[Federal Register Volume 64, Number 95 (Tuesday, May 18, 1999)]
[Notices]
[Pages 26947-26953]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-12389]
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DEPARTMENT OF DEFENSE
Defense Contract Audit Agency
Privacy Act of 1974; Systems of Records
AGENCY: Defense Contract Audit Agency, DoD.
ACTION: Notice to amend and delete records systems.
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SUMMARY: The Defense Contract Audit Agency is amending and deleting
systems of records notices in its inventory of record systems subject
to the Privacy Act of 1974 (5 U.S.C. 552a), as amended.
DATES: The actions will be effective on June 17, 1999, unless comments
are received that would result in a contrary determination.
ADDRESSES: Send comments to Defense Contract Audit Agency, Information
and Privacy Advisor, CMR, 8725 John J. Kingman Road, Suite 2135, Fort
Belvoir, VA 22060-6219.
FOR FURTHER INFORMATION CONTACT: Mr. Dave Henshall at (703) 767-1005.
SUPPLEMENTARY INFORMATION: The Defense Contract Audit Agency notices
for systems of records 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 actions are not within the purview of subsection (r)
of the Privacy Act (5 U.S.C. 552a), as amended, which would require the
submission of a new or altered system report for each system. The
specific changes to the record systems being amended are set forth
below followed by the notices, as amended, published in their entirety.
Dated: May 7, 1999.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DELETIONS
RDCAA 152.5
SYSTEM NAME:
Notification of Security Determinations (November 20, 1997, 62 FR
62003).
Reason: Records have been consolidated and are now maintained under
RDCAA 152.2, RDCAA 152.3, and RDCAA 152.4.
RDCAA 152.6
SYSTEM NAME:
Regional and DCAI Security Clearance Request Files (November 20,
1997, 62 FR 62003).
Reason: Records have been consolidated and are now maintained under
RDCAA 152.2, RDCAA 152.3, and RDCAA 152.4.
RDCAA 371.5
SYSTEM NAME:
Locator Records (November 20, 1997, 62 FR 62003).
Reason: Records are no longer used or maintained. Therefore,
records have been destroyed.
RDCAA 440.2
SYSTEM NAME:
Time and Attendance Reports (November 20, 1997, 62 FR 62003).
Reason: Records are no longer retrieved by personal identifier.
RDCAA 590.9
SYSTEM NAME:
DCAA Automated Personnel Inventory System (APIS) (November 20,
1997, 62 FR 62003).
Reason: System no longer exists. All records were destroyed.
AMENDMENTS
RDCAA 152.1
SYSTEM NAME:
Security Information System (SIS) (November 20, 1997, 62 FR 62003).
CHANGES
* * * * *
SYSTEM LOCATION:
Delete second paragraph.
* * * * *
RETENTION AND DISPOSAL:
Change ``two years'' to ``five years''.
* * * * *
Notification procedure:
Delete second paragraph and replace with ``Individuals must furnish
name, Social Security Number, and approximate date of their association
with DCAA.''
Record access procedures:
Delete second paragraph and replace with ``Individuals must furnish
name, Social Security Number, and approximate date of their association
with DCAA.''
* * * * *
Record source categories:
Delete entry and replace with ``Information, other than data
obtained directly from individual employees, is obtained by DCAA
Headquarters Security and Regional Office Personnel Divisions, and
Federal Agencies.''
* * * * *
[[Page 26948]]
RDCAA 152.1
System name:
Security Information System (SIS).
System location:
Security Office, Headquarters, Defense Contract Audit Agency, 8725
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
Categories of individuals covered by the system:
All DCAA employees.
Categories of records in the system:
Records contain name, Social Security Number, date and place of
birth, citizenship, position sensitivity, accession date, type and
number of DCAA identification, position number, organizational
assignment, security adjudication, clearance, eligibility, and
investigation data.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security
Requirements for Government Employees, as amended; E.O. 12958,
Classified National Security Information; and E.O. 9397 (SSN).
Purpose(s):
To provide the DCAA Security Office with a ready reference of
security information on DCAA personnel.
