Privacy Act of 1974; Systems of Records

[Federal Register Volume 64, Number 146 (Friday, July 30, 1999)]
[Notices]
[Pages 41399-41401]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-19470]


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DEPARTMENT OF DEFENSE

Defense Logistics Agency


Privacy Act of 1974; Systems of Records

AGENCY: Defense Logistics Agency, DOD.

ACTION: Notice to alter a system of records.

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SUMMARY: The Defense Logistics Agency proposes to alter a system of 
records notice in its inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.
DATES: This action will be effective without further notice on August 
30, 1999, unless comments are received that would result in a contrary 
determination.
ADDRESSES: Send comments to the Privacy Act Officer, Headquarters, 
Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 
2533, Fort Belvior, VA 22060-6221.
FOR FURTHER INFORMATION CONTACT: Ms. Susan Salus at (703) 767-6183.
SUPPLEMENTARY INFORMATION: The Defense Logistics 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 system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on July 14, 1999, to the 
House Committee on 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: July 26, 1999.

L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

Deletion
S161.50 DLA-I

System name:
    Traffic Violations File (February 22, 1993, 58 FR 10854).
    Reason: These files are being consolidated into the system of 
records, S161.40 DLA-I, Vehicle Accident Investigation Files.

[[Page 41400]]

Alteration
S161.40 DLA-I

System name:
    Vehicle Accident Investigation Files (February 22, 1993, 58 FR 
10854).

Changes:
System Identifier:
    Delete entry and replace with `S500.41 CAAS'.

System Name:
    Delete entry and replace with `Vehicle/Traffic Incident Files.'
* * * * *

Categories of individuals covered by the system:
    Delete entry and replace with `Any person involved in a vehicle 
traffic accident or traffic incident on property controlled by the 
Defense Logistics Agency (DLA), and individuals involved in traffic 
incidents while operating or occupying a DLA-controlled vehicle.'

Categories of records in the system:
    Delete entry and replace with `The file includes name, addresses, 
social security number, telephone numbers, vehicle description and 
data, vehicle license data, operator license data, insurance data, 
emergency contact and similar data. The file also includes reports, 
sketches, photographs, medical reports and related papers concerning 
traffic accident investigation and case disposition, traffic tickets, 
documents relating to withdrawal of driving privileges, substance 
influence reports, and reports of corrective or disciplinary action 
taken.'

Authority for maintenance of the system:
    Delete entry and replace with `10 U.S.C. 133, Under Secretary of 
Defense for Acquisition and Technology; National Highway Safety Act of 
1966 (23 U.S.C. 401, Highway Safety, et seq.); and E.O. 9397 (SSN).'

Purpose(s):
    Delete entry and replace with `The files are maintained to monitor 
and correct vehicle accidents and traffic incidents. Information is 
maintained for the purpose of accident cause identification and to 
formulate accident prevention programs for improvement in traffic 
patterns and for preparation of statistical reports required by higher 
authority. Information is also maintained to identify traffic 
offenders, to initiate corrective or disciplinary action against the 
offenders, to enforce applicable traffic regulations, and to promote 
safety. Information is used by personnel offices for processing of 
workers' compensation cases and similar claims and by medical and 
emergency personnel to make medical and safety determinations about 
individuals involved in accidents.'

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Replace the second and third paragraphs with `To medical and 
emergency personnel to make medical and safety determinations about 
individuals involved in accidents.'
    Add a new paragraph `To the Department of Labor, Office of Workers' 
Compensation for the purpose of processing workers' compensation 
claims.'
* * * * *
S500.41 CAAS

System name:
    Vehicle/Traffic Incident Files.

System location:
    Heads of Defense Logistics Agency Primary Level Field Activities 
(PLFAs). Official mailing addresses are published as an appendix to 
DLA's compilation of systems of records notices.

Categories of individuals covered by the system:
    Any person involved in a vehicle traffic accident or traffic 
incident on property controlled by the Defense Logistics Agency (DLA), 
and individuals involved in traffic incidents while operating or 
occupying a DLA-controlled vehicle.

Categories of records in the system:
    The file includes name, addresses, social security number, 
telephone numbers, vehicle description and data, vehicle license data, 
operator license data, insurance data, emergency contact and similar 
data. The file also includes reports, sketches, photographs, medical 
reports and related papers concerning traffic accident investigation 
and case disposition, traffic tickets, documents relating to withdrawal 
of driving privileges, substance influence reports, and reports of 
corrective or disciplinary action taken.

Authority for maintenance of the system:
    10 U.S.C. 133, Under Secretary of Defense for Acquisition and 
Technology; National Highway Safety Act of 1966 (23 U.S.C. 401, Highway 
Safety, et seq.); and E.O. 9397 (SSN).

Purpose(s):
    Information is maintained for purposes of accident cause 
identification and to formulate accident prevention programs for 
improvement in traffic patterns and for preparation of statistical 
reports required by higher authority.
    Information is used by Security Officers and DLA Police to 
determine actions required to correct the cause of the accident. In 
cases involving personal injury, to provide verification in processing 
workmen's compensation cases.
    Claims Officers to determine validity of clams against U.S. 
Government, when such are filed by a person involved in an accident.
    DoD Medical personnel to make medical determinations about 
individuals involved in accidents.

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:
    To medical and emergency personnel to make medical and safety 
determinations about individuals involved in accidents.
    To the Department of Labor, Office of Workers' Compensation for the 
purpose of processing workers' compensation claims.
    The `Blanket Routine Uses' set forth at the beginning of DLA'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 paper and electronic form.

Retrievability:
    Retrieved by name of person involved, Social Security Number, 
ticket or police report number.

Safeguards:
    Records are maintained in areas accessible only to DLA personnel 
who must use the records to perform their duties. The computer files 
are password protected with access restricted to authorized users. 
Records are secured in locked or guarded buildings, locked offices, or 
locked cabinets during nonduty hours.

Retention and disposal:
    Destroy after 2 years; however, where the possibility for a claim 
exists, the record will be destroyed after 6 years, 3 months.

[[Page 41401]]

System manager(s) and address:
    Heads of PLFAs who are responsible for the DLA installation or 
vehicle involved. Official mailing addresses are published as an 
appendix to DLA's compilation of systems of records notices.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Privacy Act Officer of the PLFA involved. Official mailing 
addresses are published as an appendix to DLA's compilation of systems 
of records notices.
    Individual must provide full name, date of incident, and the 
location of the incident.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Privacy Act Officer of the PLFA involved. Official mailing addresses 
are published as an appendix to DLA's compilation of systems of records 
notices.
    Individual must provide full name, date of incident, and the 
location of the incident.
    For personal visits, the individual should be able to provide some 
acceptable identification, such as, driver's license or employing 
agency identification card. Some verbal information may be required to 
verify the file.

Contesting record procedures:
    The DLA rules for accessing records, for contesting contents and 
appealing initial agency determinations are contained in DLA Regulation 
5400.21, 32 CFR part 323, or may be obtained from the Privacy Act 
Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John 
J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.

Record source categories:
    Individuals involved in accidents, traffic offenders, witnesses, 
security and police force personnel, law enforcement agencies, and 
medical and emergency personnel.

Exemptions claimed for the system:
    None.
[FR Doc. 99-19470 Filed 7-29-99; 8:45 am]
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