[Federal Register Volume 62, Number 224 (Thursday, November 20, 1997)]
[Notices]
[Pages 62003-62018]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-30419]


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DEPARTMENT OF DEFENSE

Defense Contract Audit Agency


Privacy Act of 1974; Systems of Records

AGENCY: Defense Contract Audit Agency
ACTION: Notice to Amend Record Systems

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SUMMARY: The Defense Contract Audit Agency is amending and deleting

[[Page 62004]]

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: The amendments will be effective on December 22, 1997 unless 
comments are received that would result in a contrary determination. 
The deletions will be effective on November 20, 1997.
ADDRESSES: Send comments to Defense Contract Audit Agency, Information 
and Privacy Advisor, CMR, 8725 John J. Kingman Road, Suite 2135, Fort 
Belvoir, VA 22060-6219.
FOR FURTHER INFORMATION CONTACT: Mr. Dave Henshall at (703) 767-1005.
SUPPLEMENTARY INFORMATION: The Defense Contract Audit 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 amendments are not within the purview of subsection 
(r) of the Privacy Act (5 U.S.C. 552a), as amended, which would require 
the submission of a new or altered system report for each system. The 
specific changes to the record systems being amended are set forth 
below followed by the notices, as amended, published in their entirety.
    Dated: November 14, 1997.

L. M. BYNUM,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

DELETIONS
RDCAA 152.22

System name:
    Classified Information Nondisclosure Agreement (NdA) (February 22, 
1993, 58 FR 10845).
    Reason: The records in this system are covered under the 
government-wide system of records notice OPM/GOVT-1, entitled General 
Personnel Records.
RDCAA 211.11

System name:
    Drug-Free Federal Workplace Records (February 22, 1993, 58 FR 
10846).
    Reason: The records in this system are covered under the 
government-wide system of records notice OPM/GOVT-5, entitled 
Recruiting, Examining, and Placement Records.

AMENDMENTS
RDCAA 152.1

System name:
    Security Information System (SIS) (February 22, 1993, 58 FR 10840).
* * * * *

Purpose(s):
    Delete `To submit data on a regular basis to the DoD Defense 
Central Index of Investigations (DCII),'.
* * * * *
RDCAA 152.1

System name:
    Security Information System (SIS).

System location:
    Primary location: Security Office, Headquarters, Defense Contract 
Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 
22060-6219.
    Decentralized locations: Defense Contract Audit Agency (DCAA) 
Regional Security Offices. Official mailing addresses are published as 
an appendix to DCAA's compilation of systems of records notices.

Categories of individuals covered by the system:
    All DCAA employees.

Categories of records in the system:
    Records contain name, Social Security Number, date and place of 
birth, citizenship, position sensitivity, accession date, type and 
number of DCAA identification, position number, organizational 
assignment, security adjudication, clearance, eligibility, and 
investigation data.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security 
Requirements for Government Employees, as amended; E.O. 12958, 
Classified National Security Information; and E.O. 9397 (SSN).

Purpose(s):
    To provide the DCAA Security Office with a ready reference of 
security information on DCAA personnel.
    To submit data on a regular basis to the DoD Defense Central Index 
of Investigations (DCII).
    To provide the DCAA Drug Program Coordinator with a listing of 
individuals who hold security clearances for the purpose of creating 
the drug testing pool, from which individuals are randomly chosen for 
drug testing.

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 `Blanket Routine Uses' that appear at the beginning of DCAA'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 maintained in automated data systems.

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

Safeguards:
    Automated records are protected by restricted access procedures. 
Records are accessible only to authorized personnel who are properly 
cleared and trained and who require access in connection with their 
official duties.

Retention and disposal:
    Records are retained in the active file until an employee separates 
from the agency. At that time, records are moved to the inactive file, 
retained for two years, and then deleted from the system. Hard copy 
listings and tapes produced by this system are destroyed by burning.

System manager(s) and address:
    Security Officer, Headquarters, Defense Contract Audit Agency, 8725 
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Security Office, Headquarters, Defense Contract Audit Agency, 
8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219 or 
the Regional Security Offices whose official mailing addresses are 
published as an appendix to DCAA's compilation of systems of records 
notices.
    Individuals must furnish name; Social Security Number; approximate 
date of their association with DCAA; and geographic area in which 
consideration was requested for record to be located and identified.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Security Office, Headquarters, Defense Contract Audit Agency, 8725 John 
J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219 or the 
Regional Security Offices whose official mailing addresses are 
published as an appendix to DCAA's

[[Page 62005]]

compilation of systems of records notices.
    Individuals must furnish name; Social Security Number; approximate 
date of their association with DCAA; and geographic area in which 
consideration was requested for record to be located and identified.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Information, other than data obtained directly from individual 
employees, is obtained by DCAA Headquarters and Regional Office 
Personnel and Security Divisions, and Federal Agencies.

Exemptions claimed for the system:
    None.
RDCAA 152.2

System name:
    Personnel Security Data Files (January 19, 1994, 59 FR 2829).

CHANGES:
* * * * *

System location:
    In the second paragraph delete `of Personnel' and insert `Human 
Resources Management Division'.

Categories of records in the system:
    In the first paragraph, insert `(152.2)' between `One' and 
`contains'. Delete `security investigative questionnaires' between 
`applications' and `requests' and delete `investigation or' between 
`for' and `security'.
    In the second paragraph, insert `(152.3)' between `Two' and 
`contains' and insert `security investigative questionnaires and' 
between `contains' and `verification'.
    In the third paragraph, insert `(152.4)' between `Three' and 
`contains'. Delete `Federal Personnel Manual' between `in the' and `and 
in' and insert `Code of Federal Regulations'. Delete `DCAA Central 
Clearance Group to the Director, DCAA, and determination by the 
Director, DCAA' and insert `WHS/CAF adjudication authority with related 
documents, former DCAA adjudicative authority documents, and 
determinations by the Director, DCAA'.
* * * * *

Retention and disposal:
    Add paragraph `Section three is maintained after separation only if 
it contains a DCAA unfavorable personnel security determination, or a 
DCAA favorable personnel security determination, where the 
investigation or information upon which the determination was made 
included significant derogatory information of the type set forth in 
Section 2-200 and Appendix I, DCAAM 5210.1. This information shall be 
maintained for five years from the date of determination.'
* * * * *

Record source categories:
    Delete `of Personnel' and insert `Human Resources Management 
Division'.
* * * * *
RDCAA 152.2

System name:
    Personnel Security Data Files.

System location:
    Primary location: Headquarters, Defense Contract Audit Agency, 8725 
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
    Decentralized locations: Human Resources Management Division, 
Defense Contract Audit Agency; Human Resources Management Offices and 
Regional Security Officers at DCAA Regional Offices. Official mailing 
addresses are published as an appendix to DCAA's compilation of systems 
of records notices.

Categories of individuals covered by the system:
    All applicants for employment with Defense Contract Audit Agency 
(DCAA); all DCAA employees; all persons hired on a contractual basis 
by, or serving in an advisory capacity to DCAA.

