[Federal Register Volume 65, Number 232 (Friday, December 1, 2000)]
[Notices]
[Pages 75245-75246]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-30471]


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DEPARTMENT OF DEFENSE

Office of the Secretary


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, DoD.

ACTION: Notice to add a system of records.

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

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

ADDRESSES: Send comments to OSD Privacy Act Coordinator, Records 
Section, Directives and Records Division, Washington Headquarter 
Services, Correspondence and Directives, 1155 Defense Pentagon, 
Washington, DC 20301-1155.

FOR FURTHER INFORMATION CONTACT: Mr. David Bosworth at (703) 601-4722.

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

    Dated: November 22, 2000.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS P47

System name:
    OSD Military Personnel Files.

System location:
    Military Personnel Division, Personnel and Security Directorate, 
Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 
20301-1155.

Categories of individuals covered by the system:
    All military personnel assigned or attached to or on temporary duty 
with the Office of the Secretary of Defense (OSD).

Categories of records in the system:
    Files contain personnel information that has been extracted from 
the individual's Official Military Personnel Files (OMPF). File 
contains, but is not limited to, name, grade, Social Security number; 
service job title; expected date of arrival for duty with OSD; expected 
date of departure from OSD; home and address of record; general and 
special orders; and details pertaining to duties, assignment, 
promotion, and training.

Authority for maintenance of the system:
    10 U.S.C. 131, Office of the Secretary of Defense and E.O. 9397 
(SSN).

Purpose(s):
    To administer and centrally manage personnel functions of 
Department of Defense military personnel prior to their assignment and 
during their assignment to OSD. Uses include, but are not

[[Page 75246]]

limited to, knowing when an individual will arrive, what agency they 
will be assigned to, who they will replace and when an individual will 
depart. The records are maintained as a local repository of documents 
generated during the service member's assignment and are used to 
manage, administer, and document the assignment.

Routine uses of records maintained in the system, including Categories 
of Users and the purpose of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    The DoD `Blanket Routine Uses' set forth at the beginning of OSD's 
compilation of systems of records notices 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, paper cards and ringed binders; 
electronic records are stored on magnetic media.

Retrievability:
    Paper records are filed by branch of Service and within Service, 
alphabetically by last name of individual. Electronic records are 
retrieved by individual's name and Social Security Number.

Safeguards:
    Records are maintained in areas accessible only to authorized 
personnel who are properly screened, cleared, and trained. Access to 
the electronic portion of the system is controlled by user passwords 
that are periodically changed. Security systems and/or security guards 
protect buildings where records are maintained.

Retention and disposal:
    Both paper and electronic files are maintained in active status 
until individual departs OSD. Upon departure, the individual's files 
are moved to inactive status. Inactive files are retained for one year 
and then destroyed or deleted.

System manager(s) and address:
    Chief, Military Personnel Division, Personnel and Security 
Directorate, Washington Headquarters Services, 1155 Defense Pentagon, 
Room 4A948, Washington, DC 20301-1155.

Notification procedures:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Personnel and Security Directorate, ATTN: Military Personnel 
Division, Washington Headquarters Services, 1155 Defense Pentagon, 
Washington, DC 20301-1155.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Personnel and Security Directorate, ATTN: Military Personnel Division, 
Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 
20301-1155.
    Written requests for information should contain the full name of 
the individual, current address and telephone number.
    For personal visits, the individual should be able to provide some 
acceptable identification.

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

Record source categories:
    Sources of information are the individual, the individual's 
Official Military Personnel File; PCS Orders; and SD Form 37, `Request 
for Nomination and Position Description of Military Personnel'.

Exemptions claimed for the system:
    None.

[FR Doc. 00-30471 Filed 11-30-00; 8:45 am]
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