To submit data on a regular basis to the Defense Clearance and
Investigations Index (DCII).
To provide the DCAA Drug Program Coordinator with a listing of
individuals who hold security clearances for the purpose of creating
the drug testing pool, from which individuals are randomly chosen for
drug testing.
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' that appear at the beginning of DCAA'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 maintained in automated data systems.
RETRIEVABILITY:
Records are retrieved by Social Security Number or name of
employee.
SAFEGUARDS:
Automated records are protected by restricted access procedures.
Records are accessible only to authorized personnel who are properly
cleared and trained and who require access in connection with their
official duties.
RETENTION AND DISPOSAL:
Records are retained in the active file until an employee separates
from the agency. At that time, records are moved to the inactive file,
retained for five years, and then deleted from the system. Hard copy
listings and tapes produced by this system are destroyed by burning.
SYSTEM MANAGER(S) AND ADDRESS:
Security Officer, Headquarters, Defense Contract Audit Agency, 8725
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Security Office, Headquarters, Defense Contract Audit Agency,
8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
Individuals must furnish name, Social Security Number, and
approximate date of their association with DCAA.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Security Office, Headquarters, Defense Contract Audit Agency, 8725 John
J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
Individuals must furnish name, Social Security Number, and
approximate date of their association with DCAA.
CONTESTING RECORD PROCEDURES:
DCAA's rules for accessing records, for contesting contents and
appealing initial agency determinations are published in DCAA
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system
manager.
RECORD SOURCE CATEGORIES:
Information, other than data obtained directly from individual
employees, is obtained by DCAA Headquarters Security and Regional
Office Personnel Divisions, and Federal Agencies.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
RDCAA 152.2
SYSTEM NAME:
Personnel Security Data Files (November 20, 1997, 62 FR 62003).
CHANGES:
* * * * *
SYSTEM LOCATION:
Delete second paragraph.
* * * * *
RECORD ACCESS PROCEDURES:
Delete third paragraph and replace with `Acceptable identification,
that is, driver's license or employing offices' identification card.
Visits are limited to those office (Headquarters Security Office)
listed in the official mailing addresses published as an appendix to
DCAA's compilation of record system notices.
* * * * *
RDCAA 152.2
SYSTEM NAME:
Personnel Security Data Files.
SYSTEM LOCATION:
Headquarters, Defense Contract Audit Agency, 725 John J. Kingman
Road, Suite 2135, Fort Belvoir, VA 22060-6219.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All applicants for employment with Defense Contract Audit Agency
(DCAA); all DCAA employees; all persons hired on a contractual basis
by, or serving in an advisory capacity to DCAA.
CATEGORIES OF RECORDS IN THE SYSTEM:
Section One (152.2) contains copies of individual's employment
applications, requests for, and approval or disapproval of, emergency
appointment authority; requests for security clearance; interim and
final security clearance certificates.
Section Two (152.3) contains security investigative questionnaires
and verification of investigations conducted to determine suitability,
eligibility or qualifications for Federal civilian employment,
eligibility for assignment to sensitive duties, and access to
classified information.
Section Three (152.4) contains summaries of reports of
investigation, internal Agency memorandums and correspondence
furnishing analysis of results of investigations in so far as their
relationship to the criteria set forth in the E.O. 10450, in the Code
of Federal Regulations and in Department of Defense and DCAA Directives
and Regulations; comments and recommendations of the WHS/CAF
adjudication authority with related documents, former DCAA adjudicative
authority documents, and determinations by the Director, DCAA.
[[Page 26949]]
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, Departmental Regulations; E.O. 10450, 10865, and E.O.
12958, Classified National Security Information; and DoD Directive
5105.36 (32 CFR part 387).
PURPOSE(S):
To provide a basis for requesting appropriate investigations; to
permit determinations on employment or retention; to authorize and
record access to classified 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' that appear at the beginning of DCAA'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:
All sections are on paper records stored in file folders.
RETRIEVABILITY:
Folders are filed by file series then by organizational element
(DCAA headquarters or DCAA field activities) and then alphabetically by
last name of individual concerned.
