[Federal Register Volume 63, Number 90 (Monday, May 11, 1998)]
[Notices]
[Pages 25840-25845]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-12323]


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DEPARTMENT OF DEFENSE

Department of the Army


Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DoD.
ACTION: Notice to Amend Systems of Records.

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SUMMARY: The Department of the Army is amending three systems of 
records notices in its existing inventory of record systems subject to 
the Privacy Act of 1974, (5 U.S.C. 552a), as amended.
DATES: This proposed actions will be effective without further notice 
on June 19, 1998, unless comments are received which result in a 
contrary determination.
ADDRESSES: Privacy Act Officer, Records Management Program Division, 
U.S. Total Army Personnel Command, ATTN: TAPC-PDR-P, Stop C55, Ft. 
Belvoir, VA 22060-5576.
FOR FURTHER INFORMATION CONTACT: Ms. Janice Thornton at (703) 806-4390 
or DSN 656-4390.
SUPPLEMENTARY INFORMATION: The Department of the Army systems of 
records notices subject to the Privacy Act of 1974, (5 U.S.C. 552a), as 
amended, have been published in the Federal Register and are available 
from the address above.
    The specific changes to the records systems being amended are set 
forth below followed by the notices, as amended, published in their 
entirety. The proposed amendments are not within the purview of 
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended, 
which requires the submission of a new or altered system report.
    Dated: May 5, 1998.

L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
AMENDMENTS
A0210-7a CFSC

System name:
    Vendor Misconduct/Fraud/Mismanagement Information Exchange Program 
(February 22, 1993, 58 FR 10002).

[[Page 25841]]

Changes:
System identifier:
    Delete entry and replace with `A0210-7a TAPC'.
* * * * *

System location:
    Delete entry and replace with `U.S. Total Army Personnel Command, 
200 Stovall Street, Alexandria, VA 22332-0474. Segments exist at Army 
activities and nonappropriated fund instrumentalities. Addresses of 
which may be obtained from the Commander, U.S. Total Army Personnel 
Command, 200 Stovall Street, Alexandria, VA 22332-0474.'
* * * * *

Record source categories:
    Delete from entry `(e.g. Army Regulation 15-6)' and `issued 
pursuant to Defense Acquisition Regulation 1-608'.
* * * * *
A0210-7a TAPC

System name:
    Vendor Misconduct/Fraud/Mismanagement Information Exchange Program.

System location:
    U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, 
VA 22332-0474. Segments exist at Army activities and nonappropriated 
fund instrumentalities. Addresses of which may be obtained from the 
Commander, U.S. Total Army Personnel Command, 200 Stovall Street, 
Alexandria, VA 22332-0474.

Categories of individuals covered by the system:
    Individuals who are identified in reports of vendor misconduct, 
fraud, or mismanagement.

Categories of records in the system:
    Names of individuals; companies represented; reports of misconduct, 
fraud or mismanagement in procurement efforts concerning military 
installations/activities; similar relevant documents and reports.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 3013, 
Secretary of the Army.

Purpose(s):
    To provide management officials of nonappropriated fund activities 
and commissaries with timely and useful information regarding incidents 
of vendor misconduct, fraud, and/or mismanagement and of individuals 
involved in such incidents through the collection, exchange and 
dissemination of relevant information to DoD components so as to permit 
informed responsible procurement decisions.

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' set forth at the beginning of the Army's 
compilation of systems of records notices also 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:
    By name of individual, vendor, or company.

Safeguards:
    Records are maintained in combination lock file safes when not 
under personal supervision of responsible officials.

Retention and disposal:
    Destroyed two years after final determination is rendered on case.

System manager(s) and address:
    Commander, U.S. Total Army Personnel Command, 200 Stovall Street, 
Alexandria, VA 22332-0474.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Commander, U.S. Total Army Personnel Command, 200 Stovall 
Street, Alexandria, VA 22332-0474.
    Individual should provide full name, name of company, current 
address and telephone number, sufficient detail concerning incident or 
event to facilitate locating the record, and signature.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Commander, U.S. Total Army Personnel Command, 200 Stovall Street, 
Alexandria, VA 22332-0474.
    Individual should provide full name, name of company, current 
address and telephone number, sufficient detail concerning incident or 
event to facilitate locating the record, and signature.

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

Record source categories:
    Copies of reports of audits, inspections, administrative 
investigations; summaries of criminal reports received from Army Staff 
agencies, major Army commands, or the Army and Air Force Exchange 
Service, and/or Department of Defense agencies.

