[Federal Register Volume 63, Number 239 (Monday, December 14, 1998)]
[Notices]
[Pages 68736-68749]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-33042]
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DEPARTMENT OF DEFENSE
Defense Threat Reduction Agency
Privacy Act of 1974; System of Records
AGENCY: Defense Threat Reduction Agency, DoD.
ACTION: Privacy Act systems of records, republication.
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SUMMARY: On October 1, 1998, the Defense Threat Reduction Agency was
formed by the consolidation of selected elements of the Office of the
Secretary of Defense Staff and the Defense Special Weapons Agency. As a
result of this consolidation, two former Office of the Secretary of
Defense Privacy Act systems of records notices (DOSIA 01, entitled OSIA
Treaty Inspection Manpower Management System (July 18, 1996, 61 FR
37447) and DUSDA 05, entitled Human Radiation Research Review (August
1, 1996, 61 FR 40201)) were transferred to the Defense Threat Reduction
Agency.
In addition, existing Defense Threat Reduction Agency notices are
being republished to reflect name and administrative changes made to
the notices because of the consolidation.
DATES: This proposed action will be effective without further notice on
January 13, 1999, unless comments are received which result in a
contrary determination.
ADDRESSES: Send comments to General Counsel, Defense Threat Reduction
Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
FOR FURTHER INFORMATION CONTACT: Ms. Sandy Barker at (703) 810-4561.
SUPPLEMENTARY INFORMATION: The Defense Threat Reduction Agency 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 proposed administrative 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: December 8, 1998.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DEFENSE THREAT REDUCTION AGENCY
REQUESTING RECORDS
Records are retrieved by name or by some other personal identifier.
It is therefore especially important for expeditious service when
requesting a record that particular attention be provided to the
Notification and/or Access Procedures of the particular record system
involved so as to furnish the required personal identifiers, or any
other pertinent personal information as may be required to locate and
retrieve the record.
BLANKET ROUTINE USES
Certain `blanket routine uses' of the records have been established
that are applicable to every record system maintained within the
Department of Defense unless specifically stated otherwise within a
particular record system. These additional blanket routine uses of the
records are published below only once in the interest of simplicity,
economy and to avoid redundancy.
LAW ENFORCEMENT ROUTINE USE
In the event that a system of records maintained by this component
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or by regulation, rule or order issued
pursuant thereto, the relevant records in the system of records may be
referred, as a routine use, to the appropriate agency, whether Federal,
state, local, or foreign, charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing the statute, rule, regulation or order issued pursuant
thereto.
DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE
A record from a system of records maintained by this component may
be disclosed as a routine use to a Federal, state, or local agency
maintaining civil, criminal, or other relevant enforcement information
or other pertinent information, such as current licenses, if necessary
to obtain information relevant to a component decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance of a license,
grant or other benefit.
DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE
A record from a system of records maintained by this component may
be disclosed to a Federal agency, in response to its request, in
connection with the hiring or retention of an employee, the issuance of
a security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant or other
benefit by the requesting agency, to the extent that the information is
relevant and necessary to the requesting agency's decision on the
matter.
CONGRESSIONAL INQUIRIES ROUTINE USE
Disclosure from a system of records maintained by this component
may be made to a Congressional office from the record of an individual
in response to an inquiry from the Congressional office made at the
request of that individual.
PRIVATE RELIEF LEGISLATION ROUTINE USE
Relevant information contained in all systems of records of the
Department of Defense published on or before August 22, 1975, may be
disclosed to the Office of Management and Budget in connection with the
review of private
[[Page 68737]]
relief legislation as set forth in OMB Circular A-19 at any stage of
the legislative coordination and clearance process as set forth in that
Circular.
DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE
A record from a system of records maintained by this component may
be disclosed to foreign law enforcement, security, investigatory, or
administrative authorities in order to comply with requirements imposed
by, or to claim rights conferred in, international agreements and
arrangements including those regulating the stationing and status in
foreign countries of Department of Defense military and civilian
personnel.
DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE
Any information normally contained in IRS Form W-2 which is
maintained in a record from a system of records maintained by this
component may be disclosed to state and local taxing authorities with
which the Secretary of the Treasury has entered into agreements
pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to
those state and local taxing authorities for which an employee or
military member is or was subject to tax regardless of whether tax is
or was withheld. This routine use is in accordance with Treasury Fiscal
Requirements Manual Bulletin Number 76-07.
DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE
A record from a system of records subject to the Privacy Act and
maintained by this component may be disclosed to the Office of
Personnel Management concerning information on pay and leave, benefits,
retirement deductions, and any other information necessary for the
Office of Personnel Management to carry out its legally authorized
Government-wide personnel management functions and studies.
DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE
A record from a system of records maintained by this component may
be disclosed as a routine use to any component of the Department of
Justice for the purpose of representing the Department of Defense, or
any officer, employee or member of the Department in pending or
potential litigation to which the record is pertinent.
DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE
Information as to current military addresses and assignments may be
provided to military banking facilities who provide banking services
overseas and who are reimbursed by the Government for certain checking
and loan losses. For personnel separated, discharged, or retired from
the Armed Forces, information as to last known residential or home of
record address may be provided to the military banking facility upon
certification by a banking facility officer that the facility has a
returned or dishonored check negotiated by the individual or the
individual has defaulted on a loan and that if restitution is not made
by the individual, the U.S. Government will be liable for the losses
the facility may incur.
DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION
ROUTINE USE
A record from a system of records maintained by this component may
be disclosed as a routine use to the General Services Administration
for the purpose of records management inspections conducted under
authority of 44 U.S.C. 2904 and 2906.
DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS
ADMINISTRATION ROUTINE USE
A record from a system of records maintained by this component may
be disclosed as a routine use to the National Archives and Records
Administration for the purpose of records management inspections
conducted under authority of 44 U.S.C. 2904 and 2906.
DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE
A record from a system of records maintained by this component may
be disclosed as a routine use to the Merit Systems Protection Board,
including the Office of the Special Counsel for the purpose of
litigation, including administrative proceedings, appeals, special
studies of the civil service and other merit systems, review of OPM or
component rules and regulations, investigation of alleged or possible
prohibited personnel practices; including administrative proceedings
involving any individual subject of a DOD investigation, and such other
functions, promulgated in 5 U.S.C 1205 and 1206, or as may be
authorized by law.
COUNTERINTELLIGENCE PURPOSES ROUTINE USE
A record from a system of records maintained by this component may
be disclosed as a routine use outside the DOD or the U.S. Government
for the purpose of counterintelligence activities authorized by U.S.
Law or Executive Order or for the purpose of enforcing laws which
protect the national security of the United States.
HDTRA 001
System name:
Employee Assistance Program.
System location:
Office of Manpower and Personnel, Defense Threat Reduction Agency,
45045 Aviation Drive, Dulles, VA 20166-7517.
Civilian Personnel Office, Building 20203A, Kirtland Air Force
Base, Albuquerque, NM 87115-5000.