SAFEGUARDS:
Records are stored in locked filing cabinets after normal business
hours. Records are accessible only to authorized personnel who are
properly cleared and trained and who require access in connection with
their official duties.
RETENTION AND DISPOSAL:
Records contained in Sections One and Two pertaining to Federal
employees and persons furnishing services to DCAA on a contract basis
are destroyed upon separation of employees, and upon termination of the
contracts for contractor personnel. Records pertaining to applicants
are destroyed within one year if an appointment to DCAA is not made.
Records contained in Section Three are maintained after separation
only if it contains a DCAA unfavorable personnel security
determination, or a DCAA favorable personnel security determination,
where the investigation or information upon which the determination was
made included significant derogatory information of the type set forth
in Section 2-200 and Appendix I, DCAAM 5210.1. This information shall
be maintained for five years from the date of determination.
SYSTEM MANAGER(S) AND ADDRESS:
Security Officer, Headquarters, Defense Contract Audit Agency, 8725
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about
themselves is contained in this record system should address written
inquiries to the Records Administrator, Defense Contract Audit Agency,
8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
RECORD ACCESS PROCEDURES:
Individuals seeking access to records about themselves contained in
this system should address written inquiries to the Records
Administrator, Defense Contract Audit Agency, 8725 John J. Kingman
Road, Suite 2135, Fort Belvoir, VA 22060-6219.
Written requests for information should contain the full name of
the individual, current address and telephone number and current
business address.
Acceptable identification, that is, driver's license or employing
offices' identification card. Visits are limited to Headquarters,
Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135,
Fort Belvoir VA 22060-6219.
CONTESTING RECORD PROCEDURES:
DCAA's rules for accessing records, for contesting contents and
appealing initial agency determinations are published in DCAA
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system
manager.
RECORD SOURCE CATEGORIES:
Security Officer and the Director of Human Resources Management
Division at Headquarters, DCAA; Chiefs of Human Resources Management
Divisions, Chiefs of Field Audit Offices and the DCAA Regional Offices
and the individual concerned.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
RDCAA 152.7
SYSTEM NAME:
Clearance Certification (November 20, 1997, 62 FR 62003).
CHANGES:
* * * * *
SYSTEM LOCATION:
Delete entry and replace with `Primary location: Security Control
Officers at DCAA Regional Offices and Field Audit Offices; Field
Detachment and Defense Contract Audit Institute (DCAI). Official
mailing addresses are published as an appendix to DCAA's compilation of
systems of records notices'
* * * * *
CATEGORIES OF RECORDS IN THE SYSTEM:
Place a period after `authorized' and delete the remainder of the
entry.
* * * * *
PURPOSE(S):
Delete first paragraph and replace with `To maintain a record of
the security clearance and eligibility status of all DCAA personnel.'
* * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Delete entry and replace with `Security Control Officers in DCAA
Regional Offices and Field Audit Offices. Official mailing addresses
are published as an appendix to DCAA's compilation of systems of
records notices.'
* * * * *
RECORD SOURCE CATEGORIES:
Delete entry and replace with `Regional Resource Managers at the
DCAA Regional Offices; Chiefs of DCAA Field Audit Offices; the Manager,
Defense Contract Audit Institute and the individual.'
* * * * *
RDCAA 152.7
SYSTEM NAME:
Clearance Certification.
SYSTEM LOCATION:
Primary location: Security Control Officers at DCAA Regional
Offices and Field Audit Offices; Field Detachment and Defense Contract
Audit Institute (DCAI). Official mailing addresses are published as an
appendix to DCAA's compilation of systems of records notices.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All DCAA personnel employed by the Agency.
CATEGORIES OF RECORDS IN THE SYSTEM:
Files contain interim and final security clearance and eligibility
certificates attesting to type of investigation conducted and degree of
access to classified information which is authorized.
[[Page 26950]]
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, Department Regulations; E.O. 10450, 10865, and E.O.
12958, Classified National Security Information; and DoD Directive
5105.36 (32 CFR part 387).