Exemptions claimed for the system:
    None.
A0210-7b CFSC

System name:
    Commercial Solicitation Ban Lists (February 22, 1993, 58 FR 10002).

Changes:
System identifier:
    Delete entry and replace with `A0210-7b TAPC'.
* * * * *

System manager(s) and address:
    Delete entry and replace with Commander, U.S. Total Army Personnel 
Command, 200 Stovall Street, Alexandria, VA 22332-0474.
* * * * *
A0210-7b TAPC

System name:
    Commercial Solicitation Ban Lists.

System location:
    Centralized list of commercial solicitors banned from Army 
installations is maintained at the U.S. Total Army Personnel Command. 
Segments exist at Army installations where commanders have banned 
agents. Listing of those so banned is furnished to Major Army Commands; 
addresses may be obtained from the U.S. Total Army Personnel Command, 
200 Stovall Street, Alexandria, VA 22332-0474

Categories of individuals covered by the system:
    Any individual whose on-base commercial solicitation privileges 
have been withdrawn.

Categories of records in the system:
    Individual's name, name of company represented, approval/
disapproval of business solicitation action on Army posts, camps, and 
stations; requests for

[[Page 25842]]

and authorization of accreditation and removal of accreditation of 
companies, agents, vendors, salesmen, and solicitors; related 
documents.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 3013, 
Secretary of the Army.

Purpose(s):
    To maintain listing of agents/companies whose business solicitation 
privileges have been banned or suspended from military bases.

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' set forth at the beginning of the Army's 
compilation of systems of records notices also 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:
    By agent's/company's name.

Safeguards:
    Records are maintained in secured areas accessible only to 
designated officials who have a need in the performance of their 
official duties.

Retention and disposal:
    Records supporting the denial or suspension of solicitation 
privileges are retained for 10 years and then destroyed by shredding. 
Auxiliary and/or non-adverse action records are retained until no 
longer needed.

System manager(s) and address:
    Commander, U.S. Total Army Personnel Command, 200 Stovall Street, 
Alexandria, VA 22332-0474.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Commander, U.S. Total Army Personnel Command, 200 Stovall 
Street, Alexandria, VA 22332-0474 or to the installation commander who 
banned their solicitation privileges.
    Individual should provide full name, name of company represented, 
current address and telephone number, sufficient details to permit 
locating the records, and signature.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Commander, U.S. Total Army Personnel Command, 200 Stovall Street, 
Alexandria, VA 22332-0474.
    Individual should provide full name, name of company represented, 
current address and telephone number, sufficient details to permit 
locating the records, and signature.

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

Record source categories:
    Agent's/company's name, circumstances leading to banning action, 
investigatory reports, other Army records and reports, similar relevant 
documents.

Exemptions claimed for the system:
    None.
A0680-31a TAPC

System name:
    Officer Personnel Management Information System (OPMIS) (February 
22, 1993, 58 FR 10172).

Changes:
* * * * *

Categories of individuals covered by the system:
    Delete entry and replace with `Individuals projected for entrance 
into the Active officer corps, active duty commissioned and warrant 
officers, officers in a separated or retired status, activated/
mobilized U.S. Army Reserve and National Guard officers, and DoD 
civilians and military officers who serve as rating officials on the 
Officer Evaluation Reports (OERs) of Army officers.'

