80 FR 68299 - Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE
Office of the Secretary

Federal Register Volume 80, Issue 213 (November 4, 2015)

The Office of the Secretary of Defense proposes to alter a system of records, DWHS P45, entitled ``OSD/Joint Staff Voluntary Leave Transfer Program Records'' to manage the OSD/Joint Staff Voluntary Leave Transfer (VLTP) program. Employees experiencing a personal or family medical emergency, who have exhausted their own leave, may apply to be a recipient of annual leave donated by other Federal employees, or from leave donors in other Federal agencies eligible to participate in the program. Employees may donate annual leave to an approved leave recipient in their own agency or in another Federal agency covered by the provisions of the program.

[Federal Register Volume 80, Number 213 (Wednesday, November 4, 2015)]
[Notices]
[Pages 68299-68301]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2015-28053]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2015-OS-0117]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, DoD.

ACTION: Notice to alter a System of Records.

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SUMMARY: The Office of the Secretary of Defense proposes to alter a 
system of records, DWHS P45, entitled ``OSD/Joint Staff Voluntary Leave 
Transfer Program Records'' to manage the OSD/Joint Staff Voluntary 
Leave Transfer (VLTP) program.
    Employees experiencing a personal or family medical emergency, who 
have exhausted their own leave, may apply to be a recipient of annual 
leave donated by other Federal employees, or from leave donors in other 
Federal agencies eligible to participate in the program.
    Employees may donate annual leave to an approved leave recipient in 
their own agency or in another Federal agency covered by the provisions 
of the program.

DATES: Comments will be accepted on or before December 4, 2015. This 
proposed action will be effective the day following the end of the 
comment period unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
    * Federal Rulemaking Portal: http://www.regulations.gov. Follow the 
instructions for submitting comments.
    * Mail: Department of Defense, Office of the Deputy Chief 
Management Officer, Directorate of Oversight and Compliance, Regulatory 
and Audit Matters Office, 9010 Defense Pentagon, Washington, DC 20301-
9010.
    Instructions: All submissions received must include the agency name 
and docket number for this Federal Register document. The general 
policy for comments and other submissions from members of the public is 
to make these submissions available for public viewing on the Internet 
at http://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Ms. Cindy Allard, Chief, OSD/JS 
Privacy Office, Freedom of Information Directorate, Washington 
Headquarters Service, 1155 Defense Pentagon, Washington, DC 20301-1155, 
or by phone at (571) 372-0461.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
notices for

[[Page 68300]]

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 in FOR FURTHER INFORMATION CONTACT or at 
http://dpcld.defense.gov/.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on October 28, 2015, to 
the House Committee on Oversight and Government Reform, the Senate 
Committee on Governmental Affairs, and the Office of Management and 
Budget (OMB) pursuant to paragraph 4c of Appendix I to OMB Circular No. 
A-130, ``Federal Agency Responsibilities for Maintaining Records About 
Individuals,'' dated February 8, 1996 (February 20, 1996, 61 FR 6427).

    Dated: October 30, 2015.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS P45

System name:
    OSD/Joint Staff Voluntary Leave Transfer Program Records (April 4, 
2000, 65 FR 17636).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Washington Headquarters Services 
(WHS), Human Resources Directorate (HRD), Labor Management and Employee 
Relations (LMER), 4800 Mark Center Drive, Alexandria, VA 22350-3200.
    Decentralized records may also be maintained by Component 
administrative officers. For a complete list, contact the system 
manager.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Civilian employees of the Office of 
the Secretary of Defense (OSD), WHS and DoD field activities or DoD 
agencies serviced by WHS, HRD who have volunteered to participate in 
the voluntary leave transfer program either as a recipient or a 
donor.''

Categories of records in the system:
    Delete entry and replace with ``As required by the Defense Finance 
and Accounting Service (DFAS) systems to effectuate the transfer of 
leave from the donor's account into the recipient's account, each leave 
recipient record contains the employee's name, Social Security Number 
(SSN), employee number, position title, organization, salary, grade, 
step, leave balance data to include the number of donated leave hours 
transferred and the number of donated leave hours used, description of 
the medical emergency to include expected duration and frequency, and 
the employee's contact information during the period of emergency. The 
file may also contain medical or physical documentation or 
certifications, and agency approvals or denials, if applicable.
    As required by the DFAS systems to effectuate the transfer of leave 
from the donor's account to the recipient's account, each donor record 
contains the employee's name, SSN, employee number, position title, 
organization, salary, grade, step, leave balance data to include the 
number of hours to be donated, designated leave, recipient's contact 
information, and preferences for restoration of unused donated leave, 
if applicable.''