PURPOSE(S):
To maintain a record of the security clearance and eligibility
status of all DCAA personnel.
To DoD contractors to furnish notice of security clearance and
access authorization of DCAA employees.
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' that appear at the beginning of the
DCAA'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:
Paper records in file folders.
RETRIEVABILITY:
Retrieved by last name of individual concerned.
SAFEGUARDS:
Records are stored in locked filing cabinets after normal business
hours and stored in locked rooms or buildings. Records are accessible
only to those authorized personnel required to act upon a request for
access to classified defense information.
RETENTION AND DISPOSAL:
Records pertaining to Federal employees and persons furnishing
services to DCAA on a contract basis are destroyed upon separation or
transfer of employees and upon termination of contractor personnel.
Records of individuals transferring within DCAA are transferred to
security control office of gaining element for maintenance.
SYSTEM MANAGER(S) AND ADDRESS:
Security Control Officers in DCAA Regional Offices and Field Audit
Offices. Official mailing addresses are published as an appendix to
DCAA's compilation of systems of records notices.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about
themselves is contained in this record system should address written
inquiries to the Records Administrator, Defense Contract Audit Agency,
8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
RECORD ACCESS PROCEDURES:
Individuals seeking access to records about themselves contained in
this record system should address written inquiries to the Records
Administrator, Defense Contract Audit Agency, 8725 John J. Kingman
Road, Suite 2135, Fort Belvoir, VA 22060-6219.
The request should contain the full name of the individual, current
address and telephone number, and current business address.
Personal visits may be made but are limited to those offices
(Regional Offices) listed in DCAA's official mailing addresses
published as an appendix to DCAA's compilation of systems of records
notices. In personal visits, the individual should be able to provide
acceptable identification, that is, driver's license or employing
offices' identification card.
CONTESTING RECORD PROCEDURES:
DCAA's rules for accessing records, for contesting contents and
appealing initial agency determinations are published in DCAA
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system
manager.
RECORD SOURCE CATEGORIES:
Regional Resource Managers at the DCAA Regional Offices; Chiefs of
DCAA Field Audit Offices; the Manager, Defense Contract Audit Institute
and the individual.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
RDCAA 160.5
SYSTEM NAME:
Travel Orders (November 20, 1997, 62 FR 62003).
* * * * *
CHANGES:
* * * * *
SYSTEM LOCATION:
Delete entry and replace with Headquarters, Defense Contract Audit
Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-
6219; DCAA Regional Offices; and field audit offices, whose addresses
may be obtained from their cognizant regional office. Official mailing
addresses are published as an appendix to the agency's compilation of
record system notices.
* * * * *
SYSTEM MANAGER(S) AND ADDRESS:
Delete entry and replace with `Assistant Director, Resources,
Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road,
Suite 2135, For Belvoir, VA 22060-6219; Regional Directors, DCAA; and
Chiefs of Field Audit Offices, whose addresses may be obtained from
their cognizant regional office. Official mailing addresses are
published as an appendix to the agency's compilation of record system
notices.'
* * * * *
RDCAA 160.5
SYSTEM NAME:
Travel Orders.
SYSTEM LOCATION:
Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman
Road, Suite 2135, Fort Belvoir, VA 22060-6219; DCAA Regional Offices;
and field audit offices, whose addresses may be obtained from their
cognizant regional office. Official mailing addresses are published as
an appendix to the agency's compilation of record system notices.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Any DCAA employee who performs official travel.
CATEGORIES OF RECORDS IN THE SYSTEM:
File contains individual's orders directing or authorizing official
travel to include approval for transportation of automobiles, documents
relating to dependents travel, bills of lading, vouchers, contracts,
and any other documents pertinent to the individual's official travel.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 133 and DoD Directive 5105.36 which is published in 32
CFR Part 357.
PURPOSE(S):
To document all entitlements, authorizations, and paperwork
associated with an employee's 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
[[Page 26951]]
DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' that appear at the beginning of DCAA'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:
Paper records in file folders.
RETRIEVABILITY:
By fiscal year and alphabetically by surname. May be filed in
numerical sequence by travel order number.