Categories of individuals covered by the system:
All civilian employees in appropriated and non-appropriated fund
activities who are referred by management for, or voluntarily request,
counseling assistance.
Categories of records in the system:
Case records on employees which are maintained by counselors,
supervisors, and civilian personnel offices, that consist of
information on condition, current status, and progress of employees or
dependents who have alcohol, drug, or emotional problems (referrals
only).
Authority for maintenance of the system:
The Drug Abuse Prevention, Treatment, and Rehabilitation Act, as
amended; Employee Assistance Program, 42 CFR Chapter I, Subchapter A; 5
U.S.C. 7904 and E.O. 9397 (SSN).
Purpose(s):
For use by the Drug and Alcohol Abuse Coordinator in referring
individuals for counseling and by management officials for follow-up
actions.
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:
In order to comply with provisions of 42 U.S.C. 290dd-2, the DTRA
``Blanket
[[Page 68738]]
Routine Uses'' do not apply to this system of records.
Records in this system may not be disclosed without the prior
written consent of such patient, unless the disclosure would be:
To medical personnel to the extent necessary to meet a bona fide
medical emergency.
To qualified personnel for the purpose of conducting scientific
research, management audits, financial audits, or program evaluation,
but such personnel may not identify, directly or indirectly, any
individual patient in any report of such research, audit, or
evaluation, or otherwise disclose patient identities in any manner; and
If authorized by an appropriate order of a court of competent
jurisdiction granted after application showing good cause therefor.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Case records are stored in paper file folders.
Retrievability:
Retrieved by the individuals Social Security Number.
Safeguards:
Buildings are protected by security guards and an intrusion alarm
system. Records are maintained in locked security containers accessible
only to personnel who are properly screened, cleared and trained.
Retention and disposal:
Records are purged of identifying information within five years
after termination of counseling or destroyed when they are no longer
useful.
System manager(s) and address:
Chief, Manpower and Personnel, Defense Threat Reduction Agency,
45045 Aviation Drive, Dulles, VA 20166-7517.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the General Counsel, Defense Threat Reduction
Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
The letter should contain the full name, Social Security Number,
and signature of the requester and the approximate period of time, by
date, during which the case record was developed.
Record access procedure:
Individuals seeking access to records about themselves contained in
this system of records should address written inquiries to the General
Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles,
VA 20166-7517.
The letter should contain the full name, Social Security Number,
and signature of the requester and the approximate period of time, by
date, during which the case record was developed.
Contesting record procedures:
The DTRA rules for accessing records and for contesting contents
and appealing initial agency determinations are published in DTRA
Instruction 5400.11B; 32 CFR part 318; or may be obtained from the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Record source categories:
Counselors, other officials, individuals or practitioners, and
other agencies both in and outside of Government.
Exemptions claimed for the system:
None.
HDTRA 002
System name:
Employee Relations.
System location:
Office of Manpower and Personnel, Defense Threat Reduction Agency,
45045 Aviation Drive, Dulles, VA 20166-7517.
Civilian Personnel Office, Building 20203A, Kirtland Air Force
Base, Albuquerque, NM 87115-5000.
Categories of individuals covered by the system:
Civilian employees and former employees paid from appropriated
funds serving under career, career-conditional, temporary and excepted
service appointments on whom suitability, discipline, grievance, and
appeal records exist.
Categories of records in the system:
Documents and information pertaining to discipline, grievances, and
appeals.
Authority for maintenance of the system:
5 U.S.C. 1302, 3301, 3302, 7301; E.O. 11557; E.O. 11491; E.O. 12564
and E.O. 9397 (SSN).
Purpose(s):
For use by agency officials and employees in the performance of
their official duties related to management of civilian employees and
the processing, administration and adjudication of discipline,
grievances, suitability and appeals.
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:
Appeals examiners of the Merit Systems Protection Board to
adjudicate appeals.
The Comptroller General or his authorized representatives and the
Attorney General of the United States or his authorized representatives
in connection with grievances, disciplinary actions, suitability, and
appeals, and to Federal Labor Relations officials in the performance of
official duties.
The `Blanket Routine Uses' published at the beginning of DTRA's
compilation of system of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in paper folders.
Retrievability:
Records at Defense Threat Reduction Agency are retrieved
alphabetically by last name of individual. Records at Kirtland Air
Force Base are filed by Social Security Number.
Safeguards:
Buildings are protected by security guards and an intrusion alarm
system. Records are maintained in locked security containers in a
locked room accessible only to personnel who are properly screened,
cleared and trained.
Retention and disposal:
Records are destroyed upon separation of the employee from the
agency or in accordance with appropriate records disposal schedules.
System manager(s) and addresses:
Chief, Manpower and Personnel, Defense Threat Reduction Agency,
45045 Aviation Drive, Dulles, VA 20166-7517.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records
[[Page 68739]]
should address written inquiries to the General Counsel, Defense Threat
Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
The letter should contain the full name and signature of the
requester and the approximate period of time, by date, during which the
case record was developed.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records should address written inquiries to
the General Counsel, Defense Threat Reduction Agency, 45045 Aviation
Drive, Dulles, VA 20166-7517.
The letter should contain the full name and signature of the
requester and the approximate period of time, by date, during which the
case record was developed.
Contesting record procedures:
The DTRA rules for accessing records and for contesting contents
and appealing initial agency determinations are published in DTRA
Instruction 5400.11B; 32 CFR part 318; or may be obtained from the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Record source categories:
Supervisors or other appointed officials designated for this
purpose.
Exemptions claimed for the system:
None.
HDTRA 004
System name:
Nuclear Weapons Accident Exercise Personnel Radiation Exposure
Records.
System location:
Defense Nuclear Weapons School, Defense Threat Reduction Agency,
1900 Wyoming Boulevard, SE, Kirtland Air Force Base, Albuquerque, NM
87117-5669.
Categories of individuals covered by the system:
Military and civilian employees of the Department of Defense and
other federal, state, and local government agencies, contractor
personnel, and visitors from foreign countries, who participated in
planned exercises.
Categories of records in the system:
Name; Social Security Number; date of birth; service; grade/rank;
specialty code; job series or profession; experience with radioactive
materials such as classification as `radiation worker;' use of film
badge or other dosimetric device; respiratory protection equipment;
training and actual work in anti-contamination clothing and
respirators; awareness of radiation risks associated with exercises;
previous radiation exposure; role in exercise; employer/organization
mailing address and telephone; unit responsible for individuals
radiation exposure records; time in exercise radiological control area;
and external and internal radiation monitoring and/or dosimetry
results.
Authority for maintenance of the system:
42 U.S.C. 2013 and 2201 (Atomic Energy Act of 1954) and 10 CFR
parts 10 and 20; 5 U.S.C. 7902 and 84 Stat. 1599 (Occupational Safety
and Health Act of 1970) and 29 CFR subparts 1910.20 and 1910.96; E.O.