Authority for maintenance of the system:
    Delete entry and replace with ``5 U.S.C. 6331 et seq., Definitions; 
5 CFR 630, Subpart I, Voluntary Leave Transfer Program; DoD Directive 
(DoDD) 5110.4, Washington Headquarters Services (WHS); Director of 
Administration and Management, Administrative Instruction 67, Leave 
Administration; and E.O. 9397 (SSN), as amended.''

Purpose(s):
    Delete entry and replace with ``To manage the OSD/Joint Staff 
Voluntary Leave Transfer (VLTP) program.
    Employees experiencing a personal or family medical emergency, who 
have exhausted their own leave, may apply to be a recipient of annual 
leave donated by other Federal employees, or from leave donors in other 
Federal agencies eligible to participate in the program.
    Employees may donate annual leave to an approved leave recipient in 
their own agency or in another Federal agency covered by the provisions 
of the program.''
    Routine uses of records maintained in the system, including 
categories of users and the purposes of such uses:
    Delete entry and replace with ``In addition to those disclosures 
generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, 
as amended, the records 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-connected injury or illness.
    To the personnel and pay offices of the Federal agency involved to 
effectuate the leave transfer where leave donor and leave recipient are 
employed by different Federal agencies.
    Law Enforcement Routine Use: If a system of records maintained by a 
DoD 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 agency concerned, 
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 a DoD 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 DoD 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 a DoD 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.
    Disclosure to the Office of Personnel Management Routine Use: A 
record from a system of records subject to the Privacy Act and 
maintained by a DoD Component may be disclosed to the Office of 
Personnel Management (OPM) concerning information on pay and leave, 
benefits, retirement deduction, and any other information necessary for 
the OPM to carry out its legally authorized government-wide personnel 
management functions and studies.
    Disclosure of Information to the National Archives and Records

[[Page 68301]]

Administration Routine Use: A record from a system of records 
maintained by a DoD 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.
    Data Breach Remediation Purposes Routine Use: A record from a 
system of records maintained by a DoD Component may be disclosed to 
appropriate agencies, entities, and persons when (1) The Component 
suspects or has confirmed that the security or confidentiality of the 
information in the system of records has been compromised; (2) the 
Component has determined that as a result of the suspected or confirmed 
compromise there is a risk of harm to economic or property interests, 
identity theft or fraud, or harm to the security or integrity of this 
system or other systems or programs (whether maintained by the 
Component or another agency or entity) that rely upon the compromised 
information; and (3) the disclosure made to such agencies, entities, 
and persons is reasonably necessary to assist in connection with the 
Components efforts to respond to the suspected or confirmed compromise 
and prevent, minimize, or remedy such harm.
    The DoD Blanket Routine Uses set forth at the beginning of the 
Office of the Secretary of Defense (OSD) compilation of systems of 
records notices may apply to this system. The complete list of DoD 
Blanket Routine Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.''
    Policies and practices for storing, retrieving, accessing, 
retaining, and disposing of records in the system:

Storage:
    Delete entry and replace with ``Electronic storage media.''

Retrievability:
    Delete entry and replace with ``Records are retrieved by employee 
name, or SSN.''

Safeguards:
    Delete entry and replace with ``Electronic records are only 
accessible to LMER personnel, or approved officials, who require access 
in order to perform their official duties. Access to electronic records 
requires a Common Access Card (CAC). Work areas are access controlled 
by CACs, and security guards protect the building.''
* * * * *

System manager(s) and address:
    Delete entry and replace with ``Assistant Director, Labor 
Management and Employee Relations, Human Resources Directorate, 4800 
Mark Center Drive, Alexandria, VA 22350-3200.''

Notification procedure:
    Delete entry and replace with ``Individuals seeking to determine 
whether information about themselves is contained in this system of 
records should address written inquiries to Assistant Director for 
Labor and Management Employee Relations, Human Resources Directorate, 
4800 Mark Center Drive, Alexandria, VA 22350-3200.
    Signed, written requests should include the full name and SSN and 
the approximate date the record was completed.''

Record access procedures:
    Delete entry and replace with ``Individuals seeking access to 
records about themselves contained in this system of records should 
address written inquiries to the Office of the Secretary of Defense 
Freedom of Information Act Requester Service Center, Office of Freedom 
of Information, 4800 Mark Center Drive, Alexandria, VA 22352-3200.
    Signed, written requests for information must include the 
individual's full name and SSN, the approximate date the record was 
completed, and the name and number of this System of Records Notice.''

Contesting record procedures:
    Delete entry and replace with ``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.''
* * * * *
 [FR Doc. 2015-28053 Filed 11-3-15; 8:45 am]
 BILLING CODE 5001-06-P