[Federal Register Volume 62, Number 161 (Wednesday, August 20, 1997)]
[Notices]
[Pages 44261-44264]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-21973]


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DEPARTMENT OF DEFENSE

Department of the Army


Privacy Act of 1974; Systems of Records

AGENCY: Department of the Army, DOD.
ACTION: Notice to alter systems of records.

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SUMMARY: The Department of the Army is proposing to alter two existing 
systems of records notices in its existing inventory of record systems 
subject to the Privacy Act of 1974, (5 U.S.C. 552a), as amended. The 
alterations consist of adding a routine use to each system of records.
DATES: This proposed action will be effective without further notice on 
September 19, 1997, unless comments are received which result in a 
contrary determination.
ADDRESSES: Privacy Act Officer, Records Management Program Division, 
U.S. Army 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 August 7, 1997, to 
the House Committee on Government Reform and Oversight, the Senate 
Committee on Governmental Affairs,

[[Page 44262]]

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). The specific changes 
to the record systems being altered are set forth below followed by the 
notices, as altered, published in their entirety.
    Dated: August 14, 1997.

L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
AAFES 0702.23

System name:
    Dishonored Check Files (August 9, 1996, 61 FR 41586).

Changes:
* * * * *

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add a new paragraph `To a private contractor for the purpose of 
collection services to recover moneys owed to the U.S. Government.'
* * * * *
AAFES 0702.23

System name:
    Dishonored Check Files.

System location:
    Headquarters, Army and Air Force Exchange Service, 3911 S. Walton 
Walker Boulevard, Dallas, TX 75236-1598;
    Army and Air Force Exchange Service-Europe, Europe Accounting 
Support Office, CMR 429, APO AE 09054;
    Army and Air Force Exchange Service-Pacific Rim, Accounting Support 
Center, Unit 35163, APO AP 96378-5163; and
    Post and base exchanges within the AAFES system. Official mailing 
addresses are published as an appendix to the Army's compilation of 
systems of records notices.

Categories of individuals covered by the system:
    Individuals who have negotiated dishonored checks at Army and Air 
Force Exchange Service (AAFES) facilities and whose check cashing 
privilege is under review by the General Counsel.

Categories of records in the system:
    Individual's name, Social Security Number, indebtedness, collection 
efforts, and relevant documentation.

Authority for maintenance of the system:
    10 U.S.C. 3013 and 8013; Federal Claims Collection Act of 1966 (Pub 
L. 89-508), as amended; Debt Collection Act of 1982 (Pub L. 97-365), as 
amended by the Debt Collection Improvement Act of 1996 (Pub.L. 104-134, 
section 31001); Army Regulation 215-5, Nonappropriated Funds Accounting 
Policy and Reporting Procedures; AR 60-20/AFR 147-14, Army and Air 
Force Exchange Service Operating Policies; and E.O. 9397 (SSN).

Purpose(s):
    To collect dishonored check indebtedness.

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 a private contractor for the purpose of collection services to 
recover moneys owed to the U.S. Government.
    The `Blanket Routine Uses' set forth at the beginning of the Army's 
compilation of systems of records notices apply to this system.

Disclosures to consumer reporting agencies:
    Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this 
system to `consumer reporting agencies' as defined in the Fair Credit 
Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act 
of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to 
aid in the collection of outstanding debts owed to the Federal 
government; typically to provide an incentive for debtors to repay 
delinquent Federal government debts by making these debts part of their 
credit records.
    The disclosure is limited to information necessary to establish the 
identity of the individual, including name, address, and taxpayer 
identification number (Social Security Number); the amount, status, and 
history of the claim; and the agency or program under which the claim 
arose for the sole purpose of allowing the consumer reporting agency to 
prepare a commercial credit report.

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

Retrievability:
    By surname and Social Security Number of the individual responsible 
for dishonored check.

Safeguards:
    Records are maintained in buildings having security guard and are 
accessed only by personnel having official need therefor who are 
properly screened, cleared and trained.

Retention and disposal:
    Records are retained by the Office of the General Counsel until 
indebtedness has been satisfied, determined to be uncollectible, or 
additional administrative action is required. Upon completion, records 
are transferred to the Accounts Receivable Division (FA-O/R) and 
maintained with appropriate check cashing privilege records and 
destroyed after 10 years.

System manager(s) and address:
    Commander, Army and Air Force Exchange Service, 3911 S. Walton 
Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Commander, Army and Air Force Exchange Service, ATTN: General 
Counsel, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.
    Individual should provide their full name, Social Security Number, 
current address and telephone number, latest correspondence from AAFES 
if available, and signature.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Commander, Army and Air Force Exchange Service, ATTN: General Counsel, 
3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.
    Individual should provide their full name, Social Security Number, 
current address and telephone number, latest correspondence from AAFES 
if available, and signature.

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, his/her employer, law enforcement 
investigative

[[Page 44263]]

agencies, banking facilities, consumer reporting agencies, and sources 
that furnish information regarding individual's credit.

Exemptions claimed for the system:
    None.
AAFES 0702.34

System name:
    Accounts Receivable Files (August 9, 1996, 61 FR 41587).

