71 FR 104 pgs. 30882-30883 - Office of the Inspector General; Privacy Act of 1974; System of Records
Type: NOTICEVolume: 71Number: 104Pages: 30882 - 30883
Docket number: [DoD-2006-OS-0094]
FR document: [FR Doc. 06-4967 Filed 5-30-06; 8:45 am]
Agency: Defense Department
Official PDF Version: PDF Version
DEPARTMENT OF DEFENSE
[DoD-2006-OS-0094]
Office of the Inspector General; Privacy Act of 1974; System of Records
AGENCY:
Office of the Inspector General, DoD.
ACTION:
Notice to amend systems of records.
SUMMARY:
The Office of the Inspector General (OIG) is amending a system of records notice in 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 June 30, 2006 unless comments are received which result in a contrary determination.
ADDRESSES:
Send comments to Chief, FOIA/PA Office, Inspector General, Department of Defense, 400 Army Navy Drive, Room 201, Arlington, VA 22202-4704.
FOR FURTHER INFORMATION CONTACT:
Mr. Darryl R. Aaron at (703) 604-9785.
SUPPLEMENTARY INFORMATION:
The Office of the Inspector General (OIG) 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 record 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: May 24, 2006.
L.M. Bynum,
OSD Federal Register Liaison Officer, Department of Defense.
CIG-16
System name:
DoD Hotline Program Case Files (May 9, 2003, 68 FR 24937).
Changes:
System location:
Delete entry and replace with: "DoD Hotline Division, Office of the Assistant Inspector General for Policy and Oversight of the Office of the Inspector General of the Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704."
Retention and disposal:
Delete entry and replace with: "Hotline case files not referred are destroyed after 2 years.
Electronic copies created on electronic mail and word processing systems are deleted after a record keeping copy has been produced.
Automated and paper records are retained within the Office of the Defense Hotline Division for a period of 5 years after closure. The records are then retired to the Washington National Records Center for an additional 5 years, and then destroyed."
System manager(s) and address:
Delete entry and replace with: "Director, DoD Hotline Division, Office of the Assistant Inspector General for Policy and Oversight of the Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704."
Notification procedure:
Delete entry and replace with: "Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
The request should contain the individual's full name, address, and Social Security Number. Requests submitted on behalf of other persons must include their written authorization. Provision of the Social Security Number is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights."
Record access procedures:
Delete entry and replace with: "Individuals seeking access to records about themselves contained in this system should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
The request should contain the individual's full name, address, and Social Security Number. Requests submitted on behalf of other persons must include their written authorization. Provision of the Social Security Number is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights."
CIG-16
System name:
DoD Hotline Program Case Files.
System location:
DoD Hotline Division, Office of the Assistant Inspector General for Policy and Oversight of the Office of the Inspector General of the Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
Categories of individuals covered in the system:
Individuals filing hotline complaints; individuals alleged to have been involved in criminal or administrative misconduct, including, but not limited to, fraud, waste, or mismanagement; or individuals identified as having been adversely affected by matters being investigated by the Office of the Inspector General.
Categories of records in the system:
Records resulting from the referral of, and inquiry into, hotline complaints, such as the date of the complaint; the hotline control number; the name of the complainant; the actual allegations; referral documents to DoD components requesting investigation into DoD Hotline complaints; referral documents from DoD components transmitting the DoD Hotline Completion Report, which normally contains the name of the examining official(s) assigned to the case; background information regarding the investigation itself, such as the scope of the investigation, relevant facts discovered, information received from witnesses, and specific source documents reviewed; the investigator's findings, conclusions, and recommendations; and the disposition of the case; and internal DoD Hotline forms documenting review and analysis of DoD Hotline Completion Reports received from DoD components.
Authority for maintenance of the system:
Inspector General Act of 1978 (Pub. L. 95-452), as amended; DoD Directive 5106.1, Inspector General of the Department of Defense (IG, DoD) (32 CFR part 373); DoD Directive 7050.1, Defense Hotline Program (32 CFR part 98).
Purpose(s):
To record information related to official hotlineinvestigations.
To compile statistical information to disseminate to othercomponents within the Department of Defense engaged in theHotline Program.
To provide prompt, responsive, and accurate informationregarding the status of ongoing cases.
To provide a record of complaint disposition. Hotline complaintsappearing to involve criminal wrongdoing will be referred to theDefense Criminal Investigative Service or other criminalinvestigative units of DoD components.
Routine uses of records maintained in the system includingcategories of users, and purposes of such uses:
In addition to those disclosures generally permitted under 5U.S.C. 552a(b) of the Privacy Act, these records or informationcontained therein may specifically be disclosed outside the DoDas 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 theOIG's compilation of systems of records notices also apply tothis system.
Policies and practices for storing, retrieving, accessing,retaining, and disposing of records in the system:
Storage:
Paper records are stored in file folders and automated recordsare maintained on a computerized database.
Retrievability:
By Hotline case number, by subject matter, by the names ofcomplainant(s), by subject(s) of the complaint, and byindividual(s) alleged to have been adversely affected by mattersbeing investigated by the OIG.
Safeguards:
Access is limited to DoD Hotline staff. Paper and automatedrecords are stored in rooms protected by cipher lock. Theautomated system is password protected, and regular back-ups ofdata are performed.
Retention and disposal:
Hotline case files not referred are destroyed after 2 years.Electronic copies created on electronic mail and word processingsystems are deleted after a recordkeeping copy has beenproduced.
Automated and paper record are retained within the Office of the Defense Hotline Division for a period of 5 years after closure. The record are then retired to the Washington National Records Center for an additional 5 years, and then destroyed.
System manager(s) and address:
Director, DoD Hotline Division, Office of the Assistant Inspector General for Policy and Oversight of the Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
Notification procedure:
Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
The request should contain the individual's full name, address, and Social Security Number. Requests submitted on behalf of other persons must include their written authorization. Provision of the Social Security Number is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights.
Record access procedures:
Individuals seeking access to records about themselves contained in this system should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
The request should contain the individual's full name, address, and Social Security Number. Requests submitted on behalf of other persons must include their written authorization. Provision of the Social Security Number is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights.
Contesting record procedures:
The OIG's rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
Record source categories:
Sources, subjects, witnesses, all levels of Government, private businesses, and nonprofit organizations.
Exemptions claimed for the system:
Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information exempt to the extent that disclosure would reveal the identify of a confidential source. Note: When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent thatsuch material would reveal the identity of a confidential source.
An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 312. For additional information contact the system manager.
[FR Doc. 06-4967 Filed 5-30-06; 8:45 am]
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