[Federal Register Volume 60, Number 211 (Wednesday, November 1, 1995)]
[Notices]
[Pages 55552-55562]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-27115]
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DEPARTMENT OF DEFENSE
Privacy Act of 1974; Notice to Amend Record Systems
AGENCY: Department of the Army, DOD.
ACTION: Notice to amend record systems.
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SUMMARY: The Department of the Army proposes to amend twelve systems of
records in its inventory of record systems notices subject to the
Privacy Act of 1974 (5 U.S.C. 552a), as amended.
DATES: This action will be effective without further notice on December
1, 1995, unless comments are received that would result in a contrary
determination.
ADDRESSES: Send comments to the Privacy Act Officer, Information
Requirements Division, ASOP-MP, Department of the Army, Fort Huachuca,
AZ 85613-5000.
FOR FURTHER INFORMATION CONTACT: Ms. Pat Turner at (602) 538-6856 or
DSN 879-6856.
SUPPLEMENTARY INFORMATION: The Department of the Army record system
notices for records systems 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. 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: October 20, 1995.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
AMENDMENTS
AAFES 0207.02
Customer Comments, Inquiries, and Direct Line Files (July 13, 1995,
60 FR 36111).
* * * * *
Delete `HQ Army and Air Force Exchange Service-Europe, Pinder
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and
Air Force Exchange Service-Europe Region, Building 4001, In der Witz
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
AAFES 0207.02
Customer Comments, Inquiries, and Direct Line Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
Army and Air Force Exchange Service-Europe Region, Building 4001,
In der Witz 14-18, 55252 Mainz-Kastel, Germany; and
Exchange Regions and Area Exchanges at posts, bases, and satellites
world-wide. Official mailing addresses are published as an appendix to
the Army's compilation of systems of records notices.
Users of the Army and Air Force Exchange Service who make
inquiries, complaints, or comments on its operations.
Customer's name, address and telephone number, information
pertaining to the subject of inquiry, complaint, or comment and
response thereto; customer opinion survey data.
10 U.S.C. 3012, 3013, and 8012.
To aid the Exchange management in determining needs of customers
and action required to settle customer complaints.
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 apply to this system.
Paper records in file folders, stored in metal cabinets.
By customer's name.
Records are accessible only by designated employees having official
need therefor. Buildings housing records are protected by security
guards.
Records are destroyed by shredding after 3 years.
[[Page 55553]]
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Director,
Public Affairs Division, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, current address and
telephone number, case number that appeared on correspondence received
from AAFES, and signature.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Director, Public
Affairs Division, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, current address and
telephone number, case number that appeared on correspondence received
from AAFES, and signature.
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.
From the individual.
None.
AAFES 0306.12
Personnel Security Case Files (February 22, 1993, 58 FR 10005).
Delete entry and replace with `AAFES 1703.03'.
Delete entry and replace with `Personnel Security Clearance Case
Files'.
Delete `HQ Army and Air Force Exchange Service-Europe, Pinder
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and
Air Force Exchange Service-Europe Region, Building 4001, In der Witz
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
Delete attention line and replace with `ATTN: Director, Loss HQ
Prevention Division'.
Delete attention line and replace with `ATTN: Director, Loss
Prevention Division'.
* * * * *
AAFES 1703.03
Personnel Security Clearance Case Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
Army and Air Force Exchange Service-Europe Region, Building 4001,
In der Witz 14-18, 55252 Mainz-Kastel, Germany; and
Exchange Regions and Area Exchanges at posts, bases, and satellites
world-wide. Official mailing addresses are published as an appendix to
the Army's compilation of systems of records notices.
Persons affiliated with the Army and Air Force Exchange Service
(AAFES) by assignment, employment, contractual relationship, or as the
result of an interservice support agreement on whom a personnel
security clearance determination has been completed, is in process, or
may be pending.
File may contain pending and completed personnel security clearance
actions on individuals by personal identifying data. It may also
contain briefing/debriefing statements for special programs, sensitive
positions, and other related information and documents required in
connection with personnel security clearance determinations.
