Privacy Act of 1974; System of Records

The Inspector General 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. 522a(r) of the Privacy Act of 1974, as amended, was submitted on January 29, 1999, to the House Committee on Government Reform and Oversight, 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: February 10, 1999.

L.M. Bynum, Alternate OSD Federal Register Liaison Officer, Department of Defense. CIG 18

System name: Grievance Records.

SYSTEM LOCATION: Records are maintained by the personnel office of the Office of the Inspector General, DoD, Personnel and Security Directorate, Employee Relations Division, 400 Army Navy Drive, Suite 512, Arlington, VA 22202-2884.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Current or former Inspector General, Department of Defense employees who have submitted grievances in accordance with 5 CFR part 771, DoD Directive 1400.25-M Subchapter 771 and DoD Inspector General Instruction 1400.5.

CATEGORIES OF RECORDS IN THE SYSTEM: The case files contain all documents related to grievances including reports of interviews and hearings, examiner's findings and recommendations, copy of the original and final decision, and related correspondence and exhibits.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 2302 and 5 U.S.C. 7121; 10 U.S.C. 141, Inspector General, DoD; 5 CFR part 771, DoD Directive 1400.25-M Subchapter 771 and DoD Inspector General Instruction 1400.5; and E.O. 9397 (SSN).

PURPOSE(S): The information will be used by the Inspector General, Department of Defense to control and process grievances; to investigate the allegations; conduct interviews; and render the final decision.

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. 552(a)(b)(3) as follows: To disclose information to any source from which additional information is requested in the course of processing a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and identify the type of information requested. To disclose in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding. To provide information to officials of labor organization reorganized under the Civil Service Reform Act when relevant and necessary to their duties, exclusive representation concerning personnel policies, practices, and matter affecting work conditions.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING RETAINING AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Records are stored in paper form.

RETRIEVABILITY: Records are retrieved by names of the individuals on whom the records are maintained.

SAFEGUARDS: Records are maintained in locked metal file cabinets, to which only OIG, DoD authorized personnel have access.

RETENTION AND DISPOSAL: Records are destroyed four years after the case is closed.

SYSTEM MANAGER(S) and address: Chief, Employee Relations Division, Personnel and Security Directorate, 400 Army Navy Drive, Suite 512, Arlington, VA 22202-2884.

NOTIFICATION PROCEDURES: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Branch, 400 Army Navy Drive, Room 405, Arlington, VA 22202-2884. Written requests for information should include the full name.

RECORD ACCESS PROCEDURES: Individuals seeking access to records about themselves contained in this system of records should address written inquires to the Privacy Act Officer, Freedom of Information Act/Privacy Act Branch, 400 Army Navy Drive, Room 405, Arlington, VA 22202-2884. Written requests for information should include the full name.

CONTESTING RECORD PROCEDURES: The OIG's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 and may be obtained from the system manager.

RECORD SOURCE CATEGORIES: Information is provided by the individual on whom the record is maintained; by testimony of witnesses; by Agency officials; or from related correspondence from organizations or persons.

EXEMPTIONS CLAIMED FOR THE SYSTEM: None. [FR Doc. 99-3624 Filed 2-12-99; 8:45 am] BILLING CODE 5000-04-F