[Federal Register Volume 61, Number 247 (Monday, December 23, 1996)]
[Notices]
[Pages 67588-67589]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 96-32544]
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DEPARTMENT OF TRANSPORTATION
Privacy Act of 1974: System of Records
AGENCY: United States Coast Guard, DOT.
ACTION: Notice.
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SUMMARY: Notice to amend a system of records.
EFFECTIVE DATE: December 23, 1996.
ADDRESSES: Send comments to the Privacy Act Officer, U.S. Department of
Transportation, 400 7th St., S.W., M-30, Washington, DC 20590.
FOR FURTHER INFORMATION CONTACT: Crystal Bush, U.S. Department of
Transportation, Office of Information Resource Management, 400 7th
Street, SW., Washington, DC 20590, 202-366-9713.
SUPPLEMENTARY INFORMATION: The Department of Transportation 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 above mentioned address.
The specific changes to the records system being amended is set
forth below followed by the notice, as amended, and is published in
their entirety. The proposed amendment is 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 systems report.
Dated: December 16, 1996.
Crystal M. Bush,
Privacy Act Coordinator, Department of Transportation.
DOT/CG 623
System name:
Military Pay and Personnel System.
System location:
Department of Transportation (DOT),
a. U.S. Coast Guard (CG), Department of Transportation Computer
Center, 400 7th Street, SW, Washington, DC 20590-0001.
b. U.S. Coast Guard Pay and Personnel Center, 444 S.E. Quincy
Street, Topeka, KS 66683-3591.
c. U.S. Coast Guard, 2100 2nd Street, SW, Washington, DC 20593-
0001.
d. Decentralized data segments are located at the unit maintaining
the individual's pay and personnel record and permanent duty unit.
Categories of individuals covered by the system:
a. All Coast Guard military personnel, active duty and reserve.
b. Retired reserve Coast Guard military personnel waiting for pay
at age 60.
c. Active duty National Oceanic and Atmospheric Administration
(NOAA) officers.
d. Personnel separated from service in all the preceding
categories.
Categories of records in the system:
All categories of records are electronic and/or paper, and may
include identifying information, such as name(s), date of birth, home
residence, mailing address, social security number, payroll
information, and home telephone number. Records reflect:
a. Work experience, educational level achieved, and specialized
education or training obtained in and outside of military service.
b. Military duty assignments, ranks held, pay and allowances,
personnel actions such as promotions, demotions, or separations.
c. Enrollment or declination of enrollment in insurance programs.
d. Performance evaluation.
e. The individual's desires for future assignments, training
requested, and notations by assignment officers.
f. Information for determinations of waivers and remissions of
indebtedness to the U.S. Government.
g. Information for the purpose of validating legal requirements for
garnishment of wages.
Authority for maintenance of system:
Title 37 U.S.C. as implemented in GAO Manual for Guidance of
Federal Agencies, Title 2 GAO, Title 6 GAO and Title 14 U.S.C. 92(i).
Routine use of records maintained in the system, including categories
of users and the purposes of such uses:
a. To the Department of Treasury for the purpose of disbursement of
salary, U.S. Savings Bonds, allotments, or travel claim payments.
b. To government agencies to disclose earnings and tax information.
c. To the Department of Defense and Veterans Administration for
determinations of benefit eligibility for military members and their
dependents.
d. To contractors to manage payment and collection of benefit
claims.
e. To the Department of Defense for manpower and readiness
planning.
f. To the Comptroller General for the purpose of processing waivers
and remissions.
g. To contractors for the purpose of system enhancement,
maintenance, and operations.
h. To federal, state, and local agencies for determination of
eligibility for benefits connected with the Federal Housing
Administration programs.
i. To provide an official of another federal agency information
needed in the performance of official duties to reconcile or
reconstruct data files in support of functions for which the records
were collected and maintained.
j. To an individual's spouse, or person responsible for the care of
the individual concerned when the individual to whom the record
pertains is mentally incompetent, critically ill or under other legal
disability for the purpose of assuring the individual is receiving
benefits or compensation they are entitled to receive.
k. To a requesting government agency, organization, or individual
the home address and other relevant information on those individuals
who, it is reasonably believed, might have contracted an illness, been
exposed to, or suffered from a health hazard while a member of
government service.
l. To businesses for the purpose of electronic fund transfers or
allotted pay transactions authorized by the individual concerned.
m. To credit agencies and financial institutions for the purpose of
processing credit arrangements authorized by the individual concerned.
n. To other government agencies for the purpose of earnings
garnishment.
o. To prepare the Officer Register and Reserve Officer Register
which is provided to all Coast Guard officers and the Department of
Defense.
[[Page 67589]]
p. To other federal agencies and collection agencies for the
collection of indebtedness and outstanding travel advances to the
federal government.
q. The home mailing addresses and telephone numbers of members and
their dependent/s to duly appointed Family Ombudsman and personnel
within the Coast Guard for the purpose of providing entitlement
information to members or their dependents.
