Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE

Department of the Army

Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DoD.

ACTION: Notice to amend a system of records.

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SUMMARY: The Department of the Army is amending a system of records

notice in its existing inventory of record systems subject to the

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

DATES: This proposed action will be effective without further notice on

July 29, 1999, unless comments are received which result in a contrary

determination.

ADDRESSES: Privacy Act Officer, Records Management Program Division,

Army Records Management and Declassification Agency, ATTN: TAPC-PDD-RP,

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 system being amended are set

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

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: June 22, 1999.

L.M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

A0680-31a TAPC

System name:

Officer Personnel Management Information System (OPMIS) (May 11,

1998, 63 FR 25840).

Changes:

* * * * *

System location:

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

Command, ATTN: TAPC-OPD-S, Information Management Officer, 200 Stovall

Street, Alexandria, VA 22332-0414.'

* * * * *

A0680-31a TAPC

System name:

Officer Personnel Management Information System (OPMIS).

System location:

Commander, U.S. Total Army Personnel Command, ATTN: TAPC-OPD-S,

Information Management Officer, 200 Stovall Street, Alexandria, VA

22332-0414.

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, telephone numbers, facsimile numbers,

email 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

[[Page 34792]]

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 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, ATTN: TAPC-OPD-S,

Information Management Officer, 200 Stovall Street, Alexandria, VA

22332-0414.

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, ATTN: TAPC-OPD-S,

Information Management Officer, 200 Stovall Street, Alexandria, VA

22332-0414.

[[Page 34793]]

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, ATTN: TAPC-OPD-S,

Information Management Officer, 200 Stovall Street, Alexandria, VA

22332-0414.

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, civilian Educational Institutions, Army

records and reports, other Federal, state, and local agencies and

departments.

Exemptions claimed for the system:

None.

[FR Doc. 99-16440 Filed 6-28-99; 8:45 am]

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