E.O. 11652.
To assist in the processing of personnel security clearance
actions; to record security clearances issued or denied; and to verify
eligibility for access to classified information or assignment to a
sensitive position. Records may be used by AAFES commanders for adverse
personnel actions such as removal from sensitive duties, removal from
employment, denial to a restricted or sensitive area, and revocation of
security clearance.
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:
Information may be released to Federal agencies based on formal
accreditation as specified in official directives; regulations; to
Federal, State, local, and foreign law enforcement, intelligence, or
security agencies in connection with a lawful investigation under their
jurisdiction.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices apply to this system.
Paper records in folders; cards; computer tapes, punched cards, or
discs.
By individual's surname.
Records are located in locked safes or cabinets; access is
restricted to designated individuals having need therefor in the
performance of official duties.
Records are permanent. They are retained in active file until the
end of the fiscal year in which the individual is no longer employed or
associated with the Army and Air Force Exchange Service; held 2
additional years in inactive status and retired to the National
Personnel Records Center, 111 Winnebago Street, St. Louis, MO 63118-
4199.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force
[[Page 55554]]
Exchange Service, ATTN: Director, Loss Prevention Division, PO Box
660202, Dallas, TX 75266-0202.
Individual should provide their full name, Social Security Number,
present address and telephone number, and signature.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Director, Loss
Prevention Division, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, Social Security Number,
present address and telephone number, and signature.
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.
From the individual; investigative results furnished by the Defense
Investigative Service and other Federal, Department of Defense, State,
local, and/or foreign law enforcement agencies.
None.
AAFES 0401.04
Official Personnel Folders and General Personnel Files (February
22, 1993, 58 FR 10006).
* * * * *
Delete `HQ Army and Air Force Exchange Service-Europe, Pinder
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and
Air Force Exchange Service-Europe Region, Building 4001, In der Witz
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
Delete entry and replace with `By individual's surname and Social
Security Number.'
* * * * *
Delete attention line and replace with `ATTN: Senior Vice
President, People Resources Directorate'.
Delete attention line and replace with `ATTN: Senior Vice
President, People Resources Directorate'.
* * * * *
AAFES 0401.04
Official Personnel Folders and General Personnel Files.
The Official Personnel Folder is located in the Personnel Office at
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
Army and Air Force Exchange Service-Europe Region, Building 4001,
In der Witz 14-18, 55252 Mainz-Kastel, Germany; and
Exchange Regions and Area Exchanges at posts, bases, and satellites
world-wide. Official mailing addresses are published as an appendix to
the Army's compilation of systems of records notices.
Included in this system are the Employee Service Record Card Files
and those records duplicated for maintenance at a site closer to where
the employee works (e.g., in an administrative office or supervisor's
work folder).
Current and former employees of the Army and Air Force Exchange
Service (AAFES).
Name, Social Security Number, date of birth, home residence,
mailing address, telephone number; records reflecting work experience,
educational level achieved; letters of commendation; training courses
in which enrolled and certificates of completion; security clearance;
personnel actions such as appointments, transfers, reassignments,
separations, reprimands; salary and benefits documents to include
allowances and insurance data; travel orders; and similar relevant
information.
10 U.S.C. 3012, 3013, and 8012.
The Official Personnel Folder and other general personnel records
are the official repository of the records, reports of personnel
actions, and the documents and papers required in connection with these
actions effected during an employee's service with the Army and Air
Force Exchange Service.
Records provide the basic source of factual data about a person's
employment with the agency and have various uses by AAFES personnel
offices, including screening qualifications of employees, determining
status, eligibility, and employee's rights and benefits, computing
length of service, and other information needed to provide personnel
services.
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:
Information may be disclosed to the Department of Labor, Department
of Veterans Affairs, Social Security Administration, Federal agencies
that have special civilian employee retirement programs; 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 the
retirement, insurance or health benefits programs or to an agency to
conduct studies or audits of benefits being paid under such programs.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices apply to this system.
Paper records in file folders; Kardex files; microfilm or
microfiche, and in computer storage media.