Categories of records in the system:
    Section One (152.2) contains copies of individual's employment 
applications, requests for, and approval or disapproval of, emergency 
appointment authority; requests for security clearance; interim and 
final security clearance certificates.
    Section Two (152.3) contains security investigative questionnaires 
and verification of investigations conducted to determine suitability, 
eligibility or qualifications for Federal civilian employment, 
eligibility for assignment to sensitive duties, and access to 
classified information.
    Section Three (152.4) contains summaries of reports of 
investigation, internal Agency memorandums and correspondence 
furnishing analysis of results of investigations in so far as their 
relationship to the criteria set forth in the E.O. 10450, in the Code 
of Federal Regulations and in Department of Defense and DCAA Directives 
and Regulations; comments and recommendations of the WHS/CAF 
adjudication authority with related documents, former DCAA adjudicative 
authority documents, and determinations by the Director, DCAA.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; E.O. 10450, 10865, and E.O. 
12958, Classified National Security Information; and DoD Directive 
5105.36 (32 CFR part 387).

Purpose(s):
    To provide a basis for requesting appropriate investigations; to 
permit determinations on employment or retention; to authorize and 
record access to classified information.

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 `Blanket Routine Uses' that appear at the beginning of DCAA'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:
    All sections are on paper records stored in file folders.

Retrievability:
    Folders are filed by file series then by organizational element 
(DCAA Headquarters or DCAA field activities) and then alphabetically by 
last name of individual concerned.

Safeguards:
    Records are stored in locked filing cabinets after normal business 
hours. Records are accessible only to authorized personnel who are 
properly cleared and trained and who require access in connection with 
their official duties.

Retention and disposal:
    Records contained in Sections One and Two pertaining to Federal 
employees and persons furnishing services to DCAA on a contract basis 
are destroyed upon separation of employees, and upon termination of the 
contracts for contractor personnel. Records pertaining to applicants 
are

[[Page 62006]]

destroyed if an appointment to DCAA is not made.
    Records contained in Section Three are maintained after separation 
only if it contains a DCAA unfavorable personnel security 
determination, or a DCAA favorable personnel security determination, 
where the investigation or information upon which the determination was 
made included significant derogatory information of the type set forth 
in Section 2-200 and Appendix I, DCAAM 5210.1. This information shall 
be maintained for five years from the date of determination.

System manager(s) and address:
    Security Officer, Headquarters, Defense Contract Audit Agency, 8725 
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this record system should address written 
inquiries to the Records Administrator, Defense Contract Audit Agency, 
8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system should address written inquiries to the Records 
Administrator, Defense Contract Audit Agency, 8725 John J. Kingman 
Road, Suite 2135, Fort Belvoir, VA 22060-6219.
    Written requests for information should contain the full name of 
the individual, current address and telephone number and current 
business address.
    Acceptable identification, that is, driver's license or employing 
offices' identification card. Visits are limited to those offices 
(Headquarters and Regional offices) listed in the official mailing 
addresses published as an appendix to DCAA's compilation of record 
system notices.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Security Officer and the Director of Human Resources Management 
Division at Headquarters, DCAA; Chiefs of Human Resources Management 
Divisions, Regional Security Officers, Chiefs of Field Audit Offices at 
the DCAA Regional Offices and the individual concerned.

Exemptions claimed for the system:
    None.
RDCAA 152.5

System name:
    Notification of Security Determinations (February 22, 1993, 58 FR 
10842).

CHANGES:
* * * * *

Authority for maintenance of the system:
    Delete `10 U.S.C. 133 and 50 U.S.C. 781'.
* * * * *
RDCAA 152.5

System name:
    Notification of Security Determinations.

System location:
    Primary System: Regional Security Offices, Defense Contract Audit 
Agency Regional Office and Security Control Offices, Defense Contract 
Audit Institute, 4075 Park Avenue, Memphis, TN 38111-7492. Official 
mailing addresses are published as an appendix to DCAA's compilation of 
systems of records notices.

Categories of individuals covered by the system:
    Defense Contract Audit Agency (DCAA) personnel and applicants for 
DCAA employment on whom specific security or suitability action must be 
taken.

Categories of records in the system:
    Records may contain a summary of pertinent security or suitability 
information; the results of security determinations approved by the 
Director, DCAA; and directed or recommended actions to be taken at DCAA 
Regional Office, Field Audit Office or Defense Contract Audit Institute 
(DCAI) level.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; E.O. 10450, 10865, and E.O. 
12958, Classified National Security Information.

Purpose(s):
    To permit required actions of a suitability or security nature to 
be taken by appropriate DCAA officials.

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 `Blanket Routine Uses' that appear at the beginning of DCAA'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:
    Paper records in file folders.

Retrievability:
    Folders are filed by organizational element, then alphabetically by 
name of person concerned.

Safeguards:
    Records are accessible only to authorized personnel who are 
properly cleared and trained and who require access in connection with 
their official duties. Records are stored in locked filing cabinets 
after normal business hours.

Retention and disposal:
    Destruction is directed individually in each case upon completion 
of final security or suitability actions or automatically upon 
nonappointment of applicants or separation of employees, whichever is 
earlier.

System manager(s) and address:
    Security Officer, Headquarters, Defense Contract Audit Agency, 8725 
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Records Administrator, Defense Contract Audit Agency, 8725 John 
J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system should address written inquiries to Records Administrator, 
Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, 
Fort Belvoir, VA 22060-6219.
    Written requests for information should contain the full name of 
the individual, current address and telephone number, and current 
business address.
    Personal visits are limited to those offices (Headquarters and 6 
regional offices) listed in the appendix to the

[[Page 62007]]

agency's compilation of record system notices. For personal visits, the 
individual should be able to provide some acceptable identification, 
that is driver's license or employing office's identification card.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Results of investigations received from Federal agencies and 
recommendations for action from appropriate DCAA Headquarters staff 
elements.

Exemptions claimed for the system:
    None.
RDCAA 152.6

System name:
    Regional and DCAI Security Clearance Request Files (January 19, 
1994, 59 FR 2830).

CHANGES:
* * * * *

Authority for maintenance of the system:
    Delete `10 U.S.C. 133 and 50 U.S.C. 781'.
* * * * *
RDCAA 152.6

System name:
    Regional and DCAI Security Clearance Request Files

System location:
    Primary System: Security Officers of Defense Contract Audit Agency 
Regional Offices and Security Control Officers, Defense Contract Audit 
Institute. Official mailing addresses are published as an appendix to 
DCAA's compilation of systems of records notices.
    Decentralized Segment: Security Officer, Headquarters, Defense 
Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort 
Belvoir, VA 22060-6219.

Categories of individuals covered by the system:
    All applicants for employment with Defense Contract Audit Agency 
(DCAA); all DCAA employees; all persons hired on a contractual basis 
by, or serving in an advisory capacity to DCAA.

