# Privacy Act of 1974; Systems of Records

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URL: https://www.frixlaw.com/law-library/documents/fr%3A99-19804

## Record

- **Collection:** Federal Register
- **Document type:** Notice
- **Published:** August 3, 1999
- **Citation:** 64 FR 42101

## Text

DEPARTMENT OF DEFENSE

Defense Logistics Agency

Privacy Act of 1974; Systems of Records

AGENCY: Defense Logistics Agency, DoD.
ACTION: Notice to alter systems of records.

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SUMMARY: The Defense Logistics Agency proposes to alter three 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: This action will be effective without further notice on
September 2, 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 notices for
systems of records 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 systems reports, as required by 5 U.S.C. 552a(r) of
the Privacy Act of 1974, as amended, were submitted on July 21, 1999,
to the House Committee on Government Reform, the Senate Committee on
Governmental Affairs, and the Office of Management and Budget (OMB)
pursuant to paragraph 4c of Appendix I to OMB Circular No. A-130,
`Federal Agency Responsibilities for Maintaining Records About
Individuals,' dated February 8, 1996 (February 20, 1996, 61 FR 6427).
Dated: July 28, 1999.

L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S322.11 DMDC

System name:
Federal Creditor Agency Debt Collection Data Base (June 25, 1996,
61 FR 32779).

Changes:
* * * * *

System location:
Delete entry and replace with `Primary location: Naval Postgraduate
School Computer Center, Naval

[[Page 42102]]

Postgraduate School, Monterey, CA 93943-5000.
Back-up Location: Defense Manpower Data Center, DoD Center, 400
Gigling Road, Seaside, CA 93955-6771.'

Categories of individuals covered by the system:
In the second sentence, after `and retirees' insert `and postal
workers covered by the civil service retirement system'.
* * * * *

Safeguards:
Delete entry and replace with `Computerized records are maintained
in a controlled area accessible only to authorized personnel. Entry to
these areas is restricted by the use of locks, guards, and
administrative procedures. Access to personal information is limited to
those who require the records in the performance of their official
duties. Access to personal information is further restricted by the use
of passwords which are changed periodically.'
* * * * *
S322.11 DMDC

System name:
Federal Creditor Agency Debt Collection Data Base.

System location:
Primary location: Primary location: Naval Postgraduate School
Computer Center, Naval Postgraduate School, Monterey, CA 93943-5000.
Backup location: Defense Manpower Data Center, DoD Center, 400
Gigling Road, Seaside, CA 93955-6771.

Categories of individuals covered by the system:
Department of Defense officers and enlisted personnel, members of
reserve and guard components, retired military personnel. All Federal-
wide civilian employees and retirees and postal workers covered by the
civil service retirement system. Individuals identified by Federal
creditor agencies as delinquent in repayment of debts owed to the U.S.
Government.

Categories of records in the system:
Name, Social Security Number, debt principal amount, interest and
penalty amount, if any, debt reason, debt status, demographic
information such as grade or rank, sex, date of birth, duty and home
address, and various dates identifying the status changes occurring in
the debt collection process.

Authority for maintenance of the system:
Debt Collection Act of 1982 (Pub.L. 97-365), as amended by the
Debt Collection Improvement Act of 1996 (Pub.L. 104-134); 5 U.S.C. 5514
`Installment Deduction of Indebtedness'; 31 U.S.C. 3711, 'Collection
and Compromise'; 31 U.S.C. 3716, `Administrative Offset'; 10 U.S.C.
136; 4 CFR 101.1-105.5,`Federal Claims Collection Standards'; 5 CFR
550.1101-1108 `Collection by Offset from Indebted Government
Employees'; `Guidelines on the Relationship Between the Privacy Act of
1974 and the Debt Collection Act of 1982', March 30, 1983 (48 FR 15556,
April, 1983); the Interagency Agreement for Federal Salary Offset
Initiative (Office of Management and Budget, Department of the
Treasury, Office of Personnel Management and the Department of Defense,
April 1987); and Office of Management and Budget Guidelines (54 FR
52818, June 19, 1989) interpreting the provisions of the Privacy Act (5
U.S.C. 552a) pertaining to computer matching.