SAFEGUARDS:
Under control of office staff during duty hours. Building and/or
office locked and/or guarded during nonduty hours.
RETENTION AND DISPOSAL:
Records are destroyed after four years.
SYSTEM MANAGER(S) AND ADDRESS:
Assistant Director, Resources, Headquarters, Defense Contract Audit
Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-
6219; Regional Directors, DCAA; and Chiefs of Field Audit Offices,
whose addresses may be obtained from their cognizant regional office.
Official mailing addresses are published as an appendix to the agency's
compilation of record system notices.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about
themselves is contained in this record system should address written
inquiries to the Records Administrator, Defense Contract Audit Agency,
8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
RECORD ACCESS PROCEDURES:
Individuals seeking access to records about themselves contained in
this record system should address written inquiries to the Records
Administrator, Defense Contract Audit Agency, 8725 John J. Kingman
Road, Suite 2135, Fort Belvoir, VA 22060-6219.
The request should contain the full name of the individual, current
address and telephone number, and current business address.
Personal visits may be made to those offices listed in DCAA's
official mailing addresses published as an appendix to DCAA's
compilation of record system notices. In personal visits the individual
should be able to provide acceptable identification, that is, driver's
license or employing office's identification card.
CONTESTING RECORD PROCEDURES:
DCAA's rules for accessing records, for contesting contents and
appealing initial agency determinations are published in DCAA
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system
manager.
RECORD SOURCE CATEGORIES:
Administrative offices; personnel offices; servicing payroll
offices; employee.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
RDCAA 240.3
SYSTEM NAME:
Legal Opinions (November 20, 1997, 62 FR 62003).
CHANGES:
* * * * *
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Add ``or legal representation'' after ``opinion''.
* * * * *
RETENTION AND DISPOSAL:
Change ``five years'' to ``six years''.
RDCAA 240.3
SYSTEM NAME:
Legal Opinions.
SYSTEM LOCATION:
Office of General Counsel, Headquarters, Defense Contact Audits
Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-
6219.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Any DCAA employee who files a complaint, with regard to personnel
issues, that requires a legal opinion or legal representation for
resolution.
CATEGORIES OF RECORDS IN THE SYSTEM:
Fraud files contain interoffice memorandums, citations used in
determining legal opinion, in some cases copies of investigations
(FBI), copies of Agency determinations.
EEO files contain initial appeal, copies of interoffice
memorandums, testimony at EEO hearings, copy of Agency determinations.
Citations used in determining legal opinions.
Grievance files contain correspondence relating to DCAA employees
filing grievances regarding leave, removals, resignations, suspensions,
disciplinary actions, travel, citations used in determining legal
opinion, Agency determinations.
MSPB Appeal files contain interoffice memorandums, citations used
in determining the legal position, statements of witnesses, pleadings,
briefs, MSPB decisions, notices of judicial appeals, litigation reports
and correspondence with the Department of Justice.
Award files contain correspondence relating to DCAA employee
awards, suggestion elevations, citations used for legal determinations,
Agency determination.
Security Violation files contain interoffice correspondence
relating to DCAA employee security violations, citations used in
determinations, Agency determination.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. chapters 43, 51, and 75; 5 U.S.C. 301, Departmental
Regulations; and the Civil Service Reform Act of 1978.
PURPOSE(S):
To maintain a historical reference for matters of legal precedence
within DCAA to ensure consistency of action and the legal sufficiency
of personnel 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:
The ``Blanket Routine Uses'' that appear at the beginning of DCAA'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:
Paper records in file folders.
RETRIEVABILITY:
Primary filing system is by subject; within subjects, files are
alphabetical by subject, corporation, name of individual.
SAFEGUARDS:
Under staff supervision during duty hours; security guards are
provided during nonduty hours.
RETENTION AND DISPOSAL:
These files are for permanent retention. They are retained in
active files for six years and retired to Washington National Records
Center.
[[Page 26952]]
SYSTEM MANAGER(S) AND ADDRESS:
Counsel, Headquarters, Defense Contract Audit Agency, 8725 John J.