Categories of records in the system:
    Files contain personnel security data forms submitted by employees 
and applicants required in the processing of security investigations; 
requests for various types of security clearance actions; and requests 
for and approvals/disapprovals of appointments to sensitive positions.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; E.O. 10450, 10865, and E.O. 
12958, Classified National Security Information; and DoD Directive 
5105.36 (32 CFR part 387).

Purpose(s):
    To prepare necessary paperwork and documentation upon which to base 
requests to Headquarters, DCAA for appointments to sensitive positions, 
requests for security investigations, for security clearance and to 
retain support documents pending approval of appointment and/or 
granting clearance.

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 `Blanket Routine Uses' that appear at the beginning of the 
DCAA'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:
    Paper records in file folders.

Retrievability:
    Filed alphabetically by last name of individual concerned.

Safeguards:
    Records are accessible only to those authorized personnel required 
to prepare, review, process, and type necessary documents. Records are 
stored in locked filing cabinets after normal business hours and are 
stored in locked rooms and buildings after normal business hours.

Retention and disposal:
    These are transitory files at DCAA Regional Offices and DCAI level 
and are maintained only during processing and pending final action on 
requests. Upon receipt of final action taken on request, files are 
destroyed.
    Segments of the system held by the Security Officer, DCAA are 
destroyed upon separation of the employee or after non-appointment of 
an applicant.

System manager(s) and address:
    Security Officer, Headquarters, Defense Contract Audit Agency, 8725 
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
    Regional Security Officers, DCAA and Security Control Officers, 
Defense Contract Audit Institute. Official mailing addresses are 
published as an appendix to DCAA'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 Records Administrator, Defense Contract Audit Agency, 8725 John 
J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Records Administrator, Defense Contract Audit Agency, 8725 John J. 
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
    The request should contain the full name of the individual, current 
address and telephone number, and current business address.
    Personal visits may be made but are limited to those offices 
(Headquarters and 6 Regional Offices) listed in DCAA's official mailing 
addresses published as an appendix to DCAA's compilation of record 
system notices. In personal visits, the individual should be able to 
provide acceptable identification, that is, driver's license or 
employing offices' identification card.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Chiefs of Personnel Divisions and Regional Security Officers at the 
DCAA Regional Offices; the Manager, Defense Contract Audit Institute 
and the individual concerned.

Exemptions claimed for the system:
    None.
RDCAA 152.7

System name:
    Clearance Certification (January 19, 1994, 59 FR 2831).

CHANGES:
* * * * *

[[Page 62008]]

System location:
    In the second paragraph entitled Decentralized Segment, delete `of 
Personnel' and insert `Human Resources Management Division'.
* * * * *
RDCAA 152.7

System name:
    Clearance Certification.

System location:
    Primary location: Regional Security Officers at Defense Contract 
Audit Agency (DCAA) Regional Offices; Security Control Officers at DCAA 
Field Audit Offices; Field Detachment and Defense Contract Audit 
Institute (DCAI). Official mailing addresses are published as an 
appendix to DCAA's compilation of systems of records notices.
    Decentralized locations: Security Officer and Director of Human 
Resources Management Division at Headquarters, DCAA and Chiefs of Human 
Resources Management Offices at DCAA Regional Offices. Official mailing 
addresses are published as an appendix to DCAA's compilation of systems 
of records notices.

Categories of individuals covered by the system:
    All DCAA personnel employed by the Agency.

Categories of records in the system:
    Files contain interim and final security clearance and eligibility 
certificates attesting to type of investigation conducted and degree of 
access to classified information which is authorized copies, of 
security acknowledgement certificates supervisor suitability/security 
statements and special access briefing statements executed by 
individuals upon being granted security clearances or access to special 
access information.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; E.O. 10450, 10865, and E.O. 
12958, Classified National Security Information; and DoD Directive 
5105.36 (32 CFR part 387).

Purpose(s):
    To maintain a record of the security clearance and eligibility 
status of all DCAA personnel as well as certification of briefings for 
access to classified information and special access information.
    To DoD contractors to furnish notice of security clearance and 
access authorization of DCAA employees.

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 `Blanket Routine Uses' that appear at the beginning of the 
DCAA'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:
    Paper records in file folders.

Retrievability:
    Retrieved by last name of individual concerned.

Safeguards:
    Records are stored in locked filing cabinets after normal business 
hours and stored in locked rooms or buildings. Records are accessible 
only to those authorized personnel required to act upon a request for 
access to classified defense information.

Retention and disposal:
    Files pertaining to Federal employees and persons furnishing 
services to DCAA on a contract basis are destroyed upon separation or 
transfer of employees and upon termination of contractor personnel.
    Files of individuals transferring within DCAA are transferred to 
security control office of gaining element for maintenance.

System manager(s) and address:
    Security Officer, Headquarters, Defense Contract Audit Agency, 8725 
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219 and 
Regional Security Officers in DCAA Regional Offices. Official mailing 
addresses are published as an appendix to DCAA's compilation of systems 
of records notices.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this record system should address written 
inquiries to the Records Administrator, Defense Contract Audit Agency, 
8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this record system should address written inquiries to the Records 
Administrator, Defense Contract Audit Agency, 8725 John J. Kingman 
Road, Suite 2135, Fort Belvoir, VA 22060-6219.
    The request should contain the full name of the individual, current 
address and telephone number, and current business address.
    Personal visits may be made but are limited to those offices 
(Headquarters and Regional Offices) listed in DCAA's official mailing 
addresses published as an appendix to DCAA's compilation of systems of 
records notices. In personal visits, the individual should be able to 
provide acceptable identification, that is, driver's license or 
employing offices' identification card.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Chiefs of Human Resources Management Offices and Regional Security 
Officers at the DCAA Regional Offices; Chiefs of DCAA Field Audit 
Offices; the Manager, Defense Contract Audit Institute and the 
individual.

Exemptions claimed for the system:
    None.
RDCAA 152.17

System name:
    Security Status Master List (January 19, 1994, 59 FR 2832).

CHANGES:
* * * * *

Record source categories:
    Replace `of Personnel' with `Human Resources Management Division'.
* * * * *
RDCAA 152.17

System name:
    Security Status Master List.

System location:
    Headquarters, Defense Contact Audit Agency, 8725 John J. Kingman 
Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Categories of individuals covered by the system:
    All employees of DCAA; all persons hired on a contractual basis by 
or serving in an advisory capacity to DCAA.

[[Page 62009]]

Categories of records in the system:
    Record contains type of investigation, date completed, file number, 
agency which conducted investigation, security clearance data 
information, name, Social Security Number, date and place of birth, 
organizational assignment, dates interim and final clearance issued, 
position sensitivity and related data.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; E.O. 10450, 10865, and E.O. 
12958, Classified National Security Information; and DoD Directive 
5105.36 (32 CFR part 387).

Purpose(s):
    To maintain a ready reference of security clearances on DCAA 
personnel, to include investigative data and position sensitivity.
    To provide security clearance data to DoD contractors and other 
Federal agencies on DCAA employees assigned to or visiting a contractor 
facility or visiting or applying for employment with another Federal 
agency.