Changes:
* * * * *

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add a new paragraph `To the Department of the Treasury, Financial 
Management Service, for the purpose of collecting delinquent debts owed 
to the U.S. Government via administrative offset.'
* * * * *
AAFES 0702.34

System name:
    Accounts Receivable Files.

System location:
    Headquarters, Army and Air Force Exchange Service, 3911 S. Walton 
Walker Boulevard, Dallas, TX 75236-1598;
    Army and Air Force Exchange Service-Europe, Europe Accounting 
Support Office, CMR 429, APO AE 09054;
    Army and Air Force Exchange Service-Pacific Rim, Accounting Support 
Center, Unit 35163, APO AP 96378-5163; and
    Post and base exchanges within the Army and Air Force Exchange 
Service (AAFES) system. Official mailing addresses are published as an 
appendix to the Army's compilation of systems of records notices.

Categories of individuals covered by the system:
    Army and Air Force Exchange Service customers (military, retirees, 
civilian, and civilian dependents).

Categories of records in the system:
    Case files relating to debts owed by individuals, including 
dishonored checks, deferred payment plans, home layaway, salary/travel 
advances, pecuniary liability claims and credit cards. These files 
include all correspondence to the debtor/his or her commander, notices 
from banks concerning indebtedness, originals or copies of returned 
checks, envelopes showing attempts to contact the debtor, payment 
documentation, pay adjustment authorizations, deferred payment plan 
applications, charges and statements or accounts, and home layaway 
cards.

Authority for maintenance of the system:
    10 U.S.C. 3013 and 8013; Federal Claims Collection Act of 1966 
(Pub.L. 89-508, as amended); Debt Collection Act of 1982 (Pub.L. 97-
365), as amended by the Debt Collection Improvement Act of 1996 (Pub.L. 
104-134, section 31001); Army Regulation 215 5, Nonappropriated Funds 
Accounting Policy and Reporting Procedures; AR 60-20/AFR 147-14, Army 
and Air Force Exchange Service Operating Policies; and E.O. 9397 (SSN).

Purpose(s):
    To process, monitor, and post audit accounts receivable, to 
administer the Federal Claims Collection Act, and to answer inquiries 
pertaining thereto.
    To collect indebtedness.

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 U.S. Department of Justice/U.S. Attorneys for legal action 
and/or final disposition of the debt claim.
    To the Internal Revenue Service (IRS) to obtain locator status for 
delinquent accounts receivables (controls exist to preclude 
redisclosure of solicited IRS address data; and/or to report write-off 
amounts as taxable income as pertains to amounts compromised and 
accounts barred from litigation due to age).
    To private collection agencies for collection action when the 
internal collection efforts have been exhausted.
    To the Department of the Treasury, Financial Management Service, 
for the purpose of collecting delinquent debts owed to the U.S. 
Government via administrative offset.
    The `Blanket Routine Uses' that appear at the beginning of the 
Army's compilation of systems of records notices apply to this system.

Disclosure to consumer reporting agencies:
    Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this 
system to `consumer reporting agencies' as defined in the Fair Credit 
Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act 
of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to 
aid in the collection of outstanding debts owed to the Federal 
government; typically to provide an incentive for debtors to repay 
delinquent Federal government debts by making these debts part of their 
credit records.
    The disclosure is limited to information necessary to establish the 
identity of the individual, including name, address, and taxpayer 
identification number (Social Security Number); the amount, status, and 
history of the claim; and the agency or program under which the claim 
arose for the sole purpose of allowing the consumer reporting agency to 
prepare a commercial credit report.

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

Retrievability:
    Retrieved by customer's surname or Social Security Number.

Safeguards:
    Records are maintained in areas accessible only by authorized 
personnel within AAFES-FA-O/R.

Retention and disposal:
    Records are retained in current files until close of fiscal year in 
which receivable is cleared. At year end, files are stored for 10 years 
and subsequently destroyed by shredding.

System manager(s) and address:
    Commander, Army and Air Force Exchange Service, 3911 S. Walton 
Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to the Commander, Army and Air Force Exchange Service, ATTN: Chief, 
Accounts Receivable Division, Comptroller Division, 3911 S. Walton 
Walker Boulevard, Dallas, TX 75236-1598.
    Individuals should provide full name, Social Security Number, or 
other acceptable identifying information that will facilitate locating 
the records.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system of records should address written inquiries to 
the Commander, Army and Air Force Exchange Service, ATTN: Chief, 
Accounts Receivable

[[Page 44264]]

Division, Comptroller Division, 3911 S. Walton Walker Boulevard, 
Dallas, TX 75236-1598.
    Individuals should provide full name, Social Security Number, or 
other acceptable identifying information that will facilitate locating 
the records.

Contesting record procedures:
    The Army's rules for accessing records and for contesting contents 
and appealing initial agency determinations are published in Army 
Regulation 340-21; 32 CFR part 505; or may be obtained from the system 
manager.

Record source categories:
    From the customer and from correspondence between AAFES and 
Vendors.

Exemptions claimed for the system:
    None.
[FR Doc. 97-21973 Filed 8-19-97; 8:45 am]
BILLING CODE 5000-04-F