Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE

Defense Logistics Agency

Privacy Act of 1974; System of Records

AGENCY: Defense Logistics Agency, DoD.

ACTION: Notice to amend record systems.

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SUMMARY: The Defense Logistics Agency proposes to amend two systems of

records notices in its inventory of record systems subject to the

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

DATES: The amendments will be effective on June 18, 1999, unless

comments are received that would result in a contrary determination.

ADDRESSES: Send comments to the Privacy Act Officer, Headquarters,

Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite

2533, Fort Belvior, VA 22060-6221.

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

SUPPLEMENTARY INFORMATION: The Defense Logistics Agency'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 Defense Logistics Agency proposes to amend two systems of

records notices in its inventory of record systems subject to the

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

systems of records 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 new or altered systems report. The record systems being

amended are set forth below, as amended, published in their entirety.

Dated: May 13, 1999.

L. M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

S322.01 DMDC

System name:

Defense Outreach Referral System (DORS) (February 9, 1996, 61 FR

4964).

Changes:

* * * * *

System location:

Delete entry and replace with `Primary location: Naval Postgraduate

School Computer Center, Naval Postgraduate School, Monterey, CA 93943-

5000.

Back-up location: Defense Manpower Data Center, DoD Center Monterey

Bay, 400 Gigling Road, Seaside, CA 93955-6771.'

* * * * *

Safeguards:

Delete entry and replace with `Access to data at all locations is

restricted to those who require the records in the performance of their

official duties. Access is further restricted by the use of passwords

which are changed periodically. Physical entry is restricted by the use

of locks, guards, and administrative procedures.'

* * * * *

S322.01 DMDC

System name:

Defense Outreach Referral System (DORS).

System location:

Primary location: Naval Postgraduate School Computer Center, Naval

Postgraduate School, Monterey, CA 93943-5000.

Back-up location: Defense Manpower Data Center, DoD Center Monterey

Bay, 400 Gigling Road, Seaside, CA 93955-6771.

Categories of individuals covered by the system:

Current and former Defense military and civilian personnel and

their spouses; U.S. Coast Guard personnel and their spouses; and

participating Federal department's and/or agencies' civilian employees

and their spouses who have applied to take part in this job placement

program.

Individuals covered under Pub. L. 102-484 and 103-337, who have

applied for public employment.

Categories of records in the system:

Computerized records consisting of name, Social Security Number,

correspondence address, branch of service, date of birth, separation

status, travel availability, U.S. citizenship, occupational interests,

geographic location work preferences, pay grade, rank, last unit of

assignment, educational levels, dates of military or civilian service,

language skills, flying status, security clearances, civilian and

military occupation codes, and self reported personal comments for the

purpose of providing prospective employers with a centralized system

for locating potential employees.

Authority for maintenance of the system:

10 U.S.C. 136, 1143, 1144, 2358; 31 U.S.C. 1535; Pub.L. 101-510,

102-484 and 103-337; and E.O. 9397 (SSN).

Purpose(s):

The purpose of this system is to facilitate the transition of

current and former Defense military and their spouses; U.S. Coast Guard

personnel and their spouses; and participating Federal department's

and/or agencies' civilian employees and their spouses to private

industry and public employment in the event of a downsizing of the

Department of Defense and the Federal Government.

For former military members covered under Pub. L. 102-484 and Pub.

L. 103-337, the information will be used to track the participants

public employment and to verify the participant's public employment

history for DoD and DoT retirement and pay eligibility.

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 DLA's

compilation of systems of records notices apply to this system.

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

disposing of records in the system:

Storage:

Electronic storage.

Retrievability:

Retrieved by Social Security Number or occupational or geographic

preference of the individual.

Safeguards:

Access to data at all locations is restricted to those who require

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

further restricted by the use of passwords which are changed

periodically. Physical entry is restricted by the use of locks, guards,

and administrative procedures.

Retention and disposal:

Disposition pending.