See Prefatory Statement of General Routine Uses, 3 and 5 do not
apply.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
The storage is on computer disks, magnetic tape microfilm, and
paper forms in file folders.
Retrievability:
Retrieval from the system is by name or social security number and
can be accessed by employees in pay and personnel offices and other pay
and personnel employees located elsewhere who have a need for the
record in the performance of their duties.
Safeguards:
Computers provide privacy and access limitations by requiring a
user name and password match. Access to decentralized segments are
similarly controlled. Only those personnel with a need to have access
to the system are given user names and passwords. The magnetic tape
backups have limited access in that users must justify the need and
obtain tape numbers and volume identifiers from a central source before
they are provided data tapes. Paper record and microfilm records are in
limited access areas in locking storage cabinets.
Retention and disposal:
Leave and Earnings Statements, and pay records are microfilmed and
retained on site four years, then archived at the Federal Record
Center, and destroyed when 50 years old. The official copy of the
personnel record is maintained in the Official Officer Service Records,
DOT/CG 626 for active duty officers, the Enlisted Personnel Record
System, DOT/CG 629 for active duty enlisted personnel or the Official
Coast Guard Reserve Service Record, OST/CG 576 for inactive duty
reservists. Duplicate magnetic copies of the pay and personnel record
are retained at an off site facility for a useful life of seven years.
Paper records for waivers and remissions are retained on site six years
three months after the determination and then destroyed. Paper records
to determine legal sufficiency for garnishment are retained on site six
years three months after the member separates from the service or the
garnishment is terminated and then destroyed.
System manager(s) and address:
a. All information on Coast Guard members other than b., c., and d.
below:
(1) For active duty members of the Coast Guard: Chief, Office of
Personnel, Department of Transportation, U.S. Coast Guard Headquarters,
2100 2nd Street, SW, Washington, DC 20593-0001.
(2) For Coast Guard inactive duty reserve members and retired Coast
Guard reservists awaiting pay at age 60: Chief, Office of Readiness and
Reserve, Department of Transportation, U.S. Coast Guard Headquarters,
2100 2nd Street, SW, Washington, DC 20593-0001.
b. For Coast Guard Waivers and Remissions: Chief, Personnel
Services Division (G-PMP), Office of Personnel, U.S. Coast Guard
Headquarters, 2100 2nd Street, SW, Washington, DC 20590-0001.
c. For records used to determine legal sufficiency for garnishment
of wages and pay records: Commanding Officer (LGL), U.S. Coast Guard
Pay and Personnel Center, 444 S.E. Quincy Street, Topeka, KS 66683-
3591.
d. For data added to the decentralized data segment the commanding
officer, officer-in-charge of the unit handling the individual's pay
and personnel record, or Chief, Administrative Services Division for
individuals whose records are handled by Coast Guard Headquarters.
e. For NOAA members: National Oceanic and Atmospheric
Administration, Commissioned Personnel Division, 11400 Rockville Pike,
Rockville, MD 20852.
Notification procedure:
Inquiries should be directed to:
a. For all information on Coast Guard members other than b., c.,
and d. Below: Department of Transportation, U.S. Coast Guard
Headquarters (G-SII), 2100 2nd Street, SW, Washington, DC 20593-0001.
b. For records used to determine legal sufficiency for garnishment
of wages and pay records: Commanding Officer, U.S. Coast Guard Pay and
Personnel Center, 444 S.E. Quincy Street, Topeka, KS 66683-3591.
c. For data added to the decentralized data segment the commanding
officer, officer-in-charge of the unit handling the individual's pay
and personnel record, or Chief, Administrative Services Division for
individuals whose records are handled by Coast Guard Headquarters.
Addresses for the units handling the individual's pay and personnel
record are available from the individual's commanding officer.
d. For all information on NOAA members: National Oceanic and
Atmospheric Administration, Commissioned Personnel Division, 11400
Rockville Pike, Rockville, MD 20852.
Record access procedures:
Contact the addressee under notification procedures and specify the
exact information you desire. Requests must include the full name and
social security number of the individual concerned. Prior written
notification of personal visits is required to ensure that the records
will be available at the time of visit. Photographic proof of identity
will be required prior to release of records. A military identification
card, driver's license or similar document will be considered suitable
identification.
Contesting record procedures:
Contact the addressee under notification procedures and specify the
exact information or items you are contesting and provide any
documentation that justifies your claim. Correspondence contesting
records must include the full name and social security number of the
individual concerned.
Record source categories:
a. The individual's record from the following systems of records:
(1) Official Officer Service Records, DOT/CG 626
(2) Enlisted Personnel Record System, DOT/CG 629
(3) Official Coast Guard Reserve Service Record, DOT/CG 676
b. Information is obtained from the individual, Coast Guard
personnel officials, National Oceanic and Atmospheric Administration
personnel officials, and the Department of Defense.
Exemptions claimed for the system:
None.
[FR Doc. 96-32544 Filed 12-20-96; 8:45 am]
BILLING CODE 4910-62-P