12196, as amended, February 26, 1980, (Occupational Safety and Health
Programs for Federal Employees); and E.O. 9397 (SSN).
Purpose(s):
For use by agency officials and employees in determining and
evaluating individual and exercise collective radiation doses and in
reporting dosimetry results to individuals.
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:
Officials and employees of other government agencies, authorized
government contractors, current or potential employers, national, state
and local government organizations and foreign governments in the
performance of official duties related to evaluating, reporting and
documenting radiation dosimetry data.
Officials of government investigatory agencies in the performance
of official duties relating to enforcement of Federal rules and
regulations.
The `Blanket Routine Uses' published at the beginning of DTRA's
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, assessing, retaining,
and disposing of records in the system:
Storage:
Records are stored on computer printouts and in paper files
folders.
Retrievability:
Records may be retrieved by names, Social Security Number, service
or organization, grade/rank, dosimeter number, or date and place of
participation.
Safeguards:
Records and computer printouts are available only to authorized
persons with an official need to know. The files are in a secure office
area with limited access during duty hours. The office is locked during
non-duty hours.
Retention and disposal:
All records are retained permanently.
System manager(s) and address:
Commander, Defense Nuclear Weapons School, Defense Threat Reduction
Agency, 1900 Wyoming Boulevard, SE, Kirtland Air Force Base,
Albuquerque, NM 87117-5669.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the General Counsel, Defense Threat Reduction
Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
Inquiry should contain full name and Social Security Number of the
individual and applicable dates of participation, if available. Visits
can be arranged with the system manager.
Record access procedure:
Individuals seeking access to information about themselves
contained in this system of records should address inquiries to the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Inquiry should contain full name and Social Security Number of the
individual and applicable dates of participation, if available. Visits
can be arranged with the system manager.
Requests from current or potential employers must include a signed
authorization from the individual.
Contesting record procedures:
The DTRA rules for accessing records and for contesting contents
and appealing initial agency determinations are published in DTRA
Instruction 5400.11B; 32 CFR part 318; or may be obtained from the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Record source categories:
Information in this system of records was supplied directly by the
individual;
[[Page 68740]]
or derived from information supplied by the individual; or supplied by
a contractor or government dosimetry service; or developed by radiation
measurements at the exercise site.
Exemptions claimed for the system:
None.
HDTRA 005
System name:
Manpower/Personnel Management System.
System location:
Primary location: Office of Manpower and Personnel, Defense Threat
Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
Secondary locations: Office of Manpower and Personnel, Defense
Threat Reduction Agency, 6801 Telegraph Road, Alexandria, VA 22310-
3398.
Technology Security Directorate, Defense Threat Reduction Agency,
400 Army Navy Drive, Arlington, VA 22202-2884.
Defense Threat Reduction Agency, Albuquerque Operations, 1680 Texas
Street, SE, Kirtland Air Force Base, Albuquerque, NM 87117-5669 and
Johnston Atoll.
Categories of individuals covered by the system:
Any individual, military or civilian, employed by DTRA.
Categories of records in the system:
File contains the following information on all personnel assigned
to DTRA: Social Security Number; agency; employee name; birth date;
veteran's preference; tenure group; service computation date; federal
employees group life insurance; time and attendance, leave, and
overtime approval forms; retirement code; nature of action code;
effective date of action; position number; pay plan; occupation code;
functional classification code; grade; step; pay basis; salary;
supervisory position; location code/duty station; position occupied;
work schedule; pay rate determinant; sex; citizen status; date entered
present grade; date entered present step; separation date; reason for
separation (quit code); cost center; academic discipline; career
conditional appointment date (conversion to career); education level;
degree date; purpose of training; type of training; source of training;
special interest; direct cost; indirect cost; date of completion; on-
duty hours; off-duty hours; JTD paragraph number; JTD line number;
competitive level; military service retirement date; uniformed service;
joint specialty officer; service position number; career status;
officer evaluation report date (Army only); highest professional
military education; rank; grade; status of incumbent in Personnel
Reliability Program (PRP); date of latest PRP certification;' promotion
sequence number; service commissioned (military); service pay grade
(rank); Agency sub-element code; submitting office number; retired
military code; bureau; unit identification code; program element code;
civil function code; guard/reserve technician; appropriation code;
active/inactive strength designation; work center code; projected
vacancy date; targeted grade; position title; date of last equivalent
increase; fair labor standards act designator; health benefits
enrollment code; type and date of incentive award; civil service or
other legal authority; date probationary period begins; performance
rating; due date for future action; position tenure; leave category;
personnel authorized; projected personnel requirement; special
experience identifiers; additional duties; manpower track: facility;
branch of service; date of rank; primary/Alternate specialty; control
specialty; last OER/EER; total commissioned service date; total active
service date; date of arrival; projected rotation date; security
clearance; marital status; spouse's name; dependents; address (Number
and street, city, state, Zip Code); phones (home and duty); handicap
code; minority group designator; aggregate program element code;
position indicator; academic degree requirements; directorate/
department, division, branch, and section office titles; service
authorization position number; physical profile; nature of action code
No. 2; annuitant indicator; Vietnam veteran; entered present position;
future action type; agency submitting element; submitting office code;
merit pay designator; bargaining unit designator; old Social Security
Number; course title host; tuition; Transportation Per Diem; hourly
rate; training grade level; administrative cost; type of career
training program.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 302, 4103; Pub. L.
89-554, September 6, 1966; and E.O. 9397 (SSN).
Purpose(s):
For use by officials and employees of the Defense Threat Reduction
Agency in the performance of their official duties related to the
management of civilian and military employee programs and for
preparation and publication of personnel rosters to facilitate
communications/contact for official, or emergency purposes.
To compile and consolidate reports relating to manpower
authorization/assigned strengths and to record personnel data and use
that data to compile information as required by management officials
within the agency.
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:
Representatives of the Merit Systems Protection Board on matters
relating to the inspection, survey, audit or evaluation of the civilian
programs or such other matters under the jurisdiction of that
organization.
The Comptroller General or any of his authorized representatives in
the course of performance of duties of the General Accounting Office
relating to civilian programs.
Duly appointed Hearing Examiners or Arbitrators for the purpose of
conducting hearings in connection with an employee grievance.
The ``Blanket Routine Uses'' published at beginning of DTRA'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:
Automated records are stored on magnetic tapes, discs, computer
printouts, and on punched cards. Manual records are stored in paper
file folders and card file boxes.
Retrievability:
Automated records are retrieved by employee name, Social Security
Number or Position Service Number (PSN). Manual records are retrieved
by employee's last name and PSN.
Safeguards:
The computer facility and data base are located in a restricted
area accessible only to authorized personnel that are properly
screened, cleared, and trained. Terminal users are within a restricted
area. Use of these terminals are by authorized personnel who have a
need to acquire data from the database. Terminal users are cleared,
provided proper training and are assigned a
[[Page 68741]]
password/code to retrieve data. Manual records and computer printouts
are available only to authorized personnel having a need to know.