Purpose(s):
The primary purpose for the establishment of this system of records
is to maintain a computer data base permitting computer matching in
compliance with the Privacy Act of 1974 (5 U.S.C. 552a) as amended, to
assist and implement debt collection efforts by Federal creditor
agencies under the Debt Collection Act of 1982 to identify and locate
individual debtors.
To increase the efficiency of U.S. Government-wide efforts to
collect debts owed the U.S. Government.
To provide a centralized Federal data bank for computer matching of
Federal employment records with delinquent debt records furnished by
Federal creditor agencies under an Interagency agreement sponsored and
monitored by the Department of the Treasury and the Office of
Management and Budget.
To identify and locate employees or beneficiaries who are receiving
Federal salaries or other benefit payments and indebted to the creditor
agency in order to recoup the debt either through voluntary repayment
or by administrative or salary offset procedures established by law.

Routine uses of records maintained in the system, including categories
of users and the purpose 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:
Individual's name, Social Security Number, Federal agency or
military service, category of employees, Federal salary or benefit
payments, record of debts and current work or home address and any
other appropriate demographic data to a Federal creditor agency for the
purpose of contacting the debtor to obtain voluntary repayment and, if
necessary, to initiate any administrative or salary offset measures to
recover the debt.
To the Office of Finance of the U.S. House of Representatives and
the Disbursing Office of the U.S. Senate, records of individual
indebtedness from this system of records consisting of individual name,
Social Security Number and amount, to be used to identify House and
Senate members and their employees indebted to the Federal government
for the purpose of collecting the debts.
The `Blanket Routine Uses' set forth at the beginning of the DLA
compilation of record system notices do not apply to this record
system.

Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored on magnetic computer tape.

Retrievability:
Records are retrieved by social security number and name from a
computerized index.

Safeguards:
Computerized records are maintained in a controlled area accessible
only to authorized personnel. Entry to these areas is restricted by the
use of locks, guards, and administrative procedures. Access to personal
information is limited to those who require the records in the
performance of their official duties. Access to personal information is
further restricted by the use of passwords which are changed
periodically.

Retention and disposal:
Records are erased within six months after each match cycle.

System manager(s) and address:
Deputy Director, Defense Manpower Data Center, DoD Center Monterey
Bay, 400 Gigling Road, Seaside, CA 93955-6771.

Notification procedures:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the Privacy Act Officer, Defense Logistics Agency,
ATTN: CAAR, 8725 John J.

[[Page 42103]]

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

Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records 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, current address and telephone number of the
individual requesting information.

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:
Federal creditor agencies, the Office of Personnel Management and
DoD personnel and finance centers.

Exemptions claimed for the system:
None.
S330.50 DLA-KS

System name:
Official Personnel Files for Non-Appropriated Fund Employees
(February 22, 1993, 58 FR 10854).

Changes:
System identifier:
Delete `DLA-KS' and replace with `CAH'.
* * * * *

System location:
Delete first paragraph and replace with `Defense Logistics Agency
Human Resources Operations Center, 3990 East Broad Street, Columbus, OH
43213-0919.'
* * * * *

Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add to entry `To Federal, State, or local agencies that verify
eligibility for, administer, or adjudicate claims pertaining to
retirement, insurance, unemployment, health benefits, occupational
injury, and similar entitlement programs.
To public and private organizations for nominating, considering, or
selecting employees for awards and honors or to publicize employee
recognition programs.
To the Equal Employment Opportunity Commission (EEOC) for
investigating alleged or possible discrimination practices or to
fulfill other functions vested in the EEOC.
To the Federal Labor Relations Authority (FLRA) for investigating
and resolving allegations of unfair labor practices, or to fulfill
other functions vested in the FLRA.'
* * * * *
S330.50 CAH

System name:
Official Personnel Files for Non-Appropriated Fund Employees.

System location:
Defense Logistics Agency Human Resources Operations Center, 3990
East Broad Street, Columbus, OH 43213-0919.
Some of the information contained in this system may be duplicated
for maintenance at a location closer to the employee's work site (e.g.,
in an administrative office or supervisor's work folder) and still be
covered by this system notice.

Categories of individuals covered by the system:
All employees of non-appropriated fund (NAF) instrumentalities of
DLA and former employees of such activities.

Categories of records in the system:
Files contain identifying information such as name, date of birth,
home address, social security number, home telephone, work experience,
educational level, and specialized training. Files will also contain
information pertaining to the selection and appointment of NAF
employees, along with separation, classification, training, adverse or
disciplinary actions, and similar employment-related information.

Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations and 302 and E.O. 9397 (SSN).