By individual's surname and Social Security Number.
Paper or microfiche/microfilmed records are located in locked metal
cabinets or in secured rooms with access limited to those personnel
whose official duties require access. Access to computerized records is
limited, through use of access codes and entry logs, to those whose
official duties require access.
The Official Personnel Folder is permanent. Upon employee's
separation, it is transferred to the National Personnel Records Center
(Civilian), 111 Winnebago Street, St. Louis, MO 63118-4199. Duplicate
[[Page 55555]]
records maintained in an administrative office or at supervisory levels
are destroyed 90 days after employee's separation. Service Record Card
Files are retained for 5 years following employee's separation and
retired to a records holding area for 15 additional years before being
destroyed, except that those of employees of discontinued AAFES
installations are retired to the National Personnel Records Center
(Civilian). Automated personnel records are retained indefinitely for
managerial and statistical studies; after an employee's separation,
records are not used in making decisions concerning the employee.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Senior
Vice President, People Resources Directorate, PO Box 660202, Dallas, TX
75266-0202.
Individuals must furnish their full name, Social Security Number,
current address and telephone number; if terminated, also include date
of birth, date of separation, and last employing location.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Senior Vice
President, People Resources Directorate, PO Box 660202, Dallas, TX
75266-0202.
Individuals must furnish their full name, Social Security Number,
current address and telephone number; if terminated, also include date
of birth, date of separation, and last employing location.
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.
From the individual, educational institutions, officials and other
individuals of the Army and Air Force Exchange Service, third parties
responding to reference checks, previous employers, law enforcement
agencies, physicians.
None.
AAFES 0403.01
Application for Employment Files (February 22, 1993, 58 FR 10007).
* * * * *
Delete `HQ Army and Air Force Exchange Service-Europe, Pinder
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and
Air Force Exchange Service-Europe Region, Building 4001, In der Witz
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
Delete entry and replace with `Applicant records are retained for
up to six months; records for applicants hired become part of the
person's Official Personnel Folder.'
* * * * *
Delete attention line and replace with `ATTN: Senior Vice
President, People Resources Directorate'.
Delete attention line and replace with `ATTN: Senior Vice
President, People Resources Directorate'.
* * * * *
AAFES 0403.01
Application for Employment Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202, for applicants of executive and managerial
positions.
Records of applicants for all other Army and Air Force Exchange
Service positions may be located also at Army and Air Force Exchange
Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-
Kastel, Germany; and
Exchange Regions and Area Exchanges at posts, bases, and satellites
world-wide. Official mailing addresses are published as an appendix to
the Army's compilation of systems of records notices.
Persons who have applied for employment in the Army and Air Force
Exchange Service (AAFES).
Applications generally include individual's name, date of birth,
Social Security Number, home address, information on work and
educational experience, military service, convictions for offenses
against the law, specialized training, awards or honors; documents
reflecting results of written examinations and ratings; reference
checks and results; evidence of satisfactory physical condition, pre-
employment investigations and clearances deemed appropriate to the
position for which application is made; notification from AAFES
concerning selection/non-selection.
10 U.S.C. 3012, 3013, and 8012.
The records are used in considering individuals who have applied
for positions in the Army and Air Force Exchange Service by making
determinations of qualifications including medical qualifications, for
positions applied for, and to rate and rank applicants applying for the
same or similar positions.
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 apply to this system.
Paper records in file folders.
By applicant's surname.
Records are maintained in a secured area with access limited to
authorized personnel whose duties require access.
Applicant records are retained for up to six months; records for
applicants hired become part of the person's Official Personnel Folder.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
[[Page 55556]]
Individuals seeking to determine whether information about
themselves is contained in this systems should address written
inquiries to the Commander, Army and Air Force Exchange Service, ATTN:
Senior Vice President, People Resources Directorate, PO Box 660202,
Dallas, TX 75266-0202.
Individual should provide full name, Social Security Number,
current address and telephone number, and sufficient details concerning
position and location thereof for which application had been submitted.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Senior Vice
President, People Resources Directorate, PO Box 660202, Dallas, TX
75266-0202.