Categories of records in the system:
    Delete entry and replace with `The Total Army Personnel Data Base - 
Active Officer (TAPDB-AO) is the active officer component data base of 
Total Army Personnel Data Base. It is comprised of approximately 100 
data tables containing the official automated personnel records for 
active component Army officers. Data maintained in the Total Army 
Personnel Data Base - Active Officer includes Social Security Number, 
name, grade, personal and family information, service, security 
clearance, assignment history, strength management data, civilian and 
military education, awards, training, branch and occupational 
specialties/areas of concentration, mailing addresses, physical 
location, languages, career pattern, performance, command and promotion 
history, retirement/separation information and service agreement 
information. TAPDB-AO is updated in both on-line and batch mode from 
various source data bases and applications including the Standard 
Installation Division Personnel System (SIDPERS), the Total Officer 
Personnel Management Information System (TOPMIS), the Officer 
Evaluation Reporting System (OERS) and Accessions Management 
Information Systems (AMIS).
    Accessions Management Information Systems (AMIS) contains selected 
officer personnel data from the Total Army Personnel Data Base - Active 
Officer, the date of entry on active duty, selected information 
regarding current location/school for pre-accessed officers, 
demographic data and assignment information on new officer accessions. 
It includes individual and mass record processing, erroneous record 
processing, report generation, Regular Army integration processing, 
Accessions Management Information Systems (AMIS) active record data, 
Officer Record Brief (ORB) information and strength data. Accessions 
Management Information Systems (AMIS) is used to manage Reserve Officer 
Training Corps (ROTC), U.S. Military Academy (USMA), Officer Candidate 
School (OCS), Judge Advocate General Corps (JAG) Recalls, Chaplains 
Corps, Warrant Officer and Surgeon General Reserve officers accessions. 
Accessions Management Information Systems (AMIS) data is stored on the 
Total Army Personnel Data Base - Active Officer. Some users enter new 
accession data directly to the Total Army Personnel Data Base - Active 
Officer via Accessions Management Information Systems (AMIS). For 
Reserve Officer Training Corps (ROTC), and U.S. Military Academy (USMA) 
new accessions, data extracts are batch loaded to the Total Army 
Personnel Data Base - Active Officer annually.
    Assignments and Training Selection for Reserve Officer Training 
Corps (ROTC) graduates contains selected information from the Total 
Army Personnel Data Base - Active Officer (TAPDB-AO), the cadet's 
preference statement for specialty (branch), duty and initial training; 
Reserve Forces duty

[[Page 25843]]

or delay selection, Regular Army selection and branch selection.
    The Officer Evaluation Reporting System (OERS) contains selected 
information from the Total Army Personnel Data Base - Active Officer 
(TAPDB-AO); selection board status; OER suspense indicator for action 
being taken to obtain missing or erroneous OERs; selected information 
for each OER; and the name, Social Security Number, and rating history 
of each individual, military and civilian, who has served as the senior 
rating official for an active duty Army officer.
    Total Officer Personnel Management Information System (TOPMIS) 
provides the display and update of selected data on Total Army 
Personnel Data Base - Active Officer (TAPDB-AO) and comprises an 
extensive variety of automated officer personnel management functions. 
These functions include, officer personnel record display and update, 
requisition validation and processing, active officer strength 
management, Officer Distribution Plan (ODP) goaling management, officer 
asset reports, centralized command slate development, assignment 
stabilization break processing, electronic mail, Officer Record Brief 
(ORB) display and interactive telephonic/voice response retrieval of 
selected information from Total Army Personnel Data Base - Active 
Officer (TAPDB-AO).
    Reserve Officer Training Corps (ROTC) Instructor File contains 
selected information from the Total Army Personnel Data Base - Active 
Officer (TAPDB-AO) and the following information pertaining to ROTC 
instructors; ROTC detachment, duty station, date assigned to ROTC 
detachment, date projected to be reassigned. This information is 
maintained in a local data base by the Cadet Command Distribution 
Account Manager in Officer Distribution Division, OPMD, TAPC-OPD-O.
    Advanced Civil Schools Management Information System (ACSMIS) 
contains selected information from the Total Army Personnel Data Base - 
Active Officer and the following information concerning commissioned 
and warrant officer personnel currently participating, or who have 
previously participated, in one of the following: Army sponsored 
college degree completion program, Training With Industry (TWI) 
program, special fellowship/scholarship programs, or the fully funded 
degree program. Data maintained also includes schooling start/stop 
dates, degree level, educational discipline and Army duty positions.
    Army Education Requirements System (AERS) contains selected 
information from the Total Army Personnel Data Base - Active Officer 
(TAPDB-AO) for officer and warrant officer personnel who are serving or 
are projected to serve in an AERS approved position requiring graduate 
level education.
    U.S. Army Military Academy (USMA) Potential Instructor File 
contains selected information from the OMF and the following 
information pertaining to previous, current, and potential instructors 
for the USMA teaching staff; academic department and projected 
availability for USMA instructor duty. This information is maintained 
in a local data base by the USMA Distribution Account Manager in 
Officer Distribution Division, OPMD, TAPC-OPD-O.'
* * * * *
A0680-31a TAPC

System name:
    Officer Personnel Management Information System (OPMIS).

System location:
    Commander, U.S. Total Army Personnel Command, 200 Stovall Street, 
Alexandria, VA 22332-0400.