Buildings are protected by security guards and/or an intrusion alarm
system.
Retention and disposal:
Computer magnetic tapes are permanent. Manpower's manual records
are maintained indefinitely and all personnel manual records are kept
until the employee departs. Monthly reports are destroyed at the end of
each fiscal year; annual reports are retained in 5-year blocks,
transferred to the Washington National Records Center, and offered to
National Archives and Records Administration 20 years after cutoff.
System manager(s) and address:
Chief, Manpower and Personnel, Defense Threat Reduction Agency,
45045 Aviation Drive, Dulles, VA 20166-7517.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the General Counsel, Defense Threat Reduction
Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
The letter should contain the full name, Social Security Number,
and signature of the requester and the approximate period of time, by
date, during which the record was developed.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records should address written inquiries to
the General Counsel, Defense Threat Reduction Agency, 45045 Aviation
Drive, Dulles, VA 20166-7517.
Written requests for information should contain the full name,
Social Security Number, and signature of individual. For personal
visits, the individual should provide military or civilian
identification card.
Contesting record procedures:
The DTRA rules for accessing records and for contesting contents
and appealing initial agency determinations are published in DTRA
Instruction 5400.11B; 32 CFR part 318; or may be obtained from the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Record source categories:
Information is extracted from military and civilian personnel
records, Joint Manpower Program documents and voluntarily submitted by
individual.
Exemptions Claimed for the System:
None.
HDTRA 006
System name:
Employees Occupational Health Programs.
System location:
Office of Safety and Occupational Health, Defense Threat Reduction
Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
Categories of individuals covered by the system:
Any individual, military or civilian, employed by the Defense
Threat Reduction Agency (DTRA) and General Services Agency employees
assigned to DTRA.
Categories of records in the system:
File contains a variety of records relating to an employee's
participation in the DTRA Occupational Health Program. Information
which may be included in this system are the employee's name, Social
Security Number, date of birth, weight, height, blood pressure, medical
history, blood type, nature of injury or complaint, type of treatment/
medication received, immunizations, examination findings and laboratory
findings, exposure to occupational hazards.
Authority for maintenance of the system:
5 U.S.C. 7901 et seq., Pub. L. 79-658; and E.O. 9397 (SSN).
Purpose(s):
For use by authorized medical personnel in providing any medical
treatment or referral; to provide information to agency management
officials pertaining to job-related injuries or potential hazardous
conditions' and to provide information relative to claims or
litigation.
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 Office of Personnel Management, and the Federal Labor Relations
Authority (including the General Counsel) in the Performance of
official duties.
The Department of Labor in connection with claims for compensation.
The Department of Justice in connection with litigation relating to
claims.
The Occupational Safety and Health Agency in connection with job-
related injuries, illnesses, or hazardous condition.
The ``Blanket Routine Uses'' published at the beginning of DTRA'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:
Records are stored in paper file folders in a locked file cabinet.
Retrievability:
Records may be retrieved by the individual's name and Social
Security Number.
Safeguards:
During the employment of the individual, medical records are
maintained in files located in a secured room with access limited to
those whose official duties require access. Buildings are protected by
security guards and an intrusion alarm system.
Retention and disposal:
Records are retained until the individual leaves the DTRA. Records
are combined with the Official Personnel Folder which is forwarded to
the Federal Personnel Records Center or to the new employing agency, as
appropriate.
System manager(s) and address:
Chief, Office of Safety and Occupational Health, Defense Threat
Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the General Counsel, Defense Threat Reduction
Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
The letter should contain the full name, Social Security Number and
signature of the requester and the approximate period of time, by date,
during which the case record was developed.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records should address
[[Page 68742]]
written inquires to the General Counsel, Defense Threat Reduction
Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
Written requests for information should contain the full name,
Social Security Number, and signature of the requester. For personal
visits the individual should provide a military or civilian
identification card.
Contesting record procedures:
The DTRA rules for accessing records and for contesting contents
and appealing initial agency determinations are published in DTRA
Instruction 5400.11B; 32 CFR part 318; or may be obtained from the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Record source categories:
Information is supplied directly by the individual, or derived from
information supplied by the individual, or supplied by the medical
officer or nurse providing treatment or medication, or supplied by the
individual's private physician.
Exemptions claimed for the system:
None.
HDTRA 007
System name:
Security Operations.
System location:
Primary location: Security Office, Defense Threat Reduction Agency,
45045 Aviation Road, Dulles, VA 20166-7517.
Secondary locations: Security Office, Defense Threat Reduction
Agency, 6801 Telegraph Road, Alexandria, VA 22310-3398.
Technology Security Directorate, Defense Threat Reduction Agency,
400 Army Navy Drive, Arlington, VA 22202-2884.
Albuquerque Operations, Defense Threat Reduction Agency, 1680 Texas
Street, SE, Kirtland Air Force Base, Albuquerque, NM 87117-5669.
Categories of individuals covered by the system:
All military and civilian personnel assigned to, or employed by
Defense Threat Reduction Agency (DTRA).
Other U.S. Government personnel, U.S. Government contractors,
foreign government representatives, and visitors from foreign
countries.
Categories of records in the system:
Name; Social Security Number; date and place of birth; height;
weight; hair/eye color; citizenship; grade/rank; service; organization;
security clearance; date of clearance; basis special accesses; courier
authorization; continuous access roster expiration date; badge number;
vehicle ID and sticker Number; special intelligence access; expiration
date; agency; billet number; list of badges/passes issued; list of keys
issued; conference title; conference duties; location; Department of
Defense Form 398 ``Statement of Personal History;'' Reports of
Investigation; visit requests; conference rosters; clearance and
special access rosters; picture identification; and correspondence
concerning adjudication/passing of clearances.
Authority for maintenance of the system:
E.O. 10450, Security Requirements for Government Employment, 27
April 1953, as amended by E.O.s 10491, 10531, 10548, 10558, 11605, and
11785; E.O. 12065, ``National Security Information,'' 28 June 1978;
Section 21 of the Internal Security Act of 1950 (Pub. L. 831); Section
145 of the Atomic Energy Act of 1954, as amended by Pub. L. 83-703, 42
U.S.C. 2185; and E.O. 9397 (SSN).
Purpose(s):
For use by officials and employees of the Defense Threat Reduction
Agency and other DoD Components in the performance of their official
duties related to determining the eligibility of individuals for access
to classified information, access to buildings and facilities, or to
conferences over which DTRA has security responsibility.
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:
Officials and employees of Government contractors and other
Government agencies in the performance of their official duties related
to the screening and selection of individuals for security clearances
and/or special authorizations, access to facilities or attendance at
conferences.
The ``Blanket Routine Uses'' published at the beginning of DTRA'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:
Automated records are stored on magnetic tapes, discs, computer
printouts, and/or hard drives. Manual records are stored in paper file
folders, card files and paper rosters.
