80 FR 77330 - Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE
Department of the Army

Federal Register Volume 80, Issue 239 (December 14, 2015)

The Department of the Army proposes to alter a system of records notice AAFES 1609.03, entitled ``AAFES Catalog System'' is used to locate order information; to reply to customer inquiries and complaints; to create labels for shipment to the proper location; to refund customer remittances or to collect monies due; to provide claim and postal authorities with confirmation/certification of shipment for customer claims for damage or lost shipments.

[Federal Register Volume 80, Number 239 (Monday, December 14, 2015)]
[Notices]
[Pages 77330-77331]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2015-31352]


=======================================================================
-----------------------------------------------------------------------

DEPARTMENT OF DEFENSE

Department of the Army

[Docket ID: USA-2015-HQ-0048]


Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DoD.

ACTION: Notice to alter a system of records.

-----------------------------------------------------------------------

SUMMARY: The Department of the Army proposes to alter a system of 
records notice AAFES 1609.03, entitled ``AAFES Catalog System'' is used 
to locate order information; to reply to customer inquiries and 
complaints; to create labels for shipment to the proper location; to 
refund customer remittances or to collect monies due; to provide claim 
and postal authorities with confirmation/certification of shipment for 
customer claims for damage or lost shipments.

DATES: Comments will be accepted on or before January 13, 2016. This 
proposed action will be effective on the date 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. Tracy Rogers, Department of the 
Army, Privacy Office, U.S. Army Records Management and Declassification 
Agency, 7701 Telegraph Road, Casey Building, Suite 144, Alexandria, VA 
22325-3905 or by calling (703) 428-6185.

SUPPLEMENTARY INFORMATION: The Department of the Army's 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 in FOR FURTHER INFORMATION CONTACT or from 
the Defense Privacy and Civil Liberties Division Web site at http://dpcld.defense.gov/. The proposed systems reports, as required by 5 
U.S.C. 552a(r) of the Privacy Act, as amended, were submitted on 
October 23, 2015, to the House Committee on Oversight and Government 
Reform, the Senate Committee on Homeland Security and 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: December 8, 2015.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
AAFES 1609.03

System name:
    AAFES Catalog System (August 9, 1996, 61 FR 41572).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Headquarters, Army and Air Force 
Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-
1598.''
* * * * *

Categories of records in the system:
    Delete entry and replace with ``Customer name, Social Security 
Number (SSN), mailing address, email address, telephone number, method 
of payment, partial credit card number, name and address of recipient 
of order, description and price of item ordered, method of shipment, 
amount of order/refund, claim data for returns/damages to shipments, 
and freight entry assigned to shipment.''

[[Page 77331]]

Authority for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 3013, Secretary of the 
Army; and 8013, Secretary of the Air Force; Department of Defense 
Instruction 1015.15, Establishment, Management, and Control of 
Nonappropriated Fund Instrumentalities and Financial Management of 
Supporting Resources; Army Regulation 215-8/Air Force Instruction 34-
211(I), Army and Air Force Service Operations; and E.O. 9397 (SSN), as 
amended.''

Purpose:
    Delete entry and replace with ``The system is used to locate order 
information; to reply to customer inquiries and complaints; to create 
labels for shipment to the proper location; to refund customer 
remittances or to collect monies due; to provide claim and postal 
authorities with confirmation/certification of shipment for customer 
claims for damage or lost shipments.''

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 on-line ordering fulfillment contractor to allow for the 
confirmation by email of orders received, fulfilled and closed.
    To Exchange vendor representative organizations for the purpose of 
direct shipment from the supplier to the customer.
    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 (15 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 
SSN.
    The DoD Blanket Routine Uses set forth at the beginning of the 
Army's compilation of system 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 and paper 
records.''

Retrievability:
    Delete entry and replace with ``By order number, purchase order 
number, customer's name, name of recipient, phone number, SSN, or 
freight entry assigned to shipment.''
* * * * *

Retention and disposal:
    Delete entry and replace with ``Information on shipments is 
maintained in computer files for 180 days following completion of 
shipment and destroyed after 6 years or until obsolete or superseded.
    Purchase orders are retained for 2 years; transaction records are 
retained for 2 years; refund vouchers are retained for 6 years; 
returned merchandise slips are retained for 6 years; repair/replacement 
order slips are held 2 years. All records are destroyed by shredding. 
All electronic records are destroyed by erasing/reformatting the media.
    Customer records are kept continuously until obsolete or 
superseded, at which point paper records are shredded, and electronic 
records are destroyed by erasing/reformatting the media.''

System manager(s) and address:
    Delete entry and replace with ``Director/Chief Executive Officer, 
Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, 
Dallas, TX 75236-1598.''

Notification procedure:
    Delete entry and replace with ``Individuals seeking to determine 
whether information about themselves is contained in this system should 
address written inquiries to the Director/Chief Executive Officer, Army 
and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, 
Dallas, TX 75236-1598.
    Individual should provide name, current address and telephone 
number, and sufficient details to permit locating pertinent records.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States: `I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature).'
     If executed within the United States, its territories, 
possessions, or commonwealths: `I declare (or certify, verify, or 
state) under penalty of perjury that the foregoing is true and correct. 
Executed on (date). (Signature).' ''

Record access procedures:
    Delete entry and replace with ``Individuals seeking access to 
information about themselves contained in this system should address 
written inquiries to the Director/Chief Executive Officer, Army and Air 
Force Exchange Service, Attention: FOIA/Privacy Manager, 3911 S. Walton 
Walker Boulevard, Dallas, TX 75236-1598.
    Individual should provide name, current address and telephone 
number, and sufficient details to permit locating pertinent records.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States: `I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature).'
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature).' ''
* * * * *
[FR Doc. 2015-31352 Filed 12-11-15; 8:45 am]
 BILLING CODE 5001-06-P