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 `Blanket Routine Uses' that appear at the beginning of DCAA'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:
    Stored in a card file.

Retrievability:
    Cards are filed alphabetically by last name of individual concerned 
for all DCAA regional personnel. Separate file maintained 
alphabetically by last name of individual concerned for DCAA 
Headquarters elements.

Safeguards:
    Cards are accessible only to those authorized personnel required to 
prepare, process, and type necessary documents; and answer authorized 
inquiries for information contained therein. Cards are stored in locked 
filing cabinets after normal business hours and are stored in a locked 
room and building which is protected by a guard force system after 
normal business hours.

Retention and disposal:
    These cards are destroyed two years after an individual is 
separated from DCAA.

System manager(s) and address:
    Security Officer, Headquarters, Defense Contract Audit Agency, 8725 
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Records Administrator, Defense Contract Audit Agency, 8725 John 
J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Records Administrator, Defense Contract Audit Agency, 8725 John J. 
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
    Written requests for information should contain the full name of 
the individual, current address and telephone number, and current 
business address.
    Personal visits are limited to the Headquarters listed in the 
appendix to DCAA's compilation of systems of records notices. For 
personal visits, the individual should be able to provide some 
acceptable identification, that is driver's license or employing 
office's identification card.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Security Officer, Headquarters, DCAA; Director of Human Resources 
Management Division, Headquarters, DCAA; Chiefs of Human Resources 
Management Offices, DCAA Regional offices; Regional Security Officers, 
DCAA Regional Offices; Manager, DCAI; the individual concerned; and 
reports of investigation conducted by Federal investigative agencies.

Exemptions claimed for the system:
    None.
RDCAA 160.5

System name:
    Travel Orders (February 22, 1993, 58 FR 10845).

CHANGES:
* * * * *

Authority for maintenance of the system:
    Delete `10 U.S.C. 133' and add `5 U.S.C. 301, Departmental 
Regulations'.
* * * * *
RDCAA 160.5

System name:
    Travel Orders.

System location:
    Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman 
Road, Suite 2135, Fort Belvoir, VA 22060-6219; DCAA Regional Offices; 
and field audit offices, whose addresses may be obtained from their 
cognizant regional office. Official mailing addresses are published as 
an appendix to the DCAA's compilation of systems of records notices.

Categories of individuals covered by the system:
    Any DCAA employee who performs official travel.

Categories of records in the system:
    File contains individual's orders directing or authorizing official 
travel to include approval for transportation of automobiles, documents 
relating to dependents travel, bills of lading, vouchers, contracts, 
and any other documents pertinent to the individual's official travel.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 5 U.S.C., Chapter 57; and 
DoD Directive 5105.36 (32 CFR part 387).

Purpose(s):
    To document all entitlements, authorizations, and paperwork 
associated with an employee's official travel.

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 `Blanket Routine Uses' that appear at the beginning of DCAA'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:
    Paper records in file folders.

[[Page 62010]]

Retrievability:
    By fiscal year and alphabetically by surname. May be filed in 
numerical sequence by travel order number.

Safeguards:
    Under control of office staff during duty hours. Building and/or 
office locked and/or guarded during nonduty hours.

Retention and disposal:
    Records are destroyed after 4 years.

System manager(s) and address:
    Assistant Director, Resources, Headquarters, Defense Contract Audit 
Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-
6219; Regional Directors, DCAA; and Chiefs of Field Audit Offices, 
whose addresses may be obtained from their cognizant regional office. 
Official mailing addresses are published as an appendix to DCAA'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 Records Administrator, Defense Contract Audit Agency, 8725 John 
J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Records Administrator, Defense Contract Audit Agency, 8725 John J. 
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
    The request should contain the full name of the individual, current 
address and telephone number, and current business address.
    Personal visits may be made to those offices listed in DCAA's 
official mailing addresses published as an appendix to DCAA's 
compilation of systems of records notices. In personal visits, the 
individual should be able to provide acceptable identification, that 
is, driver's license or employing offices' identification card.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Administrative offices; personnel offices; servicing payroll 
offices; employee.

Exemptions claimed for the system:
    None.
RDCAA 201.01

System name:
    Individual Access Files (February 22, 1993, 58 FR 10846).
* * * * *

System manager(s) and address:
    Delete `Personnel and Security Division' and insert `Human 
Resources Management Division'.

Notification procedure:
    Delete `Personnel and Security Division' and insert `Human 
Resources Management Division'.

Record access procedures:
    Delete `Personnel and Security Division' and insert `Human 
Resources Management Division'.
* * * * *
RDCAA 201.01

System name:
    Individual Access Files.

System location:
    Headquarters, Defense Contract Audit Agency, Human Resources 
Management Division, 8725 John J. Kingman Road, Suite 2135, Fort 
Belvoir, VA 22060-6219.

Categories of individuals covered by the system:
    DCAA personnel, contractor employees, and individuals granted or 
denied access to DCAA activities.

Categories of records in the system:
    Documents relating to the request for authorization, issue, 
receipt, surrender, withdrawal and accountability pertaining to 
identification cards, to include application forms, photographs, and 
related papers.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; DoD Directives 5200.8 and 
5105.36 which assign to the Director, DCAA the responsibility for 
protection of property and facilities under his control.

Purpose(s):
    Information is maintained and used to adequately control access to 
and movement on DCAA activities.

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 `Blanket Routine Uses' that appear at the beginning of the 
DCAA'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:
    Paper records in file folders, application cards, and index cards.

Retrievability:
    Retrieved alphabetically by name.

Safeguards:
    Records are maintained in areas accessible only to authorized DCAA 
personnel.

Retention and disposal:
    Records are destroyed one year after termination or transfer of 
person granted access, except that individual identification cards and 
photographs will be destroyed upon revocation, expiration or 
cancellation.

System manager(s) and address:
    Headquarters, Defense Contract Audit Agency, Human Resources 
Management Division, 8725 John J. Kingman Road, Suite 2135, Fort 
Belvoir, VA 22060-6219.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Headquarters, Defense Contract Audit Agency, Human Resources 
Management Division, 8725 John J. Kingman Road, Suite 2135, Fort 
Belvoir, VA 22060-6219.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Headquarters, Defense Contract Audit Agency, Human Resources Management 
Division, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 
22060-6219.
    Written requests for information should contain the full name, 
current address and telephone numbers of the individual. For personal 
visits, the individual should be able to provide some acceptable 
identification, that is, driver's license, employing office 
identification card, and give some verbal information that could be 
verified with the file.

[[Page 62011]]

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Individuals applying for identification cards and security 
personnel.

Exemptions claimed for the system:
    None.
RDCAA 240.3

System name:
    Legal Opinions (February 22, 1993, 58 FR 10847).

CHANGES:
* * * * *

Categories of individuals covered by the system:
    Delete `problems' between `personnel' and `that' and insert 
`issues'.
* * * * *
RDCAA 240.3

System name:
    Legal Opinions.