Purpose(s):
The files provide the basic source of factual data about a person's
NAF employment. The information is collected and maintained to provide
personnel services to the employee and to provide personnel and
supervisory officials with information on which to base decisions on
employee rights, benefits, eligibility and 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 information may be disclosed to government and private vendor
training facilities and educational institutions in support of training
requirements; to health and life insurance carriers for enrollment
purposes; and to Federal, state, local, and professional licensing
boards concerning the issuance, retention, or revocation of licenses or
certificates.
To Federal, State, or local agencies that verify eligibility for,
administer, or adjudicate claims pertaining to retirement, insurance,
unemployment, health benefits, occupational injury, and similar
entitlement programs.
To public and private organizations for nominating, considering, or
selecting employees for awards and honors or to publicize employee
recognition programs.
To the Equal Employment Opportunity Commission (EEOC)for
investigating alleged or possible discrimination practices or to
fulfill other functions vested in the EEOC.
To the Federal Labor Relations Authority (FLRA) for investigating
and resolving allegations of unfair labor practices, or to fulfill
other functions vested in the FLRA.
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 for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in paper and computerized form.

Retrievability:
Records are retrieved by name or Social Security Number.

Safeguards:
Records are maintained in areas accessible only to DLA personnel
who must have access to perform their duties. The computer files are
password protected with access restricted to authorized users.

Retention and disposal:
Folders are maintained for the duration of the employee's
employment. They are retired to the National

[[Page 42104]]

Personnel Records Center (Civilian Personnel Records), 111 Winnebago
Street, St. Louis, MO 63118, 30 days after separation except that files
on off-duty military personnel are destroyed 2 years after termination
of employment and files on non-U.S. citizens residing outside of CONUS,
Alaska, Hawaii, but working within CONUS, Alaska, and Hawaii are
destroyed 3 years after separation.

System manager(s) and address:
Executive Director, Human Resources, Defense Logistics Agency, 8725
John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.

Notification procedures:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
inquiries to the to the Privacy Act Officer, Defense Logistics Agency
Human Resources Operations Center, 3990 East Broad Street, Columbus, OH
43213-0919.
Inquiry should contain requester's full name, Social Security
Number, and location of organization and physical location where
employed.

Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records should address inquiries to the to
the Privacy Act Officer, Defense Logistics Agency Human Resources
Operations Center, 3990 East Broad Street, Columbus, OH 43213-0919.
Inquiry should contain requester's full name, Social Security
Number, and location of organization and physical location where
employed.
For personal visits employee should be able to provide some
acceptable identification such as driver's license or employee
identification badge.

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:
Information contained in the folder is obtained from the record
subject, the employee's previous employer, educational institutions,
trade associations, references and others who would have knowledge of
the employee's skills or employment characteristics and papers
originating with the activity during the employee's work history.

Exemptions claimed for the system:
None.
S335.01 DLA-KW

System name:
Training and Employee Development Record System (February 22, 1993,
58 FR 10854).

Changes:
System identifier:
Delete `DLA-KS' and replace with `CAH'.
* * * * *

Categories of individuals covered by the system:
Delete entry and replace with `Defense Logistics Agency (DLA)
employees and individuals receiving training funded or sponsored by
DLA. Department of Defense military personnel and non-appropriated fund
personnel may be included in the system at some DLA locations.'

Categories of records in the system:
Delete entry and replace with `Name; Social Security Number; date
of birth, home address; occupational series, grade, and supervisory
status; registration and training data, including application or
nomination documents, pre-and post-test results, student progress data,
start and completion dates, course descriptions, funding sources and
costs, student goals, long- and short-term training needs, and related
data. The files may contain employee agreements and details on
personnel actions taken with respect to individuals receiving
apprentice or on-the-job training. Where training is required for
professional licenses, certification, or recertification, the file may
include proficiency data in one or more skill areas.'
* * * * *

Purpose(s):
Delete entry and replace with `Information is used to manage and
administer training and development programs; to screen and select
candidates for training; and for reporting and costing purposes.'

Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Replace paragraphs 2 through 9 with `To the Department of Veterans
Affairs for inspecting, surveying, auditing, or evaluating apprentice
or on-the-job training programs.
To the Department of Labor for inspecting, surveying, auditing, or
evaluating apprentice training programs and other programs under its
jurisdiction.
To Federal and state safety and environmental agencies to determine
compliance with training certification requirements.
To public and private sector educational, training, and
conferencing entities for participant enrollment, tracking, and
evaluation purposes.
To Federal agencies for screening and selecting candidates for
training or developmental programs sponsored by the agency.
To Federal oversight agencies for investigating, reviewing,
resolving, negotiating, settling, or hearing complaints, grievances, or
other matters under its cognizance.'
* * * * *

Record source categories:
Delete entry and replace with `Information is obtained from the
record subject, current and past supervisors, personnel offices,
educational and training facilities, and licensing or certifying
entities.'
* * * * *
S335.01 CAH

System name:
Training and Employee Development Record System.