Retrievability:
Automated records are retrieved by individual's last name, Social
Security Number, conference title, and by type of badge issued. Manual
records are retrieved by individuals last name, Social Security Number,
organization or subject file.
Safeguards:
The computer facility and terminals are located in restricted areas
accessible only to authorized personnel. Manual records and computer
printouts are available only to authorized persons with an official
need to know. Buildings are protected by security guards and an
intrusion alarm system.
Retention and disposal:
Computer records on individuals are erased upon termination of an
individual's affiliation with DTRA; personnel security files are
destroyed within thirty days from the date of termination of an
individual's employment, assignment or affiliation with DTRA. Manual
records or conference attendees, visitors, and visit certifications to
other agencies are maintained for two years and destroyed.
System manager(s) and address:
Chief, Security Office, Defense Threat Reduction Agency, 45045
Aviation Drive, Dulles, VA 20166-7517.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the General Counsel, Defense Threat Reduction
Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records should address written inquiries to
the General Counsel, Defense Threat Reduction Agency, 45045 Aviation
Drive, Dulles, VA 20166-7517.
Written requests for information should contain the full name, home
address, Social Security Number, date and place of birth. For personal
visits, the individual must be able to provide identification showing
full name, date
[[Page 68743]]
and place of birth, and their Social Security Number.
Contesting record procedures:
The DTRA rules for accessing records and for contesting contents
and appealing initial agency determinations are published in DTRA
Instruction 5400.11B; 32 CFR part 318; or may be obtained from the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Record source categories:
Information is extracted from military and civilian personnel
records, investigative files, and voluntarily submitted by the
individual. Other Government agencies, law enforcement officials and
contractors may provide the same data.
Exemptions claimed for the system:
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 that such material would reveal the identity of
a confidential source.
An exemption rule for this 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 318. For additional
information contact the General Counsel, Defense Threat Reduction
Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
HDTRA 010
System name:
Nuclear Test Participants.
System location:
Nuclear Test Personnel Review Office, Special Weapons Technology,
Defense Threat Reduction Agency, 6801 Telegraph Road, Alexandria, VA
22310-3398.
Categories of individuals covered by the system:
Military and DoD civilian participants of the U.S. nuclear testing
programs, military occupation forces assigned to Hiroshima or Nagasaki
from August 6, 1945 to July 1, 1946, and individuals who participated
in the cleanup of Enewetak Atoll.
Categories of records in the system:
Name, rank, grade, service number, Social Security Number, last
known or current address, dates and extent of test participation,
exposure data, unit of assignment, medical data, and documentation
relative to administrative claims or civil litigation.
Authority for maintenance of the system:
Atomic Energy Act of 1954, 42 U.S.C. 2013, Tasking Memorandum from
Office of the Secretary of Defense to the Director, Defense Nuclear
Agency dated 28 Jan 78, Subject: DoD Personnel Participation in
Atmospheric Nuclear Weapons Testing and Military Construction
Appropriations Act of 1977 (Pub. L. 94-367), DNA OPLAN 600-77, Cleanup
of Enewetak Atoll, and the Radiation Exposure Compensation Act (Pub. L.
100-426, as amended by Pub. L. 100-510); and E.O. 9397 (SSN).
Purpose(s):
For use by agency officials and employees, or authorized
contractors, and other DoD components in the preparation of the
histories of nuclear test programs; to conduct scientific studies or
medical follow-up programs and to provide data or documentation
relevant to the processing of administrative claims or litigation.
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:
National Research Council and the Center for Disease Control, for
the purpose of conducting epidemiological studies on the effects of
ionizing radiation on participants of nuclear test programs.
Department of Labor and the Department of Justice for the purpose
of processing claims by individuals who allege job-related disabilities
as a result of participation in nuclear test programs and for
litigation actions.
Department of Energy for the purpose of identifying DOE and DOE
contractor personnel who were, or may be in the future, involved in
nuclear test programs; and for use in processing claims or litigation
actions.
Department of Veterans Affairs for the purpose of processing claims
by individuals who allege service-connected disabilities as a result of
participation in nuclear test programs and for litigation actions' and
to conduct epidemiological studies on the effect of radiation on
nuclear test participants.
Information may be released to individuals or their authorized
representatives.
The ``Blanket Routine Uses'' published at the beginning of DTRA's
compilation of system of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in files folders, microfilm/fiche, computer magnetic
tape disks, and printouts in secure computer facilities.
Retrievability:
Name, Social Security Number, service number, or military ID
number.
Safeguards:
Paper records are filed in folders, microfilm/fiche and computer
printouts stored in area accessible only by authorized personnel.
Buildings are protected by security guards and intrusion alarm systems.
Magnetic tapes are stored in a vault in a controlled area within
limited access facilities. Access to computer programs is controlled
through software applications which require validation prior to use.
Retention and disposal:
Records are retained for 75 years after termination of case.
System manager(s) and address:
NTPR Program Manager, Nuclear Test Personnel Review Office, Special
Weapons Technology Directorate, Defense Threat Reduction Agency, 6801
Telegraph Road, Alexandria, VA 22310-3398.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the General Counsel, Defense Threat Reduction
Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records should address written inquiries to
the General Counsel, Defense Threat Reduction Agency, 45045 Aviation
Drive, Dulles, VA 20166-7517.
Contesting record procedures:
The DTRA rules for accessing records and for contesting contents
and appealing initial agency determinations are published in DTRA
Instruction 5400.11B; 32 CFR part 318; or may be obtained from the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
[[Page 68744]]
Record source categories:
Retired Military Personnel records form the National Personnel
Records Center, US DTRA Form 10 from individuals voluntarily contacting
DTRA or other elements of DoD or other Government Agencies by phone or
mail. DoD historical records, dosimetry records and records from the
Department of Energy, Department of Veterans Affairs, the Social
Security Administration, the Internal Revenue Service, and the
Department of Health and Human Service.
Exemptions claimed for the system:
None.
HDTRA 011
System name:
Inspector General Investigation Files.
System location:
Office of the Inspector General, Defense Threat Reduction Agency,
45045 Aviation Drive, Dulles, VA 20166-7517.
Categories of individuals covered by the system:
Any person who is the subject of or a witness for an Inspector
General investigation.
Categories of records in the system:
The system contains files on individual investigations including
investigative reports and related documents generated during the course
of or subsequent to an investigation.
Reports of investigation contain the authority for the
investigation, matters investigated, narrative, documentary evidence,
and transcripts of verbatim testimony or summaries thereof.
The system includes ``Hotline'' telephone logs, investigator work
papers and memoranda and letter referrals to management or others, and
a chronological listing for identification and location of files.
Authority for maintenance of the system:
5 U.S.C. 4 App. 4(a)(1) and 6(a)(2); 10 U.S.C. 140; and E.O. 9397
(SSN).
Purpose(s):
To investigate the facts and circumstances surrounding allegations
or problems reported to the OIG.
Open and closed case listings are used to manage investigations, to
produce statistical reports, and to control various aspects of the
investigative process.
