[Federal Register Volume 65, Number 232 (Friday, December 1, 2000)]
[Notices]
[Pages 75254-75256]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-30475]


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DEPARTMENT OF DEFENSE

Defense Logistics Agency


Privacy Act of 1974; Systems of Records

AGENCY: Defense Logistics Agency, DOD.

ACTION: Notice to alter a system of records.

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SUMMARY: The Defense Logistics Agency proposes to alter a system of 
records notice in its inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended. The alteration adds 
three new categories of individuals covered, a new categories of 
records being maintained, and three new routine uses.

DATES: This action will be effective without further notice on January 
2, 2001 unless comments are received that would result in a contrary 
determination.

ADDRESSES: Send comments to the Privacy Act Officer, Headquarters, 
Defense Logistics Agency, ATTN: DSS-C, 8725 John J. Kingman Road, Suite 
2533, Fort Belvior, VA 22060-6221.

FOR FURTHER INFORMATION CONTACT: Ms. Susan Salus at (703) 767-6183.

SUPPLEMENTARY INFORMATION: The Defense Logistics Agency notices for 
systems of records subject to the Privacy Act of 1974 (5 U.S.C. 552a), 
as amended, have been published in the Federal Register and are 
available from the address above.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on November 13, 2000, to 
the House Committee on Government Reform, the Senate Committee on 
Governmental Affairs, and the Office of Management and Budget (OMB) 
pursuant to paragraph 4c of Appendix I to OMB Circular No. A-130, 
``Federal Agency Responsibilities for Maintaining Records About 
Individuals,'' dated February 8, 1996 (February 20, 1996, 61 FR 6427).

    Dated: November 22, 2000.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S700.10 FO

System name:
    Travel Record (October 4, 1994, 59 FR 50579).

Changes:
* * * * *

System Identifier:
    Delete ``FO'' and replace it with ``DSS.''

System Name:
    Delete entry and replace with ``Travel Input Record.''

System Location:
    Delete the first sentence and replace with ``Records are maintained 
at HQ Defense Logistics Agency (DLA) and at the DLA Primary Level Field 
Activities (PLFAs).''

Categories of Individuals covered by the system:
    Delete entry and replace with ``All DLA military members, civilian 
employees, and dependents who perform travel, Temporary Duty (TDY) or 
Permanent Change of Station (PCS); individuals of other DoD agencies 
serviced by DLA under an interservice support agreement; and public and 
private sector individuals traveling under invitational travel 
orders.''

Categories of Records in the System:
    Delete and replace with: ``Consists of name; logon identifiers; 
Social Security Number; work and home addresses; work and home 
telephone numbers; government and personal credit card account numbers 
and expiration dates; bank name and address, and banking data such as 
bank routing number, account number, and type of account; job title; 
security clearance level; order number; travel itinerary; planned 
leave; frequent flyer data; travel preferences; and claim data. The 
files may also include details of real estate transactions and 
dependent data.''

Authority for Maintenance of the System:
    Delete entry and replace with ``Chapter 57, 5 U.S.C., Travel, 
Transportation, and Subsistence; 10 U.S.C. 133, Under Secretary of 
Defense for Acquisition and Technology; and E.O. 9397 (SSN).''

Purpose:
    Delete entry and replace with ``Records are used in administering 
the travel program, managing and tracking

[[Page 75255]]

funds, and accounting for employee status for pay and leave tracking 
purposes. Data is also used to determine that expenses relating to the 
sale or purchase of a residence for a Permanent change of Station are 
reasonable and customary for the locality of the transaction. 
Statistical data, with all personal identifiers removed, is used to 
assess trends, manage funds, and forecast future expenses.''

Routine uses of records maintained in the system, including categories 
of users and the purpose of such uses:
    Add three new paragraphs as follows: ``To banking establishments 
for the purpose of facilitating direct deposit and to confirm billing 
or expense data.
    To Federal, State, and Local government agencies for taxing, audit, 
or oversight purposes.
    To Government and private sector entities to provide for or 
facilitate transportation, lodging, relocation or related travel 
services.''
* * * * *

Safeguards:
    Delete entry and replace with ``Records are maintained in areas 
that are accessible only to individuals who must service the record in 
the performance of their official duties. Electronic records are 
password protected with access restricted to authorized users.''
* * * * *

Retention and Disposal:
    Delete entry and replace with ``Paper records are retained for 6 
years and then destroyed. Electronic records are retained on line for 
15 months and then removed to disk where they are retained for an 
additional 4 years and 9 months.''
* * * * *
* * * * *

Record Source Categories:
    Insert ``and the individual's supervisor'' after the word 
``individual.''
* * * * *
S700.10 DSS

System name:
    Travel Input Records.