Individual should provide full name, Social Security Number,
current address and telephone number, and sufficient details concerning
position and location thereof for which application had been submitted.
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.
From the individual, his/her previous employer(s) and personal
references, law enforcement agencies, medical authorities.
None.
AAFES 0404.01
Incentive Awards Case Files (July 13, 1995, 60 FR 36111).
* * * * *
Delete `Army and Air Force Exchange Service-Europe, Pinder
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and
Air Force Exchange Service-Europe Region, Building 4001, In der Witz
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
AAFES 0404.01
Incentive Awards Case Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
Army and Air Force Exchange Service-Europe Region, Building 4001,
In der Witz 14-18, 55252 Mainz-Kastel, Germany.
All U.S. dollar-paid employees of the Army and Air Force Exchange
Service who are recipients of awards.
Name, Social Security Number, grade/step, position title, award for
which nominated and justification therefor, accomplishments,
requirements of position held, organization in which employed, and
similar relevant data.
10 U.S.C. 3012, 3013, and 8012.
To consider and select employees for incentive awards and other
honors and to publicize those granted.
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:
Information may be disclosed to public and private organizations,
including news media, which grant or publicize employee awards or
honors.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices apply to this system.
Paper records in filing cabinets.
By individual's surname.
Records are accessible only to designated individuals having
official need therefor.
Records are retained for 2 years, following which they are
destroyed by shredding.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: PE, PO Box
660202, Dallas, TX 75266-0202.
Individual should provide full name, Social Security Number,
current address and telephone number, and sufficient details to permit
locating the record.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: PE, PO Box
660202, Dallas, TX 75266-0202.
Individual should provide full name, Social Security Number,
current address and telephone number, and sufficient details to permit
locating the record.
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.
From the nominating official; approving authority; individual's
official personnel file.
None.
AAFES 0405.03
Personnel Appeals and Grievances (February 22, 1993, 58 FR 10009).
* * * * *
Delete `HQ Army and Air Force Exchange Service-Europe, Pinder
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and
Air Force Exchange Service-Europe Region, Building 4001, In der Witz
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
AAFES 0405.03
Personnel Appeals and Grievances.
[[Page 55557]]
Office of the General Counsel at Headquarters, Army and Air Force
Exchange Service, PO Box 660202, Dallas, TX 75266-0202; and
Army and Air Force Exchange Service-Europe Region, Building 4001,
In der Witz 14-18, 55252 Mainz-Kastel, Germany.
Any employee of the Army and Air Force Exchange Service (AAFES) 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.
Correspondence, documentation, and memoranda concerning the appeal/
grievance.
10 U.S.C. 3012, 3013, and 8012.
To determine propriety and legal sufficiency or the agency's action
in the appeal or grievance matter.
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 apply to this system.
Paper records in locked file cabinets.
By employee's surname.
Buildings employ security guards. Records are maintained in areas
accessible only to authorized personnel who are properly screened,
cleared and trained.
Retained in the servicing General Counsel's office for 1 year after
final decision is made; subsequently retired to the AAFES warehouse or
servicing General Services Administration records holding center where
it is held 6 years before being destroyed by shredding.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the General Counsel at the Army and Air Force Exchange Service
location where appeal/grievance was filed.
Individual should provide full name, current address and telephone
number, the latest correspondence received by them from the General
Counsel's office, if available, and signature.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
General Counsel at the Army and Air Force Exchange Service location
where appeal/grievance was filed.
Individual should provide full name, current address and telephone
number, the latest correspondence received by them from the General
Counsel's office, if available, and signature.
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.
From AAFES personnel office responsible for records on the
employee; from the AAFES Grievance Examiner; and from the AAFES
employee and/or his/her representative.
None.
AAFES 0408.17
HPP Employee Upward Mobility Program Files (July 13, 1995, 60 FR
36113).