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
DTRA's compilation of systems of records notices will 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, computer disks and log books.
Retrievability:
Retrieved alphabetically by surname of individual, year,
investigation number, hotline case number, referral number or
investigative subject matter.
Safeguards:
Access is limited to the Inspector Generals staff, and, as
delegated by the Commanding Officer, or Officer-in-Charge, on a need to
know basis. Case records are maintained in locked security containers.
Automated records are controlled by limiting physical access to
terminals and by the use of passwords. Work areas are sight controlled
during normal duty hours. Buildings are protected by security guards
and an intrusion alarm system.
Retention and disposal:
Requests for assistance and/or complaints acted on by the Inspector
General are retained at the agency for 2 years and subsequently
destroyed as classified waste.
Computer disks are cleared, erased or destroyed when no longer
useful.
System manager(s) and address:
Office of the Inspector General, Defense Threat Reduction Agency,
45045 Aviation Drive, Dulles, VA 20166-7517.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information on themselves should address written inquiries to
the General Counsel, Defense Threat Reduction Agency, 45045 Aviation
Drive, Dulles, VA 20166-7517.
Individual should provide their name, address, and proof of
identity (photo identification for in person access or an unsworn
declaration in accordance with 28 U.S.C. 1746 or a notarized statement
may be required for identity verification).
Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records should address written inquiries to
the General Counsel, Defense Threat Reduction Agency, 45045 Aviation
Drive, Dulles, VA 20166-7517.
Individuals should provide their name, address, and proof of
identity (photo identification for in person access or an unsworn
declaration in accordance with 28 U.S.C. 1746 or a notarized statement
may be required for identity verification).
Contesting record procedures:
The DTRA rules for accessing records and for contesting contents
and appealing initial agency determinations are published in DTRA
Instruction 5400.11B; 32 CFR part 318; or may be obtained from the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Record source categories:
From the individual, DTRA records and reports, DTRA employees,
witnesses, informants, and other sources providing or containing
pertinent information.
Exemptions claimed for the system:
Investigatory material compiled for law enforcement purposes 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 such information, the individual will be
provided access to such information except to the extent that
disclosure would reveal the identity of a confidential source.
An exemption rule for this system has been promulgated in
accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c),
and (e) and published in 32 CFR part 318. For additional information
contact the General Counsel, Defense Threat Reduction Agency, 45045
Aviation Drive, Dulles, VA 20166-7517.
HDTRA 012
System name:
Carpooling Program.
System location:
Primary location: Defense Threat Reduction Agency, 6801 Telegraph
Road, Alexandria, VA 22310-3398.
Secondary locations:
Defense Threat Reduction Agency, 45045 Aviation Road, Dulles, VA
20166-7517.
[[Page 68745]]
Technology Security Directorate, Defense Threat Reduction Agency,
400 Army Navy Drive, Arlington, VA 22202-2884.
Categories of individuals covered by the system:
All military and civilian personnel assigned to, or employed by
Defense Threat Reduction Agency, other U.S. Government personnel, and
U.S. Government contractors who elect to participate in the program.
Categories of records in the system:
Name of individual, home address and phone number, office phone
number, working hours, map coordinate of home or nearby reference
points, and similar information.
Authority for maintenance of the system:
Federal Property and Administrative Service Act of 1949, 63 Stat.
377, as amended.
Purpose(s):
To assist members and applicants in contacting one another and
provide printout of individuals in the system to other participants who
desire to arrange a carpool.
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:
Information may be disclosed to the states of Maryland, Virginia,
and the District of Columbia for inclusion in their Ridesharing
Programs.
The ``Blanket Routine Uses'' published at the beginning of DTRA'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:
Computer magnetic tapes, disks, and paper printouts, and manual
storage within self-help carpool locator board.
Retrievability:
Information is accessed and retrieved by name and home address map
grid for automated system. Information is manually accessed and
retrieved from cards in map grids for locator board.
Safeguards:
All participants have access to the data. The computer terminals
are located in restricted areas accessible only to authorized
personnel. Buildings are protected by security guards and an intrusion
alarm system.
Retention and disposal:
Data is retained only on active participants; destroyed upon
request or reassignment.
System manager(s) and address:
Chief, Logistics and Engineering, Defense Threat Reduction Agency,
45045 Aviation Drive, Dulles, VA 20166-7517.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation
Drive, Dulles, VA 20166-7517.
Individuals should provide name, current address, and sufficient
information to permit locating the record.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Individuals should provide name, current address, and sufficient
information to permit locating the record.
For personal visits, the individual should provide military or
civilian identification card.
Contesting record procedures:
The DTRA rules for accessing records and for contesting contents
and appealing initial agency determinations are published in DTRA
Instruction 5400.11B; 32 CFR part 318; or may be obtained from the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Record source categories:
From the individual.
Exemptions claimed for the system:
None.
HDTRA 014
SYSTEM NAME:
Student Records.
SYSTEM LOCATION:
Defense Nuclear Weapons School, Defense Threat Reduction Agency,
1900 Wyoming Boulevard SE, Kirtland Air Force Base, Albuquerque, NM
87117-5669.
CATEGORIES OF INDIVIDUALS covered by THE SYSTEM:
Any student attending the Defense Nuclear Weapons School.
CATEGORIES OF RECORDS IN THE SYSTEM:
Student academic records consisting of course completion; locator
information; and related information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 302, 4103; and
E.O. 9397 (SSN).
PURPOSE(S):
To determine applicant eligibility, as a record of attendance and
training, completion or elimination, as a locator, and a source of
statistical information.
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'' published at the beginning of DTRA'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 on computer media.
RETRIEVABILITY:
Information may be retrieved by name or Social Security Number.
SAFEGUARDS:
Records and computer printouts are available only to authorized
persons with an official need to know. The files are in a secure office
area with limited access during duty hours. The office is locked during
non-duty hours.
RETENTION AND DISPOSAL:
Individual academic records are retained for 75 years. Records are
maintained at the school for five years, then subsequently retired to
the Federal Records Center, Fort Worth, TX for the remaining 70 years
and then destroyed.
SYSTEM MANAGER(S) AND ADDRESS:
Commander, Defense Nuclear Weapons School, Defense Threat Reduction
Agency, 1900 Wyoming Boulevard SE, Kirtland Air Force Base, NM 87117-
5669.
[[Page 68746]]
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to General Counsel, Defense Threat Reduction Agency, 45045 Aviation
Drive, Dulles, VA 20166-7517.
Individuals should provide their name, Social Security Number,
current address, and proof of identity (photo identification for in
person access).
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Individuals should provide name, Social Security Number, current
address, and sufficient information to permit locating the record.
For personal visits, the individual should provide military or
civilian identification card.
CONTESTING RECORD PROCEDURES:
The DTRA rules for accessing records and for contesting contents
and appealing initial agency determinations are published in DTRA
Instruction 5400.11B; 32 CFR part 318; or may be obtained from the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
RECORD SOURCE CATEGORIES:
From the individual.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
HDTRA 017
System Name:
Voluntary Leave Sharing Program Records.