System location:
    Records are maintained at HQ Defense Logistics Agency (DLA) and at 
the DLA Primary Level Field Activities (PLFAs). Official mailing 
addresses are published as an appendix to DLA's compilation of systems 
of records notices.

Categories of individuals covered by the system:
    All DLA military members, civilian employees, and dependents who 
perform travel, Temporary Duty (TDY) or Permanent Change of Station 
(PCS); individuals of other DoD agencies serviced by DLA under an 
interservice support agreement; and public and private sector 
individuals traveling under invitational travel orders.

Categories of records in the system:
    Consists of name, Social Security Number, security clearance level, 
order number, travel itinerary, claim data, and financial details of 
real estate transactions.

Authority for maintenance of the system:
    Chapter 57, 5 U.S.C., Travel, Transportation, and Subsistence; 10 
U.S.C. 133, Under Secretary of Defense for Acquisition and Technology; 
and E.O. 9397 (SSN).

Purpose(s):
    Records are used in administering the travel program, managing and 
tracking funds, and accounting for employee status for pay and leave 
tracking purposes.
    Data is also used to determine that expenses relating to the sale 
or purchase of a residence for a Permanent change of Station are 
reasonable and customary for the locality of the transaction.
    Statistical data, with all personal identifiers removed, is used to 
assess trends, manage funds, and forecast future expenses

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:
    Federal agency or private sector organization employing the 
traveler for funds control, personnel administration, or program 
management purposes.
    To banking establishments for the purpose of facilitating direct 
deposit and to confirm billing or expense data.
    To Federal, State, and Local government agencies for taxing, audit, 
or oversight purposes.
    To Government and private sector entities to provide for or 
facilitate transportation, lodging, relocation or related travel 
services.
    The DoD `Blanket Routine Uses' set forth at the beginning of DLA's 
compilation of systems of records notices apply to this record system.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained in both paper and electronic form.

Retrievability:
    By name, Social Security Number or order number.

Safeguards:
    Records are maintained in areas that are accessible only to 
individuals who must service the record in the performance of their 
official duties. Electronic records are password protected with access 
restricted to authorized users.

Retention and disposal:
    Paper records are retained for 6 years and then destroyed. 
Electronic records are retained on line for 15 months and then removed 
to disk where they are retained for an additional 4 years and 9 months.

System manager(s) and address:
    Headquarters Defense Logistics Agency Travel Coordinator, ATTN: 
DSS-B, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-
6221, and Financial Liaison Offices of the DLA PLFA's. Official mailing 
addresses are published as an appendix to DLA's compilation of systems 
of records notices.

Notification procedures:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
inquiries to the Privacy Act Officer of the DLA activity sponsoring the 
travel. Official mailing addresses are published as an appendix to 
DLA's compilation of systems of records notices.
    Individuals should provide full name and Social Security Number.
    DLA employees and military members with direct access to the on-
line database may query the database by providing their name and 
password.
    To determine if records older than 15 months are contained within 
the electronic system, individuals should address a written inquiry to 
the Privacy Act Officer at HQ DLA, ATTN: DSS-C, 8725 John J. Kingman 
Road, Fort Belvoir, VA 22060-6221.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system of records should address written inquiries to the Privacy 
Act Officer of the DLA field activity sponsoring the travel. Official 
mailing

[[Page 75256]]

addresses are published as an Appendix to DLA's compilation of systems 
of records notices.
    Individuals should provide full name and Social Security Number. 
For access to electronic records created at HQ DLA within the past 15 
months, DLA employees and military members with online access to the 
database may query the database by providing their name and password. 
For access to archived electronic records stored off-line, address 
written inquiries to the HQ DLA Privacy Act Officer, HQ DLA, ATTN: DSS-
C, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, 
providing name and Social Security Number.
    Individuals who do not have access to the HQ DLA database should 
submit written inquiries to the HQ DLA Privacy Act Officer, HQ DLA, 
ATTN: DSS-C, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 
22060-6221, providing name and Social Security Number.

Contesting record procedures:
    The DLA rules for accessing records, for contesting contents and 
appealing initial agency determinations are contained in DLA Regulation 
5400.21, 32 CFR part 323, or may be obtained from the Privacy Act 
Officer, Headquarters, Defense Logistics Agency, ATTN: DSS-C, 8725 John 
J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.

Record source categories:
    Information is collected from the individual and the individual's 
supervisor, from the hiring activity's personnel office, and from 
travel and expense forms.

Exemptions claimed for the system:
    None.

[FR Doc. 00-30475 Filed 11-30-00; 8:45 am]
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