System location:
Headquarters Defense Logistics Agency, 8725 John J. Kingman Road,
Suite 2533, Fort Belvoir, VA 22060-6221; Defense Logistics Agency Human
Resources Operations Center, 3990 East Broad Street, Columbus, OH
43213-0919; and the Defense Logistics Agency Primary Level Field
Activities (PLFAs). Official mailing addresses are published as an
appendix to DLA's compilation of systems of records notices.

Categories of individuals covered by the system:
Defense Logistics Agency (DLA) employees and individuals receiving
training funded or sponsored by DLA. Department of Defense military
personnel and non-appropriated fund personnel may be included in the
system at some DLA locations.

Categories of records in the system:
Name; Social Security Number; date of birth, home address;
occupational series, grade, and supervisory status; registration and
training data, including application or nomination documents, pre-and
post-test results, student progress data, start and completion

[[Page 42105]]

dates, course descriptions, funding sources and costs, student goals,
long- and short-term training needs, and related data. The files may
contain employee agreements and details on personnel actions taken with
respect to individuals receiving apprentice or on-the-job training.
Where training is required for professional licenses, certification, or
recertification, the file may include proficiency data in one or more
skill areas.

Authority for maintenance of the system:
5 U.S.C. 4103, Establishment of training programs; 5 U.S.C. 4115,
Collection of Training Information; 5 U.S.C. 4118, Regulations; and
E.O. 9397 (SSN).

Purpose(s):
Information is used to manage and administer training and
development programs; to screen and select candidates for training; and
for reporting and costing purposes.

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 Veterans Affairs for inspecting, surveying,
auditing, or evaluating apprentice or on-the-job training programs.
To the Department of Labor for inspecting, surveying, auditing, or
evaluating apprentice training programs and other programs under its
jurisdiction.
To Federal and state safety and environmental agencies to determine
compliance with training certification requirements.
To public and private sector educational, training, and
conferencing entities for participant enrollment, tracking, and
evaluation purposes.
To Federal agencies for screening and selecting candidates for
training or developmental programs sponsored by the agency.
To Federal oversight agencies for investigating, reviewing,
resolving, negotiating, settling, or hearing complaints, grievances, or
other matters under its cognizance.
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 for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in paper and electronic form.

Retrievability:
Automated records are retrieved by Social Security Number and name,
or by one, or a combination of data elements contained in the program
master files. Manual records are retrieved by employee last name, by
course control information, or by training program title.

Safeguards:
Records are maintained in areas accessible only to DLA personnel
who must use the records to perform their duties. The computer files
are password protected with access restricted to authorized users.
Records are secured in locked or guarded buildings, locked offices, or
locked cabinets during nonduty hours.

Retention and disposal:
Training files are destroyed when 5 years old or when superseded,
whichever is sooner; development program records are destroyed 1 year
after employee has completed the program.

System manager(s) and address:
Executive Director, Civilian Personnel, Headquarters Defense
Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir,
VA 22060-6221; Director, Defense Logistics Agency Human Resources
Operations Center, 3990 East Broad Street, Columbus, OH 43213-0919; and
the Human Resources Customer Support Units of the Defense Logistics
Agency PLFAs. Official mailing addresses are published as an appendix
to DLA's compilation of systems of records notices.

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, 8725
John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221; to the
Privacy Act Officer, Defense Logistics Agency Human Resources
Operations Center, 3990 East Broad Street, Columbus, OH 43213-0919; or
to the Privacy Act Officer of the Defense Logistics Agency PLFA
involved. Official mailing addresses are published as an appendix to
DLA'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
Privacy Act Officer, Headquarters Defense Logistics Agency, 8725 John
J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221; to the
Privacy Act Officer, Defense Logistics Agency Human Resources
Operations Center, 3990 East Broad Street, Columbus, OH 43213-0919; or
to the Privacy Act Officer of the Defense Logistics Agency PLFA
involved. Official mailing addresses are published as an appendix to
DLA's compilation of systems of records notices.
Individuals should provide name and Social Security Number.

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:
Information is obtained from the record subject, current and past
supervisors, personnel offices, educational and training facilities,
and licensing or certifying entities.

Exemptions claimed for the system:
None.
[FR Doc. 99-19804 Filed 8-02-99; 8:45 am]
BILLING CODE 5001-10-F

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Source: Frix Law Library, https://www.frixlaw.com/law-library/documents/fr%3A99-19804. Public record. Not legal advice.