Categories of individuals covered by the system:
    Individuals projected for entrance into the Active officer corps, 
active duty commissioned and warrant officers, officers in a separated 
or retired status, activated/mobilized U.S. Army Reserve and National 
Guard officers, and DoD civilians and military officers who serve as 
rating officials on the Officer Evaluation Reports (OERs) of Army 
officers.

Categories of records in the system:
    The Total Army Personnel Data Base - Active Officer (TAPDB-AO) is 
the active officer component data base of Total Army Personnel Data 
Base. It is comprised of approximately 100 data tables containing the 
official automated personnel records for active component Army 
officers. Data maintained in the Total Army Personnel Data Base - 
Active Officer includes Social Security Number, name, grade, personal 
and family information, service, security clearance, assignment 
history, strength management data, civilian and military education, 
awards, training, branch and occupational specialties/areas of 
concentration, mailing addresses, physical location, languages, career 
pattern, performance, command and promotion history, retirement/
separation information and service agreement information. TAPDB-AO is 
updated in both on-line and batch mode from various source data bases 
and applications including the Standard Installation Division Personnel 
System (SIDPERS), the Total Officer Personnel Management Information 
System (TOPMIS), the Officer Evaluation Reporting System (OERS) and 
Accessions Management Information Systems (AMIS).
    Accessions Management Information Systems (AMIS) contains selected 
officer personnel data from the Total Army Personnel Data Base - Active 
Officer, the date of entry on active duty, selected information 
regarding current location/school for pre-accessed officers, 
demographic data and assignment information on new officer accessions. 
It includes individual and mass record processing, erroneous record 
processing, report generation, Regular Army integration processing, 
Accessions Management Information Systems (AMIS) active record data, 
Officer Record Brief (ORB) information and strength data. Accessions 
Management Information Systems (AMIS) is used to manage Reserve Officer 
Training Corps (ROTC), U.S. Military Academy (USMA), Officer Candidate 
School (OCS), Judge Advocate General Corps (JAG) Recalls, Chaplains 
Corps, Warrant Officer and Surgeon General Reserve officers accessions. 
Accessions Management Information Systems (AMIS) data is stored on the 
Total Army Personnel Data Base - Active Officer. Some users enter new 
accession data directly to the Total Army Personnel Data Base - Active 
Officer via Accessions Management Information Systems (AMIS). For 
Reserve Officer Training Corps (ROTC), and U.S. Military Academy (USMA) 
new accessions, data extracts are batch loaded to the Total Army 
Personnel Data Base - Active Officer annually.
    Assignments and Training Selection for Reserve Officer Training 
Corps (ROTC) graduates contains selected information from the Total 
Army Personnel Data Base - Active Officer (TAPDB-AO), the cadet's 
preference statement for specialty (branch), duty and initial training; 
Reserve Forces duty or delay selection, Regular Army selection and 
branch selection.
    The Officer Evaluation Reporting System (OERS) contains selected 
information from the Total Army Personnel Data Base - Active Officer 
(TAPDB-AO); selection board status; OER suspense indicator for action 
being taken to obtain missing or erroneous OERs; selected information 
for each OER; and the name, Social Security

[[Page 25844]]

Number, and rating history of each individual, military and civilian, 
who has served as the senior rating official for an active duty Army 
officer.
    Total Officer Personnel Management Information System (TOPMIS) 
provides the display and update of selected data on Total Army 
Personnel Data Base - Active Officer (TAPDB-AO) and comprises an 
extensive variety of automated officer personnel management functions. 
These functions include, officer personnel record display and update, 
requisition validation and processing, active officer strength 
management, Officer Distribution Plan (ODP) goaling management, officer 
asset reports, centralized command slate development, assignment 
stabilization break processing, electronic mail, Officer Record Brief 
(ORB) display and interactive telephonic/voice response retrieval of 
selected information from Total Army Personnel Data Base - Active 
Officer (TAPDB-AO).
    Reserve Officer Training Corps (ROTC) Instructor File contains 
selected information from the Total Army Personnel Data Base - Active 
Officer (TAPDB-AO) and the following information pertaining to ROTC 
instructors; ROTC detachment, duty station, date assigned to ROTC 
detachment, date projected to be reassigned. This information is 
maintained in a local data base by the Cadet Command Distribution 
Account Manager in Officer Distribution Division, OPMD, TAPC-OPD-O.
    Advanced Civil Schools Management Information System (ACSMIS) 
contains selected information from the Total Army Personnel Data Base - 
Active Officer and the following information concerning commissioned 
and warrant officer personnel currently participating, or who have 
previously participated, in one of the following: Army sponsored 
college degree completion program, Training With Industry (TWI) 
program, special fellowship/scholarship programs, or the fully funded 
degree program. Data maintained also includes schooling start/stop 
dates, degree level, educational discipline and Army duty positions.
    Army Education Requirements System (AERS) contains selected 
information from the Total Army Personnel Data Base - Active Officer 
(TAPDB-AO) for officer and warrant officer personnel who are serving or 
are projected to serve in an AERS approved position requiring graduate 
level education.
    U.S. Army Military Academy (USMA) Potential Instructor File 
contains selected information from the OMF and the following 
information pertaining to previous, current, and potential instructors 
for the USMA teaching staff; academic department and projected 
availability for USMA instructor duty. This information is maintained 
in a local data base by the USMA Distribution Account Manager in 
Officer Distribution Division, OPMD, TAPC-OPD-O.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013; and E.O. 
9397 (SSN).

