[Federal Register: June 25, 2002 (Volume 67, Number 122)]
[Notices]               
[Page 42763-42765]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr25jn02-40]                         

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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 a system of records.

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SUMMARY: The Department of the Army is amending a system of records 
notice in its existing inventory of records systems subject to the 
Privacy Act of 1974, (5 U.S.C. 552a), as amended. The amendment 
clarifies that information maintained in this system of records has 
been used to provide notification to as the emergency contact in the 
event of an emergency or death of the employee.

DATES: This proposed action would be effective without further notice 
on July 25, 2002 unless comments are received which result in a 
contrary determination.

ADDRESSES: Records Management Division, U.S. Army Records Management 
and Declassification Agency, ATTN: TAPC-PDD-RP, Stop 5603, 6000 6th 
Street, Ft. Belvoir, VA 22060-5603.

FOR FURTHER INFORMATION CONTACT: Ms. Janice Thornton at (703) 806-4390 
or DSN 656-4390 or Ms. Christie King at (703) 806-3711 or DSN 656-3711.

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 system being amended are set 
forth below followed by the notice, as amended, published in its 
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: June 18, 2002.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
A0690-200 TAPC

System name:
    Department of the Army Civilian Personnel Systems (February 22, 
1993, 58 FR 10002).

Changes:
* * * * *

Categories of individuals covered by the system:
    Delete entry and replace with `Current and former Army civilian 
employees (appropriated and in some instances, non-appropriated funded 
employees), their dependents, foreign nationals, and military personnel 
who participate in the incentive awards and training programs.'

Categories of records in the system:
    After `home address' add `home telephone number or alternate 
number,

[[Page 42764]]

emergency contact and next of kin information; beneficiary 
information;'
* * * * *

Purpose(s):
    Add to the end of the entry `and in the event of an emergency or 
death of the employee to provide notification to the emergency 
contact.'
* * * * *

Storage:
    Delete entry and replace with `Paper records in file folders and on 
electronic storage media.'
* * * * *
A0690-200 TAPC

System name:
    Department of the Army Civilian Personnel Systems.

System location:
    Office of Assistant G-1 for Civilian Personnel Policy, ATTN: DAPE-
CP-PPD, 2461 Eisenhower Avenue, Alexandria, VA 22331-1300. Derivative 
Systems are maintained at commands, installations and activities 
dependent on the type of system maintained. Command-wide systems are 
the Civilian Personnel Accounting System at U.S. Army Military District 
of Washington, the U.S. Army Corps of Engineers Management Information 
System, and the Personnel Management Information System of U.S. Army 
Materiel Command. Official mailing addresses may be obtained from the 
Office of Assistant G-1 for Civilian Personnel Policy, ATTN: DAPE-CP-
PPD, 2461 Eisenhower Avenue, Alexandria, VA 22331-1300.

Categories of individuals covered by the system:
    Current and former Army civilian employees (appropriated and in 
some instances, non-appropriated funded employees), their dependents, 
foreign nationals, and military personnel who participate in the 
incentive awards and training programs.

Categories of records in the system:
    This system is comprised of automated and non-automated personnel 
record, such as academic disciple; career program; citizenship; date of 
birth; educational level; employee tenure; Federal Employees Group Life 
Insurance; functional classification; name of employee; nature of 
action; occupational series; pay basis, pay plan, rate determinant; 
physical handicap; position occupied and tenure; military status; 
salary; service computation date; sex; Social Security Number; special 
program identifier; step or rate; submitting office number; training 
data, including costs, non-duty hours, on-duty hours, principal 
purpose, special interest program, date of completion; type of 
appointment; unit identification code; veterans preference; work 
schedule; organizational and position data, retention data; adverse 
action data; Fair Labor Standards Act coverage; cost of living 
allowances; transportation entitlement; cost codes; leave category; 
salary history; wage area; position sensitivity; security investigation 
data; security clearance and access data; performance/suggestion/cash 
awards; reemployment rights; training agreement; reserve status; vessel 
operations qualifications; Government driver's license; food handler's 
permit; intern recruitment and training data; career management data 
including performance/potential ratings; employee evaluation; 
qualifications; achievements; dependent data; overseas sponsor 
information; state address; home address; home telephone number or 
alternate number, emergency contact and next of kin information; 
beneficiary information; leave data; foreign language code, 
mobilization designee tracking. Records are maintained for military 
personnel participating in department-wide incentive awards and 
training programs sponsored by operating civilian personnel offices.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013, Secretary 
of the Army; Army Regulation 690-200, General Personnel Provisions; and 
E.O. 9397 (SSN).