* * * * *
Delete `HQ Army and Air Force Exchange Service-Europe, Pinder
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and
Air Force Exchange Service-Europe Region, Building 4001, In der Witz
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
AAFES 0408.17
HPP Employee Upward Mobility Program Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
Army and Air Force Exchange Service-Europe Region, Building 4001,
In der Witz 14-18, 55252 Mainz-Kastel, Germany; and
Exchange Regions and Area Exchanges at posts, bases, and satellites
world-wide. Official mailing addresses are published as an appendix to
the Army's compilation of systems of records notices.
Employees of the Army and Air Force Exchange Service.
Name, Social Security Number, current job title, grade, job
location, primary career field desired, training courses required, and
dates training courses completed.
10 U.S.C. 3012, 3013, and 8012; and E.O. 9397.
To assist the servicing personnel office in identifying and
referring qualified employees for vacant positions.
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 apply to this system.
Paper records in locked file cabinets.
By employee's surname.
[[Page 55558]]
Information is accessible only to designated individuals having an
official need therefor in the performance of assigned duties.
Records are retained until (a) the associate is promoted into
management, at which time the records are incorporated into the
person's Official Personnel Folder; (b) the associate severs his/her
employment with the Army and Air Force Exchange Service, at which time
they are destroyed; or (c) if associate is reinstated at another AAFES
location, record is forwarded to the gaining personnel office.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Senior
Vice President, People Resources Directorate, PO Box 660202, Dallas, TX
75266-0202.
Individual should provide full name, Social Security Number, job
location, and duty phone.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Senior Vice
President, People Resources Directorate, PO Box 660202, Dallas, TX
75266-0202.
Individual should provide full name, Social Security Number, job
location, and duty phone.
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.
From the individual.
None.
AAFES 0409.01
AAFES Accident/Incident Reports (February 22, 1993, 58 FR 10013).
* * * * *
Delete `HQ Army and Air Force Exchange Service-Europe, Pinder
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and
Air Force Exchange Service-Europe Region, Building 4001, In der Witz
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
Add `E.O. 9397' to entry.
* * * * *
Delete attention line and replace with `ATTN: Director, Loss
Prevention Division'.
Delete attention line and replace with `ATTN: Director, Loss
Prevention Division'.
* * * * *
AAFES 0409.01
AAFES Accident/Incident Reports.
Safety and Security Offices of Headquarters, Army and Air Force
Exchange Service, PO Box 660202, Dallas, TX 75266-0202;
Army and Air Force Exchange Service-Europe Region, Building 4001,
In der Witz 14-18, 55252 Mainz-Kastel, Germany; Exchange
Exchange Regions and Area Exchanges at posts, bases, and satellites
world-wide. Official mailing addresses are published as an appendix to
the Army's compilation of systems of records notices.
Individuals involved in accidents, incidents, or mishaps resulting
in theft or reportable damage to Army and Air Force Exchange Service
(AAFES) property or facilities; individuals injured or become ill as a
result of such accidents, incidents, or mishaps.
AAFES Accident Report, AAFES Incident Report, record of injuries
and illnesses; physicians' reports; witness statements; investigatory
reports; similar relevant documents.
E.O. 11807 and E.O. 9397.
To record accidents, incidents, mishaps, fires, theft, etc.,
involving Government property; and personal injuries/illnesses in
connection therewith, for the purposes of recouping damages, correcting
deficiencies, initiating appropriate disciplinary action; filing of
insurance and/or workmen's compensation claims therefor; and for
managerial and statistical reports.
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:
Information may be disclosed to the Department of Labor to support
workmen's compensation claims.
The information in this system may also be released during
administrative and judicial proceedings when relevant.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices apply to this system.
Paper records in file folders; computer magnetic tapes and
printouts; microfiche.
By name of individual involved or injured and Social Security
Number.
Records are accessed only by designated individuals having official
need therefor in the performance of their duties, within buildings
protected by security guards.
Paper records are retained for 2 years following which it is
destroyed by shredding; information on microfiches is retained for 3
years; computer tapes reflecting historical data are permanent.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Director,
Loss Prevention Division, PO Box 660202, Dallas, TX 75266-0202.