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Records Administrator, Defense Contract Audit Agency, 8725 John
J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Records Administrator, Defense Contract Audit Agency, 8725 John J.
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
Written requests for information should contain the full name of
the individual, current address and telephone number.
Personal visits are limited to those offices (Headquarters and
Regional offices) listed in the appendix to the agency's compilation of
systems of records notices. For personal visits, the individual should
be able to provide some acceptable identification, that is driver's
license or employing office's identification card and give some verbal
information that could be verified with ``case'' folder.
CONTESTING RECORD PROCEDURES:
DCAA's rules for accessing records, for contesting contents and
appealing initial agency determinations are published in DCAA
Regulation 5410.10; 32 CFR part 317; or may be obtained from the system
manager.
RECORD SOURCE CATEGORIES:
Correspondence from individual's supervisor, DCAA employees, former
employers, between DCAA staff members, and between DCAA and other
Federal agencies.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
RDCAA 240.5
SYSTEM NAME:
Standards of Conduct, Conflict of Interest (November 20, 1997, 62
FR 62003).
CHANGES:
* * * * *
RETENTION AND DISPOSAL:
Change ``five years'' to ``six years''.
* * * * *
RDCAA 240.5
SYSTEM NAME:
Standards of Conduct, Conflict of Interest.
SYSTEM LOCATION:
Office of General Counsel, Headquarters, Defense Contract Audit
Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-
6219.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Any DCAA employee who has accepted gratituties from contractors or
who has business, professional or financial interests that would
indicate a conflict between their private interests and those related
to their duties and responsibilities as DCAA personnel. Any DCAA
employee who is a member or officer of an organization that is
incompatible with their official government position, using public
office for private gain, or affecting adversely the confidence of the
public in the integrity of the Government. Any DCAA employee who has
requested an ethics opinion regarding the propriety of future actions
on their part.
CATEGORIES OF RECORDS IN THE SYSTEM:
Office of the General Counsel--Files contain documents and
background material on any
Office of the General Counsel Files contain documents and
background material on any apparent or potential conflict of interest
or acceptance of gratuities by DCAA personnel. Correspondence may
involve interoffice memorandums, correspondence between former DCAA
employees and Headquarters staff members, citations used in legal
determinations and Agency determinations.
Authority for maintenance of the system:
5. U.S.C. 301, Departmental Regulations: DoD 5500.7-R, Joint Ethics
Regulation (JER); and E.O. 12731.
Purpose(s):
To provide a historical reference file of cases that are of
precedential value to ensure equality of treatment of individuals in
like circumstances.
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'' that appear at the beginning of DCAA'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:
Paper records in file folders.
Retrievability:
Primary filing system is by subject, within subject, files are
alphabetical by subject, corporation, name of individual.
Safeguards:
Under staff supervision during duty hours; buildings have security
guards during nonduty hours.
Retention and Disposal:
These files are for permanent retention. They are retained in
active files for six years and then retired to Washington National
Records Center.
System Manager(s) and Address:
General Counsel Headquarters, Defense Contract Audit Agency, 8725
John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
Notification Procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquires
to the Records Administrator, Defense Contract Audit Agency, 8725 John
J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
Record Access Procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Records Administrator, Defense Contract Audit Agency, 8725 John J.
Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
The request should contain the full name of the individual, current
address and telephone number.
Personal visits may be made to the above address. In personal
visits, the individual should be able to provide acceptable
identification, that is, driver's license or employing offices'
identification card, and give some verbal information that can be
verified with ``case'' folder.
Contesting Record Procedures:
DCAA's rules for accessing records, for contesting contents and
appealing initial agency determination are published in DCAA Regulation
5410.10; 32 CFR part 317; or may be obtained from the system manger.
[[Page 26953]]
Record Source Categories:
Correspondence from individual's supervisor, DCAA employees, former
employees, between DCAA staff members, and between DCAA and other
Federal agencies.
Exemptions Claimed for the System:
None.
[FR Doc. 99-12389 Filed 5-17-99; 8:45 am]
BILLING CODE 5001-10-M
