[Federal Register Volume 74, Number 126 (Thursday, July 2, 2009)]
[Notices]
[Pages 31712-31713]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E9-15623]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2009-OS-0093]


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 of Defense proposes to add a 
system of records to its inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This proposed action would be effective without further notice 
on August 3, 2009 unless comments are received which result in a 
contrary determination.

ADDRESSES: Send comments to Chief, OSD/JS Privacy Office, Freedom of 
Information Directorate, Washington Headquarters Services, 1155 Defense 
Pentagon, Washington, DC 20301-1155.

FOR FURTHER INFORMATION CONTACT: Ms. Cindy Allard at (703) 588-6830.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
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 June 29, 2009, to the 
House Committee on Oversight and 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: June 29, 2009.
Morgan E. Frazier,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS E06

System name:
    Correspondence Control System.

System location:
    Correspondence Control Division, Executive Services Directorate, 
Washington Headquarters Services, Room 3C843, 1155 Defense Pentagon, 
Washington, DC 20301-1155.

Categories of individuals covered by the system:
    Individuals who either initiated, or are the subject of 
communications with the Office of the Secretary of Defense.

Categories of records in the system:
    Name (last name and first name initial) and contact information 
(mailing address, telephone number, fax number, e-mail address) of 
individuals writing to the Secretary of Defense. This may include 
inquiries and other communications pertaining to any matter under the 
cognizance of the Secretary of Defense. Records may include complaints, 
appeals, grievances, investigations, alleged improprieties, personnel 
actions, medical reports, intelligence, and related matters associated 
with the mission and business activities of the department. They may be 
either specific or general in nature and may include such personal 
information as an individual's name, Social Security Number (SSN), date 
and place of birth, description of events or incidents of a sensitive 
or privileged nature, commendatory or unfavorable data.
    Staff packages pertaining to individuals. Examples of such packages 
include, assignment requests, awards, nominations and presidential 
support letters; condolence letters, retirement letters and letters of 
appreciation; Senior Executive Service letters and pay adjustments, 
appointment letters, certificates, Secretary of Defense letters

[[Page 31713]]

of appreciation, travel requests, military airlift requests and other 
related documents.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 44 U.S.C. Chapter 31, 
Records Management by Federal Agencies; DoD Directive 5015.02, DoD 
Records Management Program; DoD Directive 5110.4, Washington 
Headquarters Services (WHS); and E.O. 9397 (SSN).

Purpose(s):
    Information is collected on behalf of the Secretary of Defense to 
support the functions of the Department of Defense and maintain a 
record of actions taken and responses to the President, White House 
staff, other Cabinet officials, Congress, state and local officials, 
corporate officials, members of the Department of Defense and the 
public.

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 of 1974, these records may specifically be 
disclosed outside the Department of Defense 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 
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:
    Maintained in paper files and electronic storage media.

Retrievability:
    Last name and first name initial of the individual, subject and 
date of the document.

Safeguards:
    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) 
responsible for servicing the record in performance of their official 
duties and who are properly screened and cleared for need-to-know. 
Access to computerized data is restricted by Common Access Card (CAC).

Retention and disposal:
    Records are cut off annually and destroyed when 7 years old.

System manager(s) and address:
    Chief, Correspondence Control Division, Executive Services 
Directorate, Washington Headquarters Services, 1155 Defense Pentagon, 
Washington, DC 20301-1155.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Chief, Correspondence Control Division, Executive Services 
Directorate, Washington Headquarters Services, Room 3C843, 1155 Defense 
Pentagon, Washington, DC 20301-1155.
    The requests should contain the individual's last name, first name 
initial, subject and document date.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system of records should address written inquiries to the Office 
of the Secretary of Defense/Joint Staff Freedom of Information Act, 
Requester Service Center, Office of Freedom of Information, 1155 
Defense Pentagon, Washington, DC 20301-1155.
    Individuals should provide the name and number of this system of 
records notice, the individual's last name, first name initial, 
subject, date of document and be signed.

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

Record source categories:
    Individuals and those writing on their behalf, and official 
records.

Exemptions claimed for the system:
    During the course of preparing a response to some types of incoming 
communications from the public, exempt materials from other systems of 
records may in turn become part of the case records in this system. To 
the extent that copies of exempt records from those `other' systems of 
records are entered into this correspondence case record, the Office of 
the Secretary of Defense hereby claims the same exemptions for the 
records from those `other' systems that are entered into this system, 
as claimed for the original primary systems of records which they are a 
part.

[FR Doc. E9-15623 Filed 7-1-09; 8:45 am]
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