 20380-1775.

Requests must contain full name, Social Security Number, military

status, address and signature of requester. (Those inquiring about

records at Confinement Centers must have their signature notarized, if

not confined at time of request.) Individuals may visit the Commandant

of the Marine Corps, (Code MHH), located in the Clarendon Building,

Arlington, VA, for assistance with records at that location;

individuals may also visit local activities concerned. U.S. Marine

Corps official mailing addresses are incorporated into the Department

of the Navy's address directory, published as an appendix to the Navy's

compilation of systems of records notices. Individuals must provide

proof of identification such as military identification card, driver's

license, or other picture-bearing identification.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commandant of the Marine Corps (Code MRT), Headquarters, U.S. Marine