System location:
    Office of Counsel, Headquarters, Defense Contact Audits Agency, 
8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Categories of individuals covered by the system:
    Any DCAA employee who files a complaint, with regard to personnel 
issues, that requires a legal opinion for resolution.

Categories of records in the system:
    Fraud files contain interoffice memorandums, citations used in 
determining legal opinion, in some cases copies of investigations 
(FBI), copies of Agency determinations.
    EEO files contain initial appeal, copies of interoffice 
memorandums, testimony at EEO hearings, copy of Agency determinations. 
Citations used in determining legal opinions.
    Grievance files contain correspondence relating to DCAA employees 
filing grievances regarding leave, removals, resignations, suspensions, 
disciplinary actions, travel, citations used in determining legal 
opinion, Agency determinations.
    MSPB Appeal files contain interoffice memorandums, citations used 
in determining the legal position, statements of witnesses, pleadings, 
briefs, MSPB decisions, notices of judicial appeals, litigation reports 
and correspondence with the Department of Justice.
    Award files contain correspondence relating to DCAA employee 
awards, suggestion evaluations, citations used for legal 
determinations, Agency determination.
    Security Violation files contain interoffice correspondence 
relating to DCAA employee security violations, citations used in 
determinations, Agency determination.

Authority for maintenance of the system:
    5 U.S.C. chapters 43, 51, and 75; 5 U.S.C. 301, Departmental 
Regulations; and the Civil Service Reform Act of 1978.

Purpose(s):
    To maintain a historical reference for matters of legal precedence 
within DCAA to ensure consistency of action and the legal sufficiency 
of personnel actions.

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 `Blanket Routine Uses' that appear at the beginning of DCAA'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:
    Paper records in file folders.

Retrievability:
    Primary filing system is by subject; within subjects, files are 
alphabetical by subject, corporation, name of individual.

Safeguards:
    Under staff supervision during duty hours; security guards are 
provided during nonduty hours.

Retention and disposal:
    These files are for permanent retention. They are retained in 
active files for five years and retired to Washington National Records 
Center.

System manager(s) and address:
    Counsel, Headquarters, Defense Contract Audit Agency, 8725 John J. 
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Records Administrator, Defense Contract Audit Agency, 8725 John 
J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Records Administrator, Defense Contract Audit Agency, 8725 John J. 
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
    Written requests for information should contain the full name of 
the individual, current address and telephone number.
    Personal visits are limited to those offices (Headquarters and 
Regional offices) listed in the appendix to the agency's compilation of 
systems of records notices. For personal visits, the individual should 
be able to provide some acceptable identification, that is driver's 
license or employing office's identification card and give some verbal 
information that could be verified with `case' folder.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Correspondence from individual's supervisor, DCAA employees, former 
employers, between DCAA staff members, and between DCAA and other 
Federal agencies.

Exemptions claimed for the system:
    None.
RDCAA 240.5

System name:
    Standards of Conduct, Conflict of Interest (February 22, 1993, 58 
FR 10848).

CHANGES:
* * * * *

Categories of individuals covered by the system:
    Add a new sentence `Any DCAA employee who has requested an ethics 
opinion regarding the propriety of future actions on their part.'

[[Page 62012]]

Categories of records in the system:
    In the first sentence, insert `or potential' between `apparent' and 
`conflict'.
* * * * *

Authority for maintenance of the system:
    Delete entry and replace with `5 U.S.C. 301, Departmental 
Regulations; 5 U.S.C. 5532; DoD 5500.7-R, Joint Ethics Regulation 
(JER); and E.O. 12731.'
* * * * *
RDCAA 240.5

System name:
    Standards of Conduct, Conflict of Interest.

System location:
    Office of Counsel, Headquarters, Defense Contract Audit Agency, 
8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Categories of individuals covered by the system:
    Any DCAA employee who has accepted gratuities from contractors or 
who has business, professional or financial interests that would 
indicate a conflict between their private interests and those related 
to their duties and responsibilities as DCAA personnel. Any DCAA 
employee who is a member or officer of an organization that is 
incompatible with their official government position, using public 
office for private gain, or affecting adversely the confidence of the 
public in the integrity of the Government. Any DCAA employee who has 
requested an ethics opinion regarding the propriety of future actions 
on their part.

Categories of records in the system:
    Office of Counsel-Files contain documents and background material 
on any apparent or potential conflict of interest or acceptance of 
gratuities by DCAA personnel. Correspondence may involve interoffice 
memorandums, correspondence between former DCAA employees and 
Headquarters staff members, citations used in legal determinations and 
Agency determinations.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; DoD 5500.7-R, Joint Ethics 
Regulation (JER); and E.O. 12731.

Purpose(s):
    To provide a historical reference file of cases that are of 
precedential value to ensure equality of treatment of individuals in 
like circumstances.

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 `Blanket Routine Uses' that appear at the beginning of DCAA'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:
    Paper records in file folders.

Retrievability:
    Primary filing system is by subject, within subject, files are 
alphabetical by subject, corporation, name of individual.

Safeguards:
    Under staff supervision during duty hours; buildings have security 
guards during nonduty hours.

Retention and disposal:
    These files are for permanent retention. They are retained in 
active files for five years and then retired to Washington National 
Records Center.

System manager(s) and address:
    Counsel, Headquarters, Defense Contract Audit Agency, 8725 John J. 
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Records Administrator, Defense Contract Audit Agency, 8725 John 
J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Records Administrator, Defense Contract Audit Agency, 8725 John J. 
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
    The request should contain the full name of the individual, current 
address and telephone number.
    Personal visits may be made to the above address. In personal 
visits, the individual should be able to provide acceptable 
identification, that is, driver's license or employing offices' 
identification card, and give some verbal information that can be 
verified with `case' folder.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Correspondence from individual's supervisor, DCAA employees, former 
employees, between DCAA staff members, and between DCAA and other 
Federal agencies.

Exemptions claimed for the system:
    None.
RDCAA 358.3

System name:
    Grievance and Appeal Files (August 9, 1993, 58 FR 42303).

CHANGES:
* * * * *

System location:
    Delete `personnel' and insert `Human Resources Management'.
* * * * *

Safeguards:
    Delete `personnel' and insert `Human Resources Management' in the 
first and second sentences.
* * * * *

System manager(s) and address:
    In the first sentence, delete `personnel' and insert `Human 
Resources Management'.

Notification procedure:
    In the first sentence of the first paragraph, delete `personnel' 
and insert `Human Resources Management'. In the first sentence of the 
third paragraph, delete `personnel' and insert `Human Resources 
Management'.

Record access procedure:
    In the first sentence of the third paragraph, delete `personnel' 
and insert `Human Resources Management'.
* * * * *
RDCAA 358.3

System name:
    Grievance and Appeal Files.

System location:
    Grievant's servicing Human Resources Management Offices in 
Headquarters or DCAA Regional Offices. Official mailing addresses are 
published as an appendix

[[Page 62013]]

to DCAA's compilation of systems of records notices.