System Location:
Office of Manpower and Personnel, Defense Threat Reduction Agency,
45045 Aviation Drive, Dulles, VA 20166-7517.
Secondary locations: Office of Manpower and Personnel, Security
Office, Defense Threat Reduction Agency, 6801 Telegraph Road,
Alexandria, VA 22310-3398.
Technology Security Directorate, Defense Threat Reduction Agency,
400 Army Navy Drive, Arlington, VA 22202-2884.
Categories of Individuals Covered by the System:
Individuals who have volunteered to participate in the leave
sharing program as either a donor or recipient of annual leave.
Categories of Records in the System:
Leave recipient records contain the individual's name,
organization, office telephone number, Social Security Number, position
title, grade, pay level, leave balances, brief description of the
medical or personal hardship which qualifies the individual for
inclusion in the leave transfer program, the status of the hardship,
and a statement that selected data elements may be used in soliciting
donations.
The file may also contain medical or physician certifications and
DTRA approvals or denials.
Donor records include the individual's name, organization, office,
telephone number, Social Security Number, position title, grade, pay
level, leave balances, number of hours being transferred (or donated
leave), and, in the case of the transfer program, the designated leave
recipient.
Authority for Maintenance of the System:
5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 6331 et seq
(Leave); 10 U.S.C. 136; 5 CFR part 630; and E.O. 9397 (SSN).
Purpose(s):
The file is used in managing the DTRA Voluntary Leave Sharing
Program. The recipient's name, and a brief description of the hardship,
if authorized by the recipient, are published internally for
solicitation purposes. The Social Security Number is obtained to ensure
the transfer of leave from the donor's account to the recipient's
account.
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 Department of Labor in connection with a claim filed by an
employee for compensation due to a job-related injury or illness; where
the leave donor and leave recipient are employed by different Federal
agencies, to the personnel and finance offices of the Federal agency
involved to effectuate the leave transfer.
The ``Blanket Routine Uses'' set forth at the beginning of DTRA'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:
Records are stored in paper and computerized form.
Retrievability:
Retrieved by name or Social Security Number.
Safeguards:
Records are accessed by custodian of the records or by persons
responsible for servicing the record system in the performance of their
official duties. Records are stored in locked cabinets or rooms, and
are controlled by personnel screening and computer software.
Retention and Disposal:
Records are destroyed one year after the end of the year in which
the file is closed.
System Manager(s) and Address:
Chief, Manpower and Personnel, Defense Threat Reduction Agency,
45045 Aviation Drive, Dulles, VA 20166-7517.
Notification Procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written requests
to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation
Drive, Dulles, VA 20166-7517.
Individual should provide full name and Social Security Number.
Record Access Procedures:
Individuals seeking access to information about themselves
contained in this system should address written requests to the General
Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles,
VA 20166-7517.
Individual should provide full name and Social Security Number.
Contesting Records Procedures:
The DTRA rules for accessing records and for contesting contents
and appealing initial agency determinations are published in DTRA
Instruction 5400.11B; 32 CFR part 318; or may be obtained from the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Record Source Categories:
Information is provided primarily by the record subject; however,
some data may be obtained from personnel and leave records.
Exemptions Claimed for the System:
None.
[[Page 68747]]
HDTRA 018
System Name:
Travel Management Program.
System Location:
Primary location: Defense Threat Reduction Agency, 45045 Aviation
Drive, Dulles, VA 20166-7517.
Secondary location: Defense Threat Reduction Agency subordinate
commands.
Categories of Individuals covered by the System:
Any person, government or private, who travels on official business
for the Defense Threat Reduction Agency or who submits a request for
payments of a travel advance or travel claim to the Defense Special
Weapons Agency.
Categories of Records in the System:
Records relating to official travel of individuals, including
travel orders, per diem vouchers, transportation requests, travel
itinerary, and supporting documentation. Records contain individual's
name, Social Security Number, home address and telephone number,
employing office name and telephone number, and electronic banking
identification codes.
Authority for Maintenance of the System:
5 U.S.C. 2105, 5561, 5564, 5701-5708, 5721-5730, 5742; 50 U.S.C.,
app. 2160; and E.O. 9397 (SSN).
Purpose(s):
To maintain an official travel record authorization and payment
file system. Provides management information for control of travel
expenditures, support documentation requirements, and provides
reimbursement accounting for persons on official travel.
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 DTRA's
compilation of system of records notices apply to this system.
Disclosure to Consumer Reporting Agencies:
Disclosures 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 (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to
aid in the collection of outstanding debts owed to the Federal
government; typically to provide an incentive for debtors to repay
delinquent Federal government debts by making these debts part of their
credit records.
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.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage:
Paper records are maintained in file folders. Receipts for travel/
lodging will be maintained in a central location in the Office of the
Comptroller. Electronic data is maintained on a networked computer
system with access safeguards. The Travel Manager software Plus Program
being utilized is operated under a Department of Defense Pilot and is
connected to the DTRA Local Area Network. This automated system
includes forms generation, electronic document routing, electronic
document approval, enforcement of agency defined limits, automated
funds availability verification and electronic interface to mainframe
accounting.
Retrievability:
Files may be retrieved by name or Social Security Number of
individual or by travel order number.
Safeguards:
Paper records are kept in filing cabinets and other storage places
within these offices. Work areas are sight controlled during normal
duty hours. Buildings are protected by security guards and an intrusion
alarm system.
Access to computer records is controlled by a user identification
and password system. Personnel having access are limited to those
having a need-to-know who have been trained in handling Privacy Act
information. Additionally physical access to video display terminals is
under strict supervisory control, access to computer peripheral
equipment is controlled, reports are issued that are used to monitor
use of the system, output products and storage media is labeled to warn
individuals that they contain personal information subject to the
Privacy Act.
Retention and Disposal:
The automated record is retained 2 years following the final
settlement of a travel claim. Records recorded on tapes or disks are
disposed of by degaussing or erasing. A history hard copy file is
maintained for 2 years and then retired to the Records Center. They are
destroyed 7 years after retirement.
System Manager(s) and Address:
Director, Office of Logistics and Engineering, Defense Threat
Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
Notification Procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation
Drive, Dulles, VA 20166-7517.
The individual should make reference to the office where assigned
or affiliated, dates of travel and provide Social Security Number for
positive identification.
Record Access Procedures:
Individuals seeking to access information about themselves
contained in this system should address written inquiries to the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
The individual should make reference to the office where assigned
or affiliated, dates of travel and provide Social Security Number for
positive identification.
Contesting Record Procedures:
The DTRA rules for accessing records and for contesting contents
and appealing initial agency determinations are published in DTRA
Instruction 5400.11B; 32 CFR part 318; or may be obtained from the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Record Source Categories:
From the individual, the systems administrator, or the vendor of
travel and related service. Supporting documentation is provided from
the associated travel order, division, service providers and the
Defense Finance and Accounting Agency.
