81 FR 38147 - Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE
Department of the Army

Federal Register Volume 81, Issue 113 (June 13, 2016)

The Department of the Army proposes to alter a system of records notice AAFES 0410.01, entitled ``Employee Travel Files'' to process official travel requests for military and civilian employees of the Army and Air Force Exchange Service; to determine eligibility of individual's dependents to travel; to obtain necessary clearance where foreign travel is involved, including assisting individual in applying for passports and visas and counseling where proposed travel involves visiting/transiting communist countries and danger zones.

[Federal Register Volume 81, Number 113 (Monday, June 13, 2016)]
[Notices]
[Pages 38147-38148]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2016-13894]



[[Page 38147]]

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DEPARTMENT OF DEFENSE

Department of the Army

[Docket ID: USA-2016-HQ-0021]


Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DoD.

ACTION: Notice to alter a system of Records.

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SUMMARY: The Department of the Army proposes to alter a system of 
records notice AAFES 0410.01, entitled ``Employee Travel Files'' to 
process official travel requests for military and civilian employees of 
the Army and Air Force Exchange Service; to determine eligibility of 
individual's dependents to travel; to obtain necessary clearance where 
foreign travel is involved, including assisting individual in applying 
for passports and visas and counseling where proposed travel involves 
visiting/transiting communist countries and danger zones.

DATES: Comments will be accepted on or before July 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 for Oversight and Compliance, 4800 Mark 
Center Drive, Mailbox #24, Alexandria, VA 22350-1700.
    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, Chief, FOIA and 
Privacy, Department of the Army, U.S. Army Records Management and 
Declassification Agency, 7701 Telegraph Road, Casey Building, Suite 
144, Alexandria, VA 22325-3905; telephone (703) 428-7499.

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 of the Privacy Act, as amended, were submitted on May 23, 
2016, 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 4 of 
Appendix I to OMB Circular No. A-130, ``Federal Agency Responsibilities 
for Maintaining Records About Individuals,'' revised November 28, 2000 
(December 12, 2000 65 FR 77677).

    Dated: June 8, 2016.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
AAFES 0410.01

System name:
    Employee Travel Files (July 23, 2003, 68 FR 43502).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Headquarters, Army and Air Force 
Exchange Service, 3911 South Walton Walker Boulevard, Dallas, TX 75236-
1598; Exchange Regions and Area Exchanges at posts, bases, and 
satellites world-wide. Official mailing addresses are published as an 
appendix to the Army's compilation of systems of records notices.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Employees of the Army and Air Force 
Exchange Service (Exchange) and their family members authorized to 
perform official travel.''

Categories of records in the system:
    Delete entry and replace with ``Documents pertaining to travel of 
persons on official Government business, and/or their dependents, 
including travel assignment orders, authorized leave en route, 
availability of quarters and/or shipment of household goods and 
personal effects, application for passport/visas; security clearance; 
travel expense vouchers; and similar related documents. This includes 
the full name of the employee and/or dependent, dependent's 
relationship to employee, last five digits of the employee's SSN, DoD 
ID Number, current pay grade level, current duty station, new duty 
station, home address, home phone number, work number, cell number, 
personal email address, and emergency contact's name and phone number; 
employee/dependent biographical information, passport number, security 
clearance, dependent's home phone number and address, and employee/
dependent date of birth.''

Authority for maintenance of the system:
    Delete entry and replace with ``Title 10 U.S.C. 3013, Secretary of 
the Army; Title 10 U.S.C. 8013, Secretary of the Air Force; Army 
Regulation 215-1, The Administration of Morale, Welfare, and Recreation 
Activities and Non-appropriated Fund Instrumentalities; Army Regulation 
215-8/AFI 34-211(I), Army and Air Force Exchange Service Operations; 
and E.O. 9397 (SSN), as amended.''

Purpose(s):
    Delete entry and replace with ``To process official travel requests 
for military and civilian employees of the Army and Air Force Exchange 
Service; to determine eligibility of individual's dependents to travel; 
to obtain necessary clearance where foreign travel is involved, 
including assisting individual in applying for passports and visas and 
counseling where proposed travel involves visiting/transiting communist 
countries and danger zones.''

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:
    Information may be disclosed to attached or law enforcement 
authorities of foreign countries.
    To the U.S. Department of Justice or Department of Defense legal/
intelligence/investigative agencies for security, investigative, 
intelligence, and/or counterintelligence operations.
    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''

[[Page 38148]]

    Policies and practices for storing, retrieving, accessing, 
retaining, and disposing of records in the system:

Storage:
    Delete entry and replace with ``Paper records and electronic 
storage media.''

Retrievability:
    Delete entry and replace with ``Employee's name, SSN and/or DoD ID 
Number.''

Safeguards:
    Delete entry and replace with ``Records are maintained in a 
controlled facility. Physical entry is restricted by the use of locks, 
guards, and is accessible only to authorized personnel. Access to 
records is limited to person(s) with an official `need to know' who are 
responsible for servicing the record in performance of their official 
duties. Persons are properly screened and cleared for access. Access to 
computerized data is role-based and further restricted by passwords, 
which are changed periodically.''

Retention and disposal:
    Delete entry and replace with ``Employee Travel Files, MAC 
Transportation Authorizations, Ticketing Service Files, and Permanent 
Change of Station Orders are cutoff at the close of the fiscal year and 
destroyed 2 years after the cutoff.
    Passport Files are destroyed when employee is separated, or when 
the passport has expired without request for renewal, or been revoked, 
whichever is sooner.
    Records maintained for accounting purposes; including expense 
vouchers, invoices, receipted bills, copies of travel orders, travel 
authorizations, letters of credit and supporting documents are kept as 
followed: Temporary Duty Travel Files are cutoff at the close of the 
calendar year and destroyed 3 years after the cutoff; Permanent Change 
of Station files are cutoff at the close of the calendar year and 
destroyed 8 years after the cutoff; all other travel document copies 
are cutoff at the close of the calendar year and destroyed 2 years 
after the cutoff.
    Paper files are destroyed by shredding and electronic files are 
deleted from database by erasure.''

System manager(s) and address:
    Delete entry and replace with ``Director/Chief Executive Officer, 
Army and Air Force Exchange Service, 3911 South 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, ATTN: Director, Administrative Services 
Division, 3911 South Walton Walker Boulevard, Dallas, TX 75236-1598.
    Requests should contain the individual's full name, SSN (last four) 
or DoD ID number, current address, telephone number, and signature.
    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 
State 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, ATTN: FOIA/Privacy Manager, 3911 South Walton 
Walker Boulevard, Dallas, TX 75236-1598.
    Requests should contain the individuals' full name, SSN (last four) 
or DoD ID number, current address, telephone number, and signature.
    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).'''

Contesting record procedures:
    Delete entry and replace with ``The Army's rules for accessing 
records and for contesting contents and appealing initial agency 
determinations are contained in 32 CFR part 505, Army Privacy Program 
or may be obtained from the system manager.''

Record source categories:
    Delete entry and replace with ``From the Exchange employee or other 
DoD agencies.''
* * * * *
[FR Doc. 2016-13894 Filed 6-10-16; 8:45 am]
BILLING CODE 5001-06-P