Categories of individuals covered by the system:
    Employees or former employees who have filed formal grievances that 
may be adjudicated under either Chapter 58, DCAA Personnel Manual or a 
negotiated grievance procedure.

Categories of records in the system:
    The written grievance; assignment of examiner; or selection of an 
arbitrator or referee; statements of witnesses; written summary of 
interviews; written summary of group meetings; transcript of hearing if 
one held; correspondence relating to the grievance and conduct of the 
inquiry; exhibits; evidence; transmittal; memorandums and letters; 
decision.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations and DoD Directive 5105.36 
(32 CFR part 387).

Purpose(s):
    To record the grievance, the nature and scope of inquiry into the 
matter being grieved, and the treatment accorded the matter by 
management.

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 arbitrators, referees, or other third party hearing officers 
selected by management and/or the parties to the grievance to serve as 
fact finders or deciders of the matter grieved.
    The `Blanket Routine Uses' that appear at the beginning of DCAA'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:
    Paper records in file folders.

Retrievability:
    Grievance files are filed by subject matter, contract clause, or by 
name alphabetically.

Safeguards:
    During nonduty hours the Human Resources Management Office and/or 
filing cabinet is locked. Grievance files are under the control of the 
Human Resources Management Office staff during duty hours.

Retention and disposal:
    Files are destroyed four years after the grievance has been decided 
or after the transfer or separation of the employee.

System manager(s) and address:
    Each servicing Human Resources Management Officer in Headquarters 
or DCAA Regional Offices. Official mailing addresses are published as 
an appendix to DCAA'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 Human Resources Management Office in the region in which the 
grievance originated. Official mailing addresses are published as an 
appendix to the agency's compilation of systems of records notices.
    Written requests should contain individual's full name, current 
address, telephone number and office of assignment.
    Individuals may visit the Human Resources Management Office of the 
region in which the grievance was filed/originated. For personal 
visits, individual must furnish positive identification.

Record access procedures:
    Individuals may obtain information on access to records by 
communicating in writing or personally with the servicing Human 
Resources Management Officer in DCAA Headquarters or DCAA Regional 
Offices. Official mailing addresses are published as an appendix to 
DCAA's compilation of systems of records notices.
    The request should contain the full name of the individual, current 
address and telephone number.
    Personal visits may be made to the servicing Human Resources 
Management Officer in Headquarters or DCAA Regional Offices or the 
system manager. Official mailing addresses are published as an appendix 
to the agency's compilation of systems of records notices.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    The grievant; witnesses; exhibits furnished in evidence by grievant 
and witnesses; grievance examiner; and persons interviewed by the 
grievance examiner; deciding official arbitrator, referee, or other 
third party fact finder or decider.

Exemptions claimed for the system:
    None.
RDCAA 367.5

System name:
    Employee Assistance Program (EAP) Counseling Records (February 22, 
1993, 58 FR 10849).

CHANGES:
* * * * *

System manager(s) and address:
    Replace `Personnel and Security Division' with `Human Resources 
Management Division'.

Notification procedure:
    Replace `Personnel and Security Division' with `Human Resources 
Management Division'.

Record access procedure:
    Replace `Personnel and Security Division' with `Human Resources 
Management Division'.
* * * * *
RDCAA 367.5

System name:
    Employee Assistance Program (EAP) Counseling Records.

System location:
    Human Resources Management Division, Headquarters, Defense Contract 
Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 
22060-6219.
    DCAA regional servicing Human Resources Management Offices; and 
offices of EAP contractors who perform employee assistance and 
counseling services. Official mailing addresses are published as an 
appendix to DCAA's compilation of systems of records notices.

Categories of individuals covered by the system:
    DCAA Federal employees assigned to DCAA activities who are referred 
by management for, or voluntarily request, employee assistance 
counseling, referral, and rehabilitation.

Categories of records in the system:
    Records relating to patients which are generated in the course of 
professional counselling, e.g., records on the patient's condition, 
status, progress and prognosis of personal, emotional, alcohol or drug 
dependency problems,

[[Page 62014]]

including admitted or urinalysis-detected illegal drug abuse.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 7301 and 7904; 42 
U.S.C. 290dd-2; Pub. L. 100-71; E.O. 12564; and E.O. 9397 (SSN).

Purpose(s):
    The system is established to maintain records relating to the 
counselor's observations concerning patient's condition, current 
status, progress, prognosis and other relevant treatment information 
regarding patients in an employee assistance treatment program 
facility.

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:
    Substance abuse records in this system may not be disclosed without 
prior written consent of such patient, unless the disclosure would be:
    (a) To medical personnel to the extent necessary to meet a bona 
fide medical emergency;
    (b) To qualified personnel for the purpose of conducting scientific 
research, management audits, financial audits, or program evaluation, 
but such personnel may not identify, directly or indirectly, any 
individual patient in any report of such research, audit, or 
evaluating, or otherwise disclose patient identities in any manner; and
    (c) Authorized by an appropriate order of a court of competent 
jurisdiction granted after application showing good cause therefor.
    The results of drug testing in this system may not be disclosed 
without prior written consent of such patient, unless the disclosure 
would be pursuant to a court of competent jurisdiction where required 
by the U.S. Government to defend against any challenge against any 
adverse personnel action.
    The DCAA `Blanket Routine Uses' do not apply to this system of 
records.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained and stored in automated data systems, 
secured filing cabinets, and electronic secured files. Extracts of 
treatment records are also entered into electronic database on 
microcomputers.

Retrievability:
    Records are retrieved manually and automatically by patient's last 
name, client's case number, Social Security Number, organization, 
office symbol and counseling area offices or any other combination of 
these identifiers.

Safeguards:
    Records are stored in locked filing cabinets, and secured working 
environments. Automated records are protected by restricted access 
procedures, e.g., password-protected coding system. Access to records 
is strictly limited to Agency or contractor officials with a bona fide 
need for the records. Only individuals on a need-to-know basis and 
trained in the handling of information protected by the Privacy Act 
have access to the system. All patient records are maintained and used 
with the highest regard for patient privacy. Safeguarding procedures 
are in accordance with the Privacy Act and required in Employee 
Assistance Program contractual service agreements.

Retention and disposal:
    Patient records are destroyed three years after termination of 
counseling and then destroyed by shredding, burning, or pulping. 
Electronic records are purged of identifying data five years after 
termination of counseling. Aggregate data without personal identifiers 
is maintained for management/statistical reporting purposes until no 
longer required.

System manager(s) and address:
    Employee Assistance Program Administrator, Human Resources 
Management Division, Headquarters, Defense Contract Audit Agency, 8725 
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Employee Assistance Program Administrator, Human Resources 
Management Division, Headquarters, Defense Contract Audit Agency, 8725 
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
    Individuals must furnish the following for their records to be 
located and identified: Name, Date of Birth, Social Security Number, 
Identification Number (if known), approximate date of record, 
geographic area in which consideration was requested.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Employee Assistance Program Administrator, Human Resources Management 
Division, Headquarters, Defense Contract Audit Agency, 8725 John J. 
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
    Individuals must furnish the following for their records to be 
located and identified: Name, Date of Birth, Social Security Number, 
approximate date of record, geographic area in which consideration was 
requested.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    The patient to whom the records pertain, Employee Assistance 
Program counselors, supervisory personnel, co-workers; other agency 
personnel, outside practitioners; or private individuals to include 
family members of the patient.