[[Page 27239]]

System manager(s) and address:

Director, Defense Manpower Data Center, 1600 Wilson Boulevard,

Suite 400, Arlington, VA 22209-2593.

Notification procedure:

Individuals seeking to determine if information about themselves is

contained in this record system should address written inquiries to the

Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J.

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

Record access procedures:

Individuals seeking access to information about themselves

contained in this record system should address written inquiries to the

Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J.

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

Written requests for information should contain the full name,

Social Security Number, date of birth, and current address and

telephone number of the individual.

For personal visits, the individual should be able to provide some

acceptable identification such as driver's license, or military or

other identification card.

Contesting record procedures:

The DLA rules for accessing records, for contesting contents and

appealing initial agency determinations are contained in DLA Regulation

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

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

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

Record source categories:

The Military Services, DoD Components, the U.S. Coast Guard,

participating Federal departments and/or agencies, and from the subject

individual via application into the program.

Exemptions claimed for the system:

None.

S322.50 DMDC

System name:

Defense Eligibility Records (September 29, 1997, 62 FR 50912).

Changes:

* * * * *

System location:

Delete entry and replace with `Primary location: Naval Postgraduate

School Computer Center, Naval Postgraduate School, Monterey, CA 93943-

5000.

Back-up location: Defense Manpower Data Center, DoD Center Monterey

Bay, 400 Gigling Road, Seaside, CA 93955-6771.'

* * * * *

Safeguards:

Delete the last sentence in the first paragraph. Delete last

paragraph.

* * * * *

S322.50 DMDC

System name:

Defense Eligibility Records.

System location:

Primary location: Naval Postgraduate School Computer Center, Naval

Postgraduate School, Monterey, CA 93943-5000.

Back-up location: Defense Manpower Data Center, DoD Center Monterey

Bay, 400 Gigling Road, Seaside, CA 93955-6771.

Categories of individuals covered by the system:

Active duty Armed Forces and reserve personnel and their family

members, retired Armed Forces personnel and their family members;

surviving family members of deceased active duty or retired personnel;

active duty and retired Coast Guard personnel and their family members;

active duty and retired Public Health Service personnel (Commissioned

Corps) and their family members; active duty and retired National

Oceanic and Atmospheric Administration employees (Commissioned Corps)

and their family members; and State Department employees employed in a

foreign country and their family members; civilian employees of the

Department of Defense; and any other individuals entitled to care under

the health care program or to other DoD benefits and privileges;

providers and potential providers of health care; and any individual

who submits a health care claim.

Categories of records in the system:

Computer files containing beneficiary's name, Service or Social

Security Number, enrollment number, relationship of beneficiary to

sponsor, residence address of beneficiary or sponsor, date of birth of

beneficiary, sex of beneficiary, branch of Service of sponsor, dates of

beginning and ending eligibility, number of family members of sponsor,

primary unit duty location of sponsor, race and ethnic origin of

beneficiary, occupation of sponsor, rank/pay grade of sponsor, index

fingerprints and photographs of beneficiaries, blood test results,

dental care eligibility codes and dental x-rays.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental Regulations; 10 U.S.C. Chapters 53, 54,

55, 58, and 75; 10 U.S.C. 136; 31 U.S.C. 3512(c); 50 U.S.C. Chapter 23

(Internal Security); DoD Directive 1341.1, Defense Enrollment/

Eligibility Reporting System; DoD Instruction 1341.2, DEERS Procedures;

and E.O. 9397 (SSN).

Purpose(s):

The purpose of the system is to provide a database for determining

eligibility to DoD entitlements and privileges; to support DoD health

care management programs; to provide identification of deceased

members; to record the issuance of DoD badges and identification cards;

and to detect fraud and abuse of the benefit programs by claimants and

providers.

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 Department of Health and Human Services; Department of

Veterans Affairs; Department of Commerce; Department of Transportation

for the conduct of health care studies, for the planning and allocation

of medical facilities and providers, for support of the DEERS

enrollment process, and to identify individuals not entitled to health

care. The data provided includes Social Security Number, name, age,

sex, residence and demographic parameters of each Department's

enrollees and family members.

