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 add a system of records.

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

notice to 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

April 12, 1999, unless comments are received which result in a contrary

determination.

ADDRESSES: Privacy Act Officer, Records Management Program Division,

U.S. Total Army Personnel Command, ATTN: TAPC-PDR-P, Stop C55, Ft.

Belvoir, VA 22060-5576.

FOR FURTHER INFORMATION CONTACT: Ms. Janice Thornton at (703) 806-4390

or DSN 656-4390.

SUPPLEMENTARY INFORMATION: The Department of the Army systems of

records notices subject to the Privacy Act of 1974, (5 U.S.C. 552a), as

amended, have been published in the Federal Register and are available

from the address above.

The proposed system report, as required by 5 U.S.C. 552a(r) of the

Privacy Act of 1974, as amended, was submitted on February 16, 1999, to

the House Committee on Government Reform and Oversight, 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: February 24, 1999.

L.M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

A0037-1 MTMC

System name:

Defense Travel System (DTS).

System Location:

TRW Systems and Information Technology Group, 12900 Federal Systems

Park Drive, FPI/6133, Fairfax, VA 22033-4411.

Archived/Management Information System travel records are located

at the Defense Manpower Data Center, DoD Center, Monterey Bay, 400

Gigling Road, Seaside, CA 93955-6771.

Categories of Individuals Covered by the System:

DoD civilian personnel, military active duty personnel, Military

Reserve personnel, and Army and Air National Guard personnel; and other

individuals that travel on DoD travel orders.

Categories of Records Covered by the System:

Records located at TRW consist of the traveler's name, traveler's

initial travel arrangements, trip record number, traveler's Social

Security Number, home address, government credit card account numbers,

traveler's personal checking and/or saving account numbers, travel

itinerary, estimation of cost of trip, commitment of travel funds,

actual payment of travel funds, and supporting documentation.

Archived/Management Information System records consist of completed

trip records, record number, traveler's name, Social Security Number,

authorized arrangements and cost, reimbursement claim, the actual costs

of lodging, meals and modes of transportation used, actual arrival/

departure times, and approved payment.

Authority for Maintenance of the System:

5 U.S.C Chapter 57, Travel, Transportation, and Subsistence; 10

U.S.C. 135, Under Secretary of Defense (Comptroller); 10 U.S.C 136,

Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 3013,

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

8013, Secretary of the Air Force; DoD Directives 7000.14-R; and E.O.

9397 (SSN).

Purpose(s):

To provide a DoD-wide travel management process which will cover

all official travel, from pre-travel arrangements to post-travel

payments, to include the processing of official travel requests for DoD

personnel, and other individuals who travel pursuant to DoD travel

orders; to provide for the reimbursement of travel expenses incurred by

individuals while traveling on official business; and to create a

tracking system whereby DoD can monitor the authorization, obligation,

and payment for such travel.

To establish a repository of archived/Management Information System

(MIS) travel records which can be used to satisfy reporting

requirements; to assist in the planning, budgeting, and allocation of

resources for future DoD travel; to conduct oversight operations; to

analyze travel, budgetary, or other trends; to detect fraud and abuse;

and to respond to authorized internal and external requests for data

relating to DoD official travel and travel related services.

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 Federal and private entities providing travel services for

purposes of arranging transportation and lodging for those individuals

authorized to travel at government expense on official business.

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

The records are maintained on electronic storage media.

Retrievability:

Information is retrieved by the traveler's name and/or Social

Security Number.

Safeguards:

Computerized records that are maintained in a controlled area are

accessible only to authorized personnel. Physical entry is restricted

by the use of locks, guards, and administrative procedures. Physical

and electronic access is restricted to designated individuals having

need therefor in the performance of official duties. Password

[[Page 12292]]

control and the use of digital signatures are maintained in accordance

with industry user standards.

Retention and Disposal:

Records maintained at TRW - disposition pending (until

NARAdisposition is approved, treat as permanent).

Records maintained at DMDC - disposition pending (until NARA

disposition is approved, treat as permanent).

System Manager(s) and Address:

Project Manager, Project Management Office, Defense Travel System,

1745 Jefferson Davis Highway, Suite 100, Arlington, VA 22202-3402.

For archived/Management Information System Records: Deputy

Director, Defense Manpower Data Center, 400 Gigling Road, Seaside, CA

93955-6771.

Notification Procedure:

Individuals seeking to determine whether this system of records

contains information about themselves should address written inquiries

to Headquarters, Military Traffic Management Command, ATTN: MTIM-IP

(Privacy Act Officer), 5611 Columbia Pike, Falls Church, VA 22041-5050.

Individual should provide full name, Social Security Number, and

office or organization where assigned when trip was taken.

Record Access Procedures

Individuals seeking access to records about themselves contained in

this system of records should address written inquiries to

Headquarters, Military Traffic Management Command, ATTN: MTIM-IP

(Privacy Act Officer), 5611 Columbia Pike, Falls Church, VA 22041-5050.

Individual should provide full name, Social Security Number, and

office or organization where assigned when trip was taken.

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 individuals and related travel voucher documents.

Exemptions Claimed For the System:

None.

[FR Doc. 99-4935 Filed 3-11-99; 8:45 am]

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