Exemptions claimed for the system:
    None.
RDCAA 371.5

System name:
    Locator Records (February 22, 1993, 58 FR 10850).

CHANGES:
* * * * *

System location:
    Replace `Personnel' with `Human Resources Management'. Replace 
`Civilian Personnel' with `Human Resources Management'.
* * * * *
RDCAA 371.5

System name:
    Locator Records.

System location:
    Human Resources Management Office, Headquarters, Defense Contract 
Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 
22060-6219 and DCAA Regional Offices. Official mailing addresses are 
published as an appendix to DCAA's compilation of systems of records 
notices.
    System is also maintained at DCAA Field Audit Offices. Addresses 
for the Field Audit Offices may be obtained from the cognizant Regional 
Office.

[[Page 62015]]

Categories of individuals covered by the system:
    All civilian employees of DCAA.

Categories of records in the system:
    Employee's name, office room number, office telephone number, 
office symbol, home address, home telephone number, date prepared, 
spouse's name.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations and DoD Directive 5105.36 
(32 CFR part 387).

Purpose(s):
    To provide a ready reference of employee home address and telephone 
number to facilitate emergency notification.

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 `Blanket Routine Uses' that appear at the beginning of DCAA'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:
    3x5 cards stored in an index card box.

Retrievability:
    Filed by name.

Safeguards:
    Under control of office staff during duty hours. Building and/or 
office locked and/or guarded during nonduty hours.

Retention and disposal:
    Retained until separation of employee, then destroyed.

System manager(s) and address:
    Human Resources Management Officer, Human Resources Management 
Office, Headquarters, Defense Contract Audit Agency, 8725 John J. 
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219 and Human 
Resources Management Officers at DCAA Regional Offices. Official 
mailing addresses are published as an appendix to the agency's 
compilation of systems of records notices.
    Manager of DCAA Field Audit Offices. Addresses for the Field Audit 
Offices may be obtained from the cognizant Regional Office.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Human Resources Management Officer, Human Resources Management 
Office, Headquarters, Defense Contract Audit Agency, 8725 John J. 
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219 and Human 
Resources Management Officers at DCAA Regional Offices. Official 
mailing addresses are published as an appendix to the agency's 
compilation of systems of records notices.
    Managers of DCAA Field Audit Offices. Addresses for the Field Audit 
Offices may be obtained from the cognizant Regional Office.
    Written requests for information must include individual's full 
name, current address, telephone number and office of assignment.
    Personal visits may be made to the offices identified above. 
Individual must furnish positive identification.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the Human 
Resources Management Officer, Human Resources Management Office, 
Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, 
Suite 2135, Fort Belvoir, VA 22060-6219 and Human Resources Management 
Officers at DCAA Regional Offices. Official mailing addresses are 
published as an appendix to DCAA's compilation of systems of records 
notices.
    Managers of DCAA Field Audit Offices. Addresses for the Field Audit 
Offices may be obtained from the cognizant Regional Office.
    Written requests for information must include individual's full 
name, current address, telephone number and office of assignment.
    Personal visits may be made to the offices identified above. 
Individual must furnish positive identification.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Employee.

Exemptions claimed for the system:
    None.
RDCAA 440.2

System name:
    Time and Attendance Reports (February 22, 1993, 58 FR 10851).

Changes:
* * * * *

Retention and disposal:
    Delete entry and replace with `These records are destroyed six 
years after the end of the pay period to which it is applicable.'
* * * * *
RDCAA 440.2

System name:
    Time and Attendance Reports.

System location:
    Primary System-Management Division, Headquarters, Defense Contract 
Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 
22060-6219.
    Decentralized Segments-DCAA Regional Offices and Field Audit 
Offices. Official mailing addresses are published as an appendix to the 
DCAA's compilation of systems of records notices.

Categories of individuals covered by the system:
    All civilian employees of the Defense Contract Audit Agency.

Categories of records in the system:
    File contains a copy of individual's time and attendance report and 
other papers necessary for the submission of time and attendance 
reports and collecting of pay from the non-DCAA payroll office.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations and 5 U.S.C., Chapter 55.

Purpose(s):
    To record the number of hours an employee works each day and the 
amount of sick and/or annual leave used. Supervisors review and certify 
accuracy of reports which are furnished to the appropriate Finance and 
Accounting office within the DoD for payroll 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:

[[Page 62016]]

    The `Blanket Routine Uses' that appear at the beginning of DCAA'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:
    Paper records in file folders.

Retrievability:
    Filed alphabetically by last name of employee.

Safeguards:
    Files are under staff supervision during duty hours; buildings are 
locked and/or guarded by security guards during non-duty hours.

Retention and disposal:
    These records are destroyed six years after the end of the pay 
period to which it is applicable.

System manager(s) and address:
    Assistant Director, Resources, Headquarters, DCAA and the Regional 
Directors, DCAA and Chiefs of Field Audit Offices. Official mailing 
addresses are published as an appendix to DCAA's compilation of systems 
of records notices.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this record system should address written 
inquiries to the Records Administrator, Defense Contract Audit Agency, 
8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Records Administrator, Defense Contract Audit Agency, 8725 John J. 
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
    Written requests for information should contain the full name, 
address, telephone number of the individual and the employee payroll 
number.
    Personal visits are limited to those offices (Headquarters and 6 
regional offices) listed in the appendix to the agency's compilation of 
systems of records notices. For personal visits, the individual should 
be able to provide some acceptable identification, that is driver's 
license or employee identification card.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Time and attendance reports are completed by the time and 
attendance clerk based on information provided by the individual 
employee.

Exemptions claimed for the system:
    None.
RDCAA 590.8

System name:
    DCAA Management Information System (FMIS/AMIS) (January 19, 1994, 
59 FR 2833).

Changes:
* * * * *

Contesting record procedures:
    Within entry change `Instruction' to `Regulation'.
* * * * *
RDCAA 590.8

System name:
    DCAA Management Information System (FMIS/AMIS).

System location:
    Primary system: Field Audit Office Management Information System 
(FMIS) is located at all DCAA Headquarters, regional and field audit 
offices. Official mailing addresses are published as an appendix to 
DCAA's compilation of systems of records notices.
    Secondary system: Agency Management Information System (AMIS) is 
located at the Naval Computer and Telecommunications Station, 
Washington, (Code N23), Washington Navy Yard, Washington, DC 20374-
1435.

Categories of individuals covered by the system:
    DCAA employees and contractors.

Categories of records in the system:
    Records relating to audit work performed in terms of hours expended 
by individual employees, dollar amounts audited, exceptions reported, 
and net savings to the government as a result of those exceptions; 
records containing contractor and contract information; records 
containing reimbursable billing information; name, Social Security 
Number, pay grade and (optionally) address information.

