[Federal Register Volume 80, Number 23 (Wednesday, February 4, 2015)]
[Notices]
[Pages 6062-6063]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-02167]



[[Page 6062]]

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DEPARTMENT OF DEFENSE

Department of the Army

[Docket ID: USA-2015-0006]


Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DoD.

ACTION: Notice to alter a system of records.

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SUMMARY: The Department of the Army proposes to alter a system of 
records notice, AAFES 0405.03, entitled ``Personnel Appeals and 
Grievances'' in its existing inventory of records systems subject to 
the Privacy Act of 1974, as amended. This system is used to determine 
propriety and legal sufficiency or the agency's action in an appeal or 
grievance matter.

DATES: Comments will be accepted on or before March 6, 2015. This 
proposed action will be effective the day following the end of the 
comment period unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
    <bullet> Federal Rulemaking Portal: http://www.regulations.gov.
    <bullet> Follow the instructions for submitting comments.
    <bullet> Mail: Federal Docket Management System Office, 4800 Mark 
Center Drive, East Tower, 2nd Floor, Suite 02G09, Alexandria, VA 22350-
3100.
    Instructions: All submissions received must include the agency name 
and docket number for this Federal Register document. The general 
policy for comments and other submissions from members of the public is 
to make these submissions available for public viewing on the Internet 
at http://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Mr. Leroy Jones, Jr., Department of 
the Army, Privacy Office, U.S. Army Records Management and 
Declassification Agency, 7701 Telegraph Road, Casey Building, Suite 
144, Alexandria, VA 22325-3905 or by calling (703) 428-6185.

SUPPLEMENTARY INFORMATION: The Department of the Army's 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 in FOR FURTHER INFORMATION CONTACT or from 
the Defense Privacy and Civil Liberties Office Web site at http://dpcld.defense.gov/. The proposed systems reports, as required by 5 
U.S.C. 552a(r) of the Privacy Act, as amended were submitted on 
November 12, 2014, to the House Committee on Oversight and Government 
Reform, the Senate Committee on Homeland Security and 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: January 30, 2015.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
AAFES 0405.03

SYSTEM NAME:
    Personnel Appeals and Grievances (August 9, 1996, 61 FR 41572).

CHANGES:
* * * * *

SYSTEM LOCATION:
    Delete entry and replace with ``Office of the General Counsel at 
Headquarters, Army and Air Force Exchange Service, 3911 S. Walton 
Walker Boulevard, Dallas, TX 75236-1598.''

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Delete entry and replace with ``Any employee of the Army and Air 
Force Exchange Service (Exchange) who has filed an appeal of an adverse 
action and/or is contesting a personnel action when the appeal/
grievance has been referred to the appropriate General Counsel's 
office; appellant's spouse; witnesses and informants.''

CATEGORIES OF RECORDS IN THE SYSTEM:
    Delete entry and replace with ``Name, telephone numbers, email 
addresses, address, social media user names, marital status, race/
ethnicity, gender, type of disability of the appellant, medical records 
pertaining to the appellant's appeal or grievance, military rank, 
branch and time of service, discipline and adverse actions taken 
against the appellant.''

AUTHORITY FOR THE MAINTENANCE OF THE SYSTEM:
    Delete entry and replace with ``10 U.S.C. 3013, Secretary of the 
Army; 10 U.S.C. 8013, Secretary of the Air Force; Army Regulation 215-
3, Non-appropriated Funds Personnel Policies; and Army Regulation 690-
700, Personnel Relations and Services.''
* * * * *

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Delete entry and replace with ``In addition to those disclosures 
generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, 
as amended, these records 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 the 
Army's compilation of systems of records notices may apply to this 
system.

    Note:  This system of records contains Personal Identifiable 
Health Information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the use and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.''

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Delete entry and replace with ``Paper records in locked file 
cabinets and/or electronic storage media.''

RETRIEVABILITY:
    Delete entry and replace with ``Appellant name.''

SAFEGUARDS:
    Delete entry and replace with ``Records are maintained in a 
controlled facility. Physical entry is restricted by the use of locks, 
guards, and is accessible only to authorized personnel. Access to 
records is limited to person(s) with an official ``need to know'' who 
are responsible for servicing the record in performance of their 
official duties. Persons are properly screened and cleared for access. 
Access to computerized data is role-based and further restricted by 
passwords, which are changed periodically. In addition, integrity of 
automated data is ensured by internal audit procedures, data base 
access accounting reports and controls to preclude unauthorized 
disclosure.''

RETENTION AND DISPOSAL:
    Delete entry and replace with ``Paper records are retained in the 
servicing General Counsel's office for one year after final decision is 
made; subsequently retired to the Exchange

[[Page 6063]]

warehouse or servicing General Services Administration records holding 
center where it is held four years before being destroyed by shredding. 
The disposition for electronic media is four years after the final 
decision is made.''

SYSTEM MANAGER(S) AND ADDRESS:
    Delete entry and replace with ``Director/Chief Executive Officer, 
Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, 
Dallas, TX 75236-1598.''

NOTIFICATION PROCEDURE:
    Delete entry and replace with ``Individuals seeking to determine 
whether information about themselves is contained in this system should 
address written inquiries to the Hearing Examiner's Office at the Army 
and Air Force Exchange Service location where appeal/grievance was 
filed.
    Individual should provide full name, current address and telephone 
number, and signature.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States: `I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
State of America that the foregoing is true and correct. Executed on 
(date). (Signature).'
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature).'''

RECORD ACCESS PROCEDURES:
    Delete entry and replace with ``Individuals seeking access to 
information about themselves contained in this system should address 
written inquiries to the Hearing Examiner's Office at the Army and Air 
Force Exchange Service location where appeal/grievance was filed.
    Individual should provide full name, current address and telephone 
number, and signature.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States: `I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
State of America that the foregoing is true and correct. Executed on 
(date). (Signature).'
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature).'''
* * * * *

RECORD SOURCE CATEGORIES:
    Delete entry and replace with ``From Exchange personnel office 
responsible for records on the employee; from the Exchange Grievance 
Examiner; from the Exchange employee and/or his/her representative and 
from medical officers and physicians.''
* * * * *
[FR Doc. 2015-02167 Filed 2-3-15; 8:45 am]
BILLING CODE 5001-06-P