[[Page 55559]]
Individual should provide their full name, present address and
telephone number; sufficient details concerning the accident, mishap,
or attendant injury to permit locating the record, and signature.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Director, Loss
Prevention Division, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, present address and
telephone number; sufficient details concerning the accident, mishap,
or attendant injury to permit locating the record, and signature.
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.
From the individual; medical facilities; investigating official;
State Bureau of Motor Vehicles, State and local law enforcement
authorities; witnesses; victims; official Department of Defense records
and reports.
None.
AAFES 0502.02
Biographical Files (July 13, 1995, 60 FR 36116).
* * * * *
Delete `HQ Army and Air Force Exchange Service-Europe, Pinder
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and
Air Force Exchange Service-Europe Region, Building 4001, In der Witz
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
AAFES 0502.02
Biographical Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202 and the Army and Air Force Exchange Service-
Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel,
Germany.
Key military and civilian employees of the Army and Air Force
Exchange Service world-wide.
Individual's name, position title and organizational location, home
address, date and place of birth, marital status including names of
spouse and children, educational background, military status, awards
and decorations, community and civic interest data, photograph, and
similar relevant information.
10 U.S.C. 3012, 3013, and 8012.
To prepare feature articles for hometown newspapers, trade media,
community interests, and similar public service groups.
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:
Information may be disclosed to public and private organizations
including news media.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices apply to this system.
Paper records in file folders.
By individual's surname.
Records are accessed only by designated individuals having official
need therefor, in buildings protected by security guards or military
police.
Records are retained for 1 year following termination of
individual's assignment or employment; then destroyed.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Director,
Public Affairs Division, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, current address and
telephone number, details surrounding the event or incident, and
signature.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Director, Public
Affairs Division, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, current address and
telephone number, details surrounding the event or incident, and
signature.
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.
From the individual; official AAFES records and reports.
None.
AAFES 0607.01
Confidential Financial Disclosure Report (July 13, 1995, 60 FR
36111).
* * * * *
Delete `HQ Army and Air Force Exchange Service-Europe, Pinder
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and
Air Force Exchange Service-Europe Region, Building 4001, In der Witz
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
AAFES 0607.01
Confidential Financial Disclosure Report.
Office of the General Counsel at Headquarters, Army and Air Force
Exchange Service, PO Box 660202,
[[Page 55560]]
Dallas, TX 75266-0202 and Army and Air Force Exchange Service-Europe
Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany.
Each officer of a uniformed service assigned to AAFES whose pay
grade is less than O-7 and each employee whose position is classified
at Grade 15 (NF-5/Tier 1) or below and whose basic duties and
responsibilities require the employee or officer to participate
personally and substantially in a way that the final decision or action
will have a direct and substantial economic effect on the interests of
any non-Federal entity or the agency concludes in accordance with
Federal regulation that the duties and responsibilities of the
employee's position require the employee to file such a report to avoid
involvement in a real or apparent conflict of interest.
Standard Form 450, `Confidential Financial Disclosure Report,' and
endorsements or documents relevant to information on this form.
E.O. 12674 as amended by E.O. 12731.
These records are maintained to meet requirements of E.O. 12674, as
amended by E.O. 12731 (5 CFR 2634.901, subpart I), on the policies of
Confidential Financial Disclosure Reporting. Such statements are
required to assure compliance with the standards of conduct for
Government employees contained in the Executive Orders, Federal
regulations, and Title 18 of the U.S.C., and to determine if a conflict
of interest exists between the employment of individuals by the Federal
Government and their personal employment or other financial interests.
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:
These statements and amended statements required by or pursuant to
E.O. 12674, as amended by E.O. 12731, are to be held in confidence and
no information shall be disclosed except:
a. To disclose pertinent information to the appropriate Federal,
State, or local agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order, where
the disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation.
b. To disclose information to another Federal agency, to a court,
or a party in litigation before a court or in an administrative
proceeding being conducted by a Federal agency, either when the
Government is party to a judicial proceeding or in order to comply with
the issuance of a subpoena.
c. To disclose information to any source when necessary to obtain
information relevant to a conflict-of-interest investigation or
determination.
d. By the National Archives and Records Administration, General
Services Administration, in record management inspections conducted
under authority of 44 U.S.C. 2904 and 2906.
e. To disclose, in response to a request for discovery or for
appearance of a witness, information that is relevant to the subject
matter involved in a pending judicial or administrative proceeding, in
which the filer is directly involved.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices apply to this system.