To the Social Security Administration (SSA) to perform computer

data matching against the SSA Wage and Earnings Record file for the

purpose of identifying employers of Department of Defense (DoD)

beneficiaries eligible for health care. This employer data will in turn

be used to identify those employed beneficiaries who have employment-

related group health insurance, to coordinate insurance benefits

provided by DoD with those provided by the other insurance. This

information will also be used to perform computer data matching against

the SSA Master Beneficiary Record file for the purpose

[[Page 27240]]

of identifying DoD beneficiaries eligible for health care who are

enrolled in the Medicare Program, to coordinate insurance benefits

provided by DoD with those provided by Medicare.

To other Federal agencies and state, local and territorial

governments to identify fraud and abuse of the Federal agency's

programs and to identify debtors and collect debts and overpayment in

the DoD health care programs.

To each of the fifty states and the District of Columbia for the

purpose of conducting an on going computer matching program with state

Medicaid agencies to determine the extent to which state Medicaid

beneficiaries may be eligible for Uniformed Services health care

benefits, including CHAMPUS, TRICARE, and to recover Medicaid monies

from the CHAMPUS program.

To provide dental care providers assurance of treatment

eligibility.

The `Blanket Routine Uses' published at the beginning of DLA's

compilation of systems of records notices apply to this system.

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

and disposing of records in the system:

Storage:

Records are maintained on magnetic tapes and disks, and are housed

in a controlled computer media library.

Retrievability:

Records about individuals are retrieved by an algorithm which uses

name, Social Security Number, date of birth, rank, and duty location as

possible inputs. Retrievals are made on summary basis by geographic

characteristics and location and demographic characteristics.

Information about individuals will not be distinguishable in summary

retrievals. Retrievals for the purposes of generating address lists for

direct mail distribution may be made using selection criteria based on

geographic and demographic keys.

Safeguards:

Computerized records are maintained in a controlled area accessible

only to authorized personnel. Entry to these areas is restricted to

those personnel with a valid requirement and authorization to enter.

Physical entry is restricted by the use of locks, guards,

administrative procedures (e.g., fire protection regulations).

Access to personal information is restricted to those who require

the records in the performance of their official duties, and to the

individuals who are the subjects of the record or their authorized

representatives. Access to personal information is further restricted

by the use of passwords which are changed periodically.

Retention and disposal:

Disposition pending.

System manager(s) and address:

Deputy Director, Defense Manpower Data Center, DoD Center Monterey

Bay, 400 Gigling Road, Seaside, CA 93955-6771.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Privacy Act Officer, Headquarters, Defense Logistics Agency,

CAAR, 8725 John J. Kingman Road, Suite 2533 Fort Belvoir, VA 22060-

6221.

Written requests for the information should contain full name and

Social Security Number of individual and sponsor, date of birth, rank,

and duty location.

For personal visits the individual should be able to provide full

name and Social Security Number of individual and sponsor, date of

birth, rank, and duty location. Identification should be corroborated

with a driver's license or other positive identification.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Privacy Act Officer, Headquarters, Defense Logistics Agency, CAAR, 8725

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

Written requests for the information should contain full name and

Social Security Number of individual and sponsor, date of birth, rank,

and duty location.

For personal visits the individual should be able to provide full

name and Social Security Number of individual and sponsor, date of

birth, rank, and duty location. Identification should be corroborated

with a driver's license or other positive identification.

Contesting record procedures:

The DLA rules for accessing records, for contesting contents and

appealing initial agency determinations are contained in DLA Regulation

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

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

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

Record source categories:

Individuals, personnel pay, and benefit systems of the military and

civilian departments and agencies of the Defense Department, the Coast

Guard, the Public Health Service, Department of Commerce, the National

Oceanic and Atmospheric Administration, Department of Commerce, and

other Federal agencies.

Exemptions claimed for the system:

None.

[FR Doc. 99-12535 Filed 5-18-99; 8:45 am]

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