Exemptions Claimed for the System:
None.
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HDTRA 019
System name:
Treaty Inspection Information Management System.
System location:
Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA
20166-7517.
Categories of individuals covered by the system:
Individuals affiliated with the Defense Threat Reduction Agency,
either by military assignment, civilian employment, or contractual
support agreement. Individuals are weapons inspectors, linguists,
mission schedulers/planners, personnel assistants/specialists, portal
rotation specialists, operation technicians, passport managers,
clerical staff, and database management specialists.
Categories of records in the system:
Information includes individual's name, Social Security Number,
date of birth, city/state/country of birth, education, marital status,
gender, race, civilian or military member, rank (if military), security
clearance, years of federal service, occupational category, job
organization and location, and emergency locator information.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 302, 4103; Pub. L.
89-554 (September 6, 1966); and E.O. 9397 (SSN).
Purpose(s):
To manage the Treaty Monitoring and Inspection activities,
including personnel resources, manpower/billet management, passport
status, mission scheduling and planning, inspection team composition,
inspector and transport list management, inspector training, and
inspection notification generation.
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 DTRA'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 on computer and computer output products.
Retrievability:
Records may be retrieved by name or Social Security Number.
Safeguards:
Records are stored in a computer system with extensive intrusion
safeguards.
Retention and disposal:
Records are maintained for as long as the individual is assigned to
DTRA. Upon departure from DTRA, records concerning that individual are
removed from the active file and retained in an inactive file for ten
years. Information that has been held in the inactive file for ten
years is deleted.
System manager(s) and address:
TIIMS System Administrator, Defense Threat Reduction Agency, 45045
Aviation Drive, Dulles, VA 20166-7517.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation
Drive, Dulles, VA 20166-7517.
The inquiry should include full name and Social Security Number.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
The inquiry must include full name and Social Security Number.
Contesting record procedures:
The DTRA rules for accessing records and for contesting contents
and appealing initial agency determinations are published in DTRA
Instruction 5400.11B; 32 CFR part 318; or may be obtained from the
General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive,
Dulles, VA 20166-7517.
Record source categories:
Information is provided by the individual, obtained from other
personnel record sources, and from the individual's superiors and
assignment personnel.
Exemptions claimed for the system:
None.
HDTRA 020
System name:
Human Radiation Research Review.
System location:
Radiation Experiments Command Center, Special Weapons Technology
Directorate, 6801 Telegraph Road, Alexandria, VA 22310-3398.
Categories of individuals covered by the system:
Individuals who were or may have been the subject of tests
involving ionizing radiation or other human-subject experimentation;
individuals who have inquired or provided information to the Department
of Energy Helpline or the Department of Defense Human Radiation
Experimentation Command Center concerning such testing.
Military and DoD civilian personnel who participated in atmospheric
nuclear testing between 1945 and 1962 or the occupation of Hiroshima
and Nagasaki are already included in the Defense Threat Reduction
Agency Privacy Act system of records notice HDTRA 010, Nuclear Test
Participants and are not part of this effort. However, inquiries
referred from the Helpline that later are determined to fall within
this category will be included in the system.
Categories of records in the system:
Information in the system includes an individual's name, Social
Security Number or service number, last known or current address,
occupational information, dates and extent of involvement in an
experiment, exposure data, medical data, medical history of subject and
relatives, and other documentation of exposure to ionizing radiation or
other agents.
The system contains information abstracted from historical records,
and information furnished to the Department of Defense, Department of
Energy or other Federal Agencies by affected individuals or other
interested parties.
Records include human radiation experimentation conducted from 1944
to the present. However, experiments conducted after May 20, 1974 (the
date of issuance of the Department of Health, Education and Welfare
Regulations for the Protection of Human Subjects, 45 CFR part 46), may
be covered by other systems of records.
Common and routine medical practices, such as established
diagnostic and treatment methods involving incidental exposures to
ionizing
[[Page 68749]]
radiation are not included within this system.
Examples of such methods are panorex radiographs for dental
evaluations and thyroid scans for the evaluation and treatment of hypo/
hyperthyroidism.
Authority for maintenance of the system:
10 U.S.C. 133, E.O. 12891 (January 15, 1994), E.O. 9397 (SSN).
Purpose(s):
For use by agency officials and employees, or authorized
contractors, and other DoD components in the preparation of the
histories of human radiation experimentation; to conduct scientific
studies or medical follow-up programs; to respond to Congressional and
Executive branch inquiries; and to provide data or documentation
relevant to the exposure of individuals.
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:
Information from this system of records may be disclosed to
officials and contract personnel of the Human Radiation Experimentation
Interagency Working Group as well as other designated government
agencies, for the purposes described above. These agencies are the
National Aeronautics and Space Administration; Department of Justice;
Department of Energy; Department of Health and Human Services;
Department of Veterans Affair; the White House Advisory Committee;
Central Intelligence Agency; and Office of Management and Budget.
The ``Blanket Routine Uses'' published at the beginning of DTRA's
compilation of systems notices 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, microfilm/fiche, computer magnetic
tape disks, and printouts in secure computer facilities.
Retrievability:
Records are retrieved by case number, name, study control number,
Social Security Number, or service number.
Safeguards:
Access to or disclosure of information is limited to authorized
personnel. Paper records filed in folders, microfilm/fiche and computer
printouts are stored in areas accessible only by authorized personnel.
Buildings are protected by security guards and intrusion alarm systems.
Magnetic tapes are stored in a controlled area within limited access
facilities. Access to computer programs is controlled through software
applications that require validation prior to use.
Retention and disposal:
Files will be retained permanently. They will be maintained in the
custody of the command center until all claims have been settled and
then transferred to the National Archives and Records Administration.
System manager(s) and address:
Radiation Experiments Command Center, Special Weapons Technology
Directorate, 6801 Telegraph Road, Alexandria, VA 22310-3398.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the General Counsel, Defense Threat Reduction
Agency, 45045 Aviation Drive, Dulles, VA 20166-7517.
Individual should provide full name, Social Security Number, or
service number, and if known, case or study control number.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system of records should address written inquiries to the General
Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles,
VA 20166-7517.
Individuals should provide full name, Social Security Number, or
service number, and if known, case or study control number.
Contesting record procedures:
The OSD rules for accessing records, for contesting contents and
appealing initial agency determinations are published in OSD
Administrative Instruction 81; 32 CFR part 311; or may be obtained from
the system manager.
Record source categories:
Information will be collected directly from individuals, as well as
extracted from historical records to include personnel files and lists,
training files, medical records, legal case files, radiation and other
hazard exposure records, occupational and industrial accident records,
employee insurance claims, organizational and institutional
administrative files, and related sources. The specific types of
records used are determined by the nature of an individual's exposure
to radiation.
Exemptions claimed for the system:
None.
[FR Doc. 98-33042 Filed 12-11-98; 8:45 am]
BILLING CODE 5000-04-F