Paper records in locked file cabinets.
By individual's surname.
Information is accessible only to designated authorized persons who
are properly screened, cleared and trained, having official need
therefor in the performance of official duties.
Retained until individual no longer occupies a position for which
Standard Form 450 is required. Destroyed by shredding six years after
the individual has left the position, except that documents needed in
an on-going investigation will be retained until no longer needed in
the investigation.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the General Counsel at the Army and Air Force Exchange Service
location where the reports were filed.
Individuals should provide their full name, period covered by the
report filed, locations(s) of employment, and signature.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
General Counsel at the Army and Air Force Exchange Service location
where the reports were filed.
Individuals should provide their full name, period covered by the
report filed, locations(s) of employment, and signature.
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.
From the individual.
None.
AAFES 0703.07
AAFES Employee Pay System Records (February 22, 1993, 58 FR 10019).
* * * * *
Delete entry and replace with `Headquarters, Army and Air Force
Exchange Service, PO Box 660202, Dallas, TX 75266-0202;
Commander, Army and Air Force Exchange Service-Pacific Rim Region,
Unit 35163, APO AP 96378-0163; and
Commander, Army and Air Force Exchange Service-Europe, Unit 24580,
APO AE 09245.'
* * * * *
Delete `management narrative and statistical reports relating to
pay, leave and retirement.' and replace with `management narrative and
statistics; reports relating to pay, leave, and retirement; Social
Security Numbers of dependents of employees in the Healthy Beginnings
Program'.
* * * * *
[[Page 55561]]
Add `E.O. 9397' to entry.
* * * * *
AAFES 0703.07
AAFES Employee Pay System Records.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
Commander, Army and Air Force Exchange Service-Pacific Rim Region,
Unit 35163, APO AP 96378-0163; and
Commander, Army and Air Force Exchange Service-Europe, Unit 24580,
APO AE 09245.
Civilian employees of the Army and Air Force Exchange System
(AAFES).
Employee's name; Social Security Number; AAFES facility number;
individual's pay, leave, and retirement records, withholding/deduction
authorization for allotments, health benefits, life insurance, savings
bonds, financial institutions, etc.; tax exemption certificates;
personal exception and indebtedness papers; subsistence and quarters
records; statements of charges, claims; roster and signature cards of
designated timekeepers; payroll and retirement control and working
paper files; unemployment compensation data requests and responses;
reports of retirement fund deductions; management narrative and
statistical reports relating to pay, leave, and retirement.
Title 6, GAO policy and Procedures Manual for Guidance of Federal
Agencies; 10 U.S.C. 3012, 3013, and 8012.
To provide basis for computing civilian pay entitlements; to record
history of pay transactions, leave accrued and taken, bonds due and
issued, taxes paid; to answer inquiries and process claims.
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 Treasury Department to record checks and bonds issued.
To the Internal Revenue Service to report taxable earnings and
taxes withheld; to locate delinquent debtors.
To States and Cities/Counties to provide taxable earnings of
civilian employees to those states and cities or counties which have
entered into an agreement with the Department of Defense and the
Department of the Treasury.
To State Employment Offices to provide information relevant to the
State's determination of individual's entitlement to unemployment
compensation.
To the U.S. Department of Justice/U.S. Attorneys for legal action
and/or final disposition of debt claims against the Army and Air Force
Exchange Service.
To private collection agencies for collection action when the Army
and Air Force Exchange Service has exhausted its internal collection
efforts.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices apply to this system.
Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to `consumer reporting agencies' as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701(a)(3)).
The disclosure is limited to information necessary to establish the
identity of the individual, including name, address, and taxpayer
identification number (Social Security Number); the amount, status, and
history of the claim; and the agency or program under which the claim
arose for the sole purpose of allowing the consumer reporting agency to
prepare a commercial credit report.