Purpose(s):
    Information in this system is used by civilian personnel offices to 
screen qualifications of employees; determine status, eligibility, and 
employee's rights, and benefits under pertinent laws and regulations 
governing Federal employment; compute length of service; compile 
reports and statistical analyses of civilian work force strength 
trends, accounting, and composition; and to provide personnel services; 
and in the event of an emergency or death of the employee to provide 
notification to the emergency contact.
    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:
    Department of Labor, Department of Veterans Affairs, Social 
Security Administration, or a national, State, county, municipal, or 
other publicly recognized charitable or income security administration 
agency (e.g., state unemployment compensation agencies), where 
necessary to adjudicate a claim under Office of Personnel Management's 
retirement, insurance, or health benefits program or to conduct an 
analytical study or audit of benefits being paid under such programs.
    Office of Federal Employees Group Life Insurance, information 
necessary to verify election, declination, or waiver or regular and/or 
optional life insurance coverage or eligibility for payment of a claim 
for life insurance.
    Health insurance carriers contracting with Office of Personnel 
Management to provide a health benefits plan under the Federal 
Employees Health Benefits Program, information necessary to identify 
enrollment in a plan, to verify eligibility for payment of a claim for 
health benefits, or to carry out the coordination or audit of benefit 
provisions of such contracts. Federal, State, or local agencies for 
determination of an individual's entitlement to benefits in connection 
with Federal Housing Administration programs.
    Officials of labor organizations recognized under 5 U.S.C. Chapter 
71 when relevant and necessary to their duties of exclusive 
representation concerning personnel policies, practices, and matters 
affecting working conditions.
    Public and private organizations, including news media, which grant 
or publicize awards and/or honors, information on individuals 
considered/selected for incentive awards and other honors.
    The DoD `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 and on electronic storage media.

Retrievability:
    By Social Security Number and/or name.

Safeguards:
    Computer facilities and terminals are located in restricted areas 
accessible only to authorized personnel who are properly screened, 
cleared, and trained. Manual records, microfilm/fiche, and

[[Page 42765]]

computer printouts are stored in locked rooms or cabinets on military 
installations or in buildings secured by guards.

Retention and disposal:
    These records are retained for varying periods of time. Generally, 
they are maintained for a minimum of 1 year or until the employee 
transfers or separates. They may also be retained indefinitely as a 
basis for longitudinal work history statistical studies.

System manager(s) and address:
    Assistant G-1 for Civilian Personnel Policy, ATTN: DAPE-CP-PPD, 
2461 Eisenhower Avenue, Alexandria, VA 22331-1300.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the servicing civilian personnel office. Official mailing addresses 
may be obtained from the Office of Assistant G-1 for Civilian Personnel 
Policy, ATTN: DAPE-CP-PPD, 2461 Eisenhower Avenue, Alexandria, VA 
22331-1300.
    Written requests must contain the individual's full name, home 
address, Social Security Number, current or last dates of federal 
employment, date and place of birth, and must be signed by the 
individual.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
servicing civilian personnel office. Official mailing addresses may be 
obtained from the Office of Assistant G-1 for Civilian Personnel 
Policy, ATTN: DAPE-CP-PPD, 2461 Eisenhower Avenue, Alexandria, VA 
22331-1300.
    Written requests must contain the individual's full name, home 
address, Social Security Number, current or last dates of federal 
employment, date and place of birth, and must be signed by the 
individual.

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 and from the individual's official personnel 
file.

Exemptions claimed for the system:
    None.
[FR Doc. 02-15915 Filed 6-24-02; 8:45 am]
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