[Federal Register Volume 69, Number 243 (Monday, December 20, 2004)]
[Notices]
[Pages 75936-75937]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-27701]


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DEPARTMENT OF DEFENSE

Office of the Secretary


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, DoD.

ACTION: Notice to add a system of records.

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SUMMARY: The Office of the Secretary of Defense proposes to add a 
system of records to its inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: The changes will be effective on January 19, 2005, unless 
comments are received that would result in a contrary determination.

ADDRESSES: Send comments to OSD Privacy Act Coordinator, Records 
Management Section, Washington Headquarters Services, 1155 Defense 
Pentagon, Washington, DC 20301-1155.

FOR FURTHER INFORMATION CONTACT: Ms. Juanita Irvin at (703) 601-4722, 
extension 110.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
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 December 13, 
2004, to the House Committee on Government Reforms, 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: December 14, 2004.
Jeannette Owings-Ballard,
OSD Federal Register Liaison Officer, Department of Defense.
DPR 31

System name:
    Personal Commercial Solicitation Evaluation.

System location:
    Department of Defense, Military Community and Family Policy, ATTN: 
Morale, Welfare and Recreation Policy Office, 241 18th Street, Suite 
302, Arlington, VA 22202-3424.

Categories of individuals covered by the system:
    Active duty service members and solicitors.

Categories of records in the system:
    Name of sales representative and company; appointment information; 
conduct of sale representative; active duty service member's name, home 
and work phone number, unit address and e-mail.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulation; 15 U.S.C. 1601, 
Congressional findings and declaration of purpose; and DoD Directive 
1344.7, Personal Commercial Solicitation on DoD Installations.

Purpose(s):
    The information is used to document the active duty service 
member's experience with the sales representatives. Service member 
responses ensure sales representatives conduct themselves fairly and in 
accordance with DoD Directive 1344.7. Information may be used as part 
of a case file in the event proceedings are considered necessary to 
deny or withdraw permission for the sales representative and/or the 
company to solicit on one or more military installations.

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 DoD ``Blanket Routine 
Uses'' set forth at the beginning of OSD's compilation of systems of 
records notices do not apply to this system.

[[Page 75937]]

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Paper in file folders.

Retrievability:
    Records are retrieved by the active duty service members' name and 
unit.

Safeguards:
    Records are maintained in controlled areas accessible only to 
authorized personnel with a valid requirement and authorization to 
enter. Physical entry is restricted by use of combination numbered and 
cipher locks.

Retention and disposal:
    Permanent. Cut off and retire to the Washington National Records 
Center when superseded or obsolete.

System manager(s) and address:
    Senior Program Analyst, Department of Defense, ATTN: Morale, 
Welfare and Recreation Policy Office, 241 18th Street, Suite 302, 
Arlington, VA 22202-3424.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Office of the Under Secretary of Defense (Military Community and 
Family Policy), ATTN: Morale, Welfare and Recreation Policy 
Directorate, 1745 Jefferson Davis Highway, Suite 302, Arlington, VA 
22202-3424.
    Requests should include the individual's name, phone number, and 
address.

Record access procedures:
    Individual seeking access to information about themselves should 
address written requests to the Office of the Under Secretary of 
Defense (Military Community and Family Policy), ATTN: Morale, Welfare 
and Recreation Policy Directorate, 1745 Jefferson Davis Highway, Suite 
302, Arlington, VA 22202-3424.
    Requests should include the individual's name, phone number, and 
address.

Contesting record procedures:
    The OSD rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in OSD 
Administrative Instruction 81; 32 CFR part 311; or may be obtained from 
the system manager.

Record source categories:
    Active duty service member.

Exemptions claimed for the system:
    None.
[FR Doc. 04-27701 Filed 12-17-04; 8:45 am]
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