Paper records in file folders and in bulk storage; card files;
computer magnetic tapes, discs and printouts; microfiches, microfilm.
Automated records are retrieved by employee's Social Security
Number within payroll block; manual records are retrieved by
individual's surname or Social Security Number.
Records are restricted to personnel who are properly cleared and
trained and have an official need therefor. In addition, integrity of
automated data is ensured by internal audit procedures, data base
access accounting reports and controls to preclude unauthorized
disclosure.
The majority of documents are retained 4 years after which they are
destroyed by shredding. Exceptions are Time and Attendance sheets:
retained 6 years; W-2 data and employer quarterly Federal tax returns
are retained 5 years; Payroll Registers are permanent.
Commander, HQ Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, HQ Army and Air Force Exchange Service, ATTN: FA, PO
Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, Social Security Number,
current address and telephone number; if terminated, include date and
place of separation.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, HQ Army and Air Force Exchange Service, ATTN: FA, PO
Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, Social Security Number,
current address and telephone number; if terminated, include date and
place of separation.
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.
From the individual; personnel actions; other agency records and
reports.
None.
[[Page 55562]]
AAFES 1609.02
AAFES Customer Service (August 2, 1995, 60 FR 39368).
* * * * *
Delete second address and replace with `Army and Air Force Exchange
Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-
Kastel, Germany'.
* * * * *
AAFES 1609.02
AAFES Customer Service.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
Army and Air Force Exchange Service-Europe Region, Building 4001,
In der Witz 14-18, 55252 Mainz-Kastel, Germany; and
Exchange Regions and Area Exchanges at posts, bases, and satellites
world-wide. Official mailing addresses are published as an appendix to
the Army's compilation of systems of records notices.
Army and Air Force Exchange Service (AAFES) customers who purchase
merchandise on a time payment, layaway, or special order basis, or who
need purchase adjustments or refunds.
Individual's Social Security Number, copies of layaway tickets,
requests for refunds, special order forms/procurement request/logs,
cash receipt/charge or credit vouchers, repair vouchers, warranty
documents, correspondence between AAFES and the customer and/or vendor
.
10 U.S.C. 3012, 3013, 8012, 8013, and E.O. 9397.
To record customer transactions/payment for layaway and special
orders; to determine payment status before finalizing transactions; to
identify account delinquencies and prepare customer reminder notices;
to mail refunds on canceled layaway or special orders; to process
purchase refunds; to document receipt from customer of merchandise
subsequently returned to vendors for repair or replacement and initiate
follow-up actions.
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 monitor individual customer refunds. See previous comment.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices apply to this system.
Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to `consumer reporting agencies' as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701(a)(3)).
The disclosure is limited to information necessary to establish the
identity of the individual, including name, address, and taxpayer
identification number (Social Security Number); the amount, status, and
history of the claim; and the agency or program under which the claim
arose for the sole purpose of allowing the consumer reporting agency to
prepare a commercial credit report.
Paper records in file boxes and cabinets.
By customer's surname, Social Security Number, document control
number, and/or due date.
Records are maintained in secured areas, accessible only to
authorized personnel having need for the information in the performance
of their duties.
Cancelled or completed layaway tickets are held for 6 months after
cancellation or delivery of merchandise; purchase orders are retained
for 2 years; refund vouchers are retained for 6 years; returned
merchandise slips are retained for 6 years; cash receipt vouchers are
retained for 3 years; repair/replacement order slips are held 2 years.
All records are destroyed by shredding.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: SD, PO Box
660202, Dallas, TX 75266-0202.
Individual should provide name and sufficient details of purchase
to enable locating pertinent records, current address and telephone
number.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: SD, PO Box
660202, Dallas, TX 75266-0202.
Individual should provide name and sufficient details of purchase
to enable locating pertinent records, current address and telephone
number.
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.
From the individual; vendor.
None.
[FR Doc. 95-27115 Filed 10-31-95; 8:45 am]
BILLING CODE 5000-04-F