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

Purpose(s):
    To provide managers and supervisors with timely, on-line 
information regarding audit requirements, programs, and performance.

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 `Blanket Routine Uses' that appear at the beginning of DCAA'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 maintained in automated data systems.

Retrievability:
    Records are retrieved by organizational levels, name of employee, 
Social Security Number, office symbol, audit activity codes, or any 
other combination of these identifiers.

Safeguards:
    Automated records are protected by restricted access procedures. 
Access to records is strictly limited to authorized officials with a 
bona fide need for the records.

Retention and disposal:
    Records are retained for two to five years and then destroyed by 
erasure.

System manager(s) and address:
    Chief, Network Operations Branch, Technical Services Center, 
Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, 
Suite 2135, Fort Belvoir, VA 22060-6219.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Chief, Network Operations Branch, Technical Services Center, 
Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, 
Suite 2135, Fort Belvoir, VA 22060-6219.
    Individuals must furnish name, Social Security Number, approximate 
date of record, and geographic area in which consideration was 
requested for record to be located and identified. Official

[[Page 62017]]

mailing addresses are published as an appendix to the DCAA's 
compilation of systems notices.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the Chief, 
Network Operations Branch, Technical Services Center, Headquarters, 
Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, 
Fort Belvoir, VA 22060-6219. Official mailing addresses are published 
as an appendix to the DCAA's compilation of systems notices.
    Individuals must furnish name, Social Security Number, approximate 
date of record, and geographic area in which consideration was 
requested for record to be located and identified.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Individual employees, supervisors, audit reports and working 
papers.

Exemptions claimed for the system:
    None.
RDCAA 590.9

System name:
    DCAA Automated Personnel Inventory System (APIS) (February 22, 
1993, 58 FR 10852).

CHANGES:
* * * * *

System location:
    Replace `of Personnel' with `Human Resources Management Division'.
* * * * *
RDCAA 590.9

System name:
    DCAA Automated Personnel Inventory System (APIS) (February 22, 
1993, 58 FR 10852).

System location:
    Primary location: Office of the Director, Human Resources 
Management Division, Headquarters, Defense Contract Audit Agency, 8725 
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219, and the 
Human Resources Management Office, DCAA Regional Offices. Official 
mailing addresses are published as an appendix to the DCAA compilation 
of systems of records notices.
    Secondary location: Defense Construction Supply Center, Defense 
Electronics Supply Center, and the Defense Logistics Agency 
Administrative Support Center which maintain systems data under an 
inter-service support agreement with DCAA to provide payroll and report 
generating services.

Categories of individuals covered by the system:
    All current civilian employees of DCAA and former employees who 
were on DCAA rolls any time after January 1, 1977.

Categories of records in the system:
    Current and historical data related to positions occupied by an 
employee of DCAA such as grade, occupational series, title, 
organizational location, salary and step, competitive area and level, 
geographical location, supervisory designation, financial reporting 
requirement, and bargaining unit status.
    Current and historical data related to a DCAA employee's status and 
tenure in the Federal civil service including veterans preference, 
competitive status, service computation data, tenure group.
    Current and historical data personal to an employee of DCAA such as 
birth date, physical and mental handicap code, minority group 
identifier code, and enrollment data for life, health, and retirement 
programs.
    Current and historical education and training data on a DCAA 
employee such as educational level, professional certifications, 
training accomplishment and requirements.
    Current and historical career management data on a DCAA employee 
such as performance level indicator codes, performance evaluation 
scores, and promotion assessment scores.
    Current and historical data on awards and recognition received by 
an employee of DCAA.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; E.O. 9397 (SSN); and DoD 
Directive 5105.36 (32 CFR part 387).

Purpose(s):
    To collect, store, and retrieve information to meet personnel and 
manpower management information requirements in support of program 
operations, evaluation, and analysis.
    To satisfy external and internal reporting requirements.
    To provide information to officials of DCAA for effective personnel 
management and administration.
    To designated employees of the Defense Logistics Agency authorized 
under agreement with DCAA to maintain records necessary to provide 
payroll and report generation services.
    To designated automated data processing vendors with whom DCAA may 
contract are authorized to maintain and enhance data and computer 
operating systems necessary for DCAA personnel to process data and 
produce required outputs. Vendors neither obtain output from the system 
nor access the stored data for other than validated, approved test 
procedures.

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 `Blanket Routine Uses' that appear at the beginning of DCAA'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:
    Input paper documents are stored in file folders and/or file 
cabinets. Information converted to automated form for storage in the 
system is stored on magnetic tape and/or disks.
    Output reports on computed printout paper are stored in file 
cabinets, specialized file containers, or library shelving.
    Individual employee output reports are filed in folders retained 
within official personnel, performance, or medical records.

Retrievability:
    Information is retrieved by Social Security Number.

Safeguards:
    Access to computerized data requires knowledge and use of a series 
of system identification codes and passwords which must be entered in 
proper sequence. Access to computerized data is limited to system 
analysts and programmers authorized to support the system, individuals 
authorized to provide payroll and report generating services, and DCAA 
personnel and EEO office employees.
    Access to output reports is limited to individuals with a need-to-
know.

Retention and disposal:
    Records in the automated data base, with the exception of non-SES 
performance appraisal data, are permanent.

[[Page 62018]]

    Paper input documents and output printouts and reports, except for 
those required to be maintained in an employee's official personnel, 
performance, or medical file, are retained for reference purposes only 
until superseded or no longer required. When superseded or no longer 
required, these records will be destroyed by shredding or burning.
    Copies of records authorized to be maintained by supervisors or 
other operating officials will be destroyed one year after transfer or 
separation of employee.

System manager(s) and address:
    Director, Human Resources Management Division, Headquarters, 
Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, 
Fort Belvoir, VA 22060-6219 and the Human Resources Management Officers 
at the DCAA Regional Offices for data in their data banks. Official 
mailing addresses are published as an appendix to the DCAA compilation 
of systems of records notices.

Notification procedures:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Director, Human Resources Management Division, Headquarters, 
Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, 
Fort Belvoir, VA 22060-6219.
    For verification purposes, written request for information must 
include individual's full name, current address, telephone number and 
office of assignment.
    Personal visits may be made to the Office identified above. 
Individual must furnish positive identification.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Director, Human Resources Management Division, Headquarters, Defense 
Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort 
Belvoir, VA 22060-6219.
    For verification purposes, written requests for information must 
include individual's full name, current address, telephone number and 
office of assignment.
    Personal visits may be made to the office identified above. 
Individual must furnish positive identification.

Contesting record procedures:
    DCAA's rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DCAA 
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system 
manager.

Record source categories:
    Agency supervisors and administrative personnel, medical officials, 
previous federal employees, U.S. Office of Personnel Management. 
Applications and forms completed by the individual.

Exemptions claimed for the system:
    None.
[FR Doc. 97-30419 Filed 11-19-97; 8:45 am]
BILLING CODE 5000-04-F