Purpose(s):
    Information is used for personnel management strength accounting, 
manpower management, accessioning and determining basic entry specialty 
(branch) and initial duty assignments; tracking Officer Evaluation 
Reports, the rating history of senior rating official's rating history 
on individual OERs producing reports on active duty officers who have 
served as senior rating officials; managing instructor population at 
ROTC detachments and USMA; tracking information relating to the Army 
Degree Completion Civil School Program; transmitting necessary 
assignment instructions.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    To the Social Security Administration to verify Social Security 
Numbers.
    To the Smithsonian Institution (The National Museum of American 
History): Copy of the U.S. Army Active Duty Register, for historical 
research purposes (not authorized for public display).
    The `Blanket Routine Uses' set forth at the beginning of the Army's 
compilation of systems of records notices also apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Electronically on computer magnetic tapes and disc.

Retrievability:
    By Social Security Number, name, or other individual identifying 
characteristics.

Safeguards:
    Physical security devices, guards, computer hardware and software 
features, and personnel clearances. Automated media and information are 
protected by authorized user ids, passwords for the system, a tiered 
system of security for access to officer data provided via Interactive 
Voice Response Systems based on the sensitivity of the data items 
provided, encryption of data transmitted via networks, controlled 
access to operator rooms and controlled output distribution.

Retention and disposal:
    Records are retained on the active TAPDB-AO files for 4 months 
after separation. Historical TAPDB-AO records are retained dating back 
to FY 1970. Accessions in AMIS are retained on active file until 
effective date of accession and are then placed on a history file for a 
period of 6 months. Records in the ROTC Graduate Assignment and 
Training Selection File are retained for approximately 400 days after 
the file is created (approximately December each year). Historic files 
for the OER system are kept for the life of the system. All other 
records are retained for active duty only until the individual is 
released from active duty and then destroyed. There are still hard 
copies in their Official Military Personnel Files (OMPFs).

System manager(s) and address:
    Commander, U.S. Total Army Personnel Command, 200 Stovall Street, 
Alexandria, VA 22332-0400.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Commander, U.S. Total Army Personnel Command, 200 Stovall 
Street, Alexandria, VA 22332-0400.
    Individual should provide the full name, Social Security Number, 
current address, and identify the specific category of record involved, 
whether awaiting active duty, active retired, or separated and give 
return address.
    Blanket requests for information from this consolidated system will 
not be accepted. If awaiting active duty, specify the date thereof; if 
separated, individual must state date of separation.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Commander, U.S. Total Army Personnel Command, 200 Stovall Street, 
Alexandria, VA 22332-0400.

[[Page 25845]]

    Individual should provide the full name, Social Security Number, 
current address, and identify the specific category of record involved, 
whether awaiting active duty, active retired, or separated and give 
return address.
    Blanket requests for information from this consolidated system will 
not be accepted. If awaiting active duty, specify the date thereof; if 
separated, individual must state date of separation.
    Selected data from the Total Army Personnel Data Base - Active 
Officer is also accessible to records subjects through an Interactive 
Voice Response Systems (IVRS). Access to the data made available 
through the IVRS is controlled by a tiered security system which is 
based on the sensitivity of the data being accessed.

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

Record source categories:
    From the individual, Army records and reports, other Federal 
agencies and departments.

Exemptions claimed for the system:
    None.
[FR Doc. 98-12323 Filed 5-8-98; 8:45 am]
BILLING CODE 5000-04-F