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Privacy Act: [A0710-2dDALO] Personal Clothing Record Files....


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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]




   #..A0690-600SAMR

   #....System name: Equal Opportunity and Equal Employment Opportunity 
      Complaint Files.

     System location: 
       Primary System is located at the Office of the Secretary of the 
   Army Manpower and Reserve Affairs (SAMR), Room 2E594, Pentagon, 
   Washington, DC 20310-0103. Segments are maintained at the 
   installation or Major Command concerned.
     Categories of individuals covered by the system: 
       Any civilian employee of the Department of the Army or member of 
   the U.S. Army, whether on active duty or in the Reserve Components, 
   who submits an equal opportunity or equal employment opportunity 
   complaint.
     Categories of records in the system: 
       Individual's complaint, supporting documentation, witness 
   statements investigatory reports, decisional documents, similar 
   relevant records.
     Authority for maintenance of the system: 
       10 U.S.C. 3013(g) and E.O. 9397.
   Purpose(s): 
       To ensure complaints are properly investigated and appropriate 
   remedial action initiated to correct inequities.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The `Blanket Routine Uses' set forth at the beginning of the 
   Army'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: 
       Paper records in file folders.
     Retrievability: 
       By complainant's surname.
     Safeguards: 
       Records are maintained in secured areas, accessible only to 
   designated officials having official need therefor in the performance 
   of assigned duties.
     Retention and disposal: 
       At the primary location, files are permanent. Two years following 
   closing of case, records are retired to the Washington National 
   Records Center, Suitland, MD. Records at other Army locations are 
   destroyed after 2 years.
     System manager(s) and address: 
       Secretary of the Army Manpower and Reserve Affairs, Room 2E594, 
   The Pentagon, Washington, DC 20310-0103.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to the Secretary of the Army Manpower and Reserve Affairs, 
   Room 2E594, The Pentagon, Washington, DC 20310-0103.
       Individual should provide the full name, Social Security Number, 
   and military status or other information verifiable from the record 
   itself.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   Secretary of the Army Manpower and Reserve Affairs, Room 2E594, The 
   Pentagon, Washington, DC 20310-0103.
       Individual should provide the full name, Social Security Number, 
   and military status or other information verifiable from the record 
   itself.
     Contesting record procedures: 
       The Army's rules for accessing records, contesting contents, and 
   appealing initial agency determinations are published in the Army 
   Regulation 340-21; 32 CFR part 505; or may be obtained from the 
   system manager.
     Record source categories: 
       From individual, witnesses, Army records and reports, similar 
   relevant documents.
     Exemptions claimed for the system:
       None.

   #..A0690-700DAPE

   #....System name: Grievance Records.

     System location: 
       Servicing civilian personnel offices for each Army activity or 
   installation.
     Categories of individuals covered by the system: 
       Current or former employees of the Department of the Army who 
   have submitted grievances in accordance with part 771 of the 
   regulations of the Office of Personnel Management (5 CFR part 771) or 
   through a negotiated grievance procedure.
     Categories of records in the system: 
       Case File includes all documents related to the grievance, 
   including statements of witnesses, reports of interviews and 
   hearings, examiner's finding and recommendations, copy of the 
   original and final decisions, and related correspondence and 
   exhibits.
     Authority for maintenance of the system: 
       5 U.S.C. 1302, 3301, E.O. 10577; 3 CFR parts 1954-1958; E.O. 
   10987; 3 CFR 1959-1963.
   Purpose(s): 
       To review allegations, obtain facts, conduct hearings when 
   appropriate, and render decision.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The `Blanket Routine Uses' set forth at the beginning of the 
   Army'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: 
       Paper records in file folders.
     Retrievability: 
       By individual's name.
     Safeguards: 
       Information is maintained in lockable metal filing cabinets to 
   which only authorized personnel have access.
     Retention and disposal: 
       Records of appropriated fund employees are destroyed 7 years 
   after closing of the case; those of non-appropriated fund employees 
   are destroyed 5 years after closing. Disposal is by shredding.
     System manager(s) and address: 
       Deputy Chief of Staff for Personnel, Headquarters, Department of 
   the Army, The Pentagon, Washington, DC 20310-4000.
     Notification procedure: 
       It is required that individuals submitting grievances be provided 
   a copy of the record under the grievance process. They may, however, 
   contact the Army personnel or designated office where the action was 
   processed regarding the existence of such records on them. They must 
   furnish the following information for their records to be located and 
   identified: Name, date of birth, approximate date of closing the case 
   and kind of action taken, organization and activity where employed at 
   time grievance was initiated, and signature.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   Deputy Chief of Staff for Personnel, Headquarters, Department of the 
   Army, The Pentagon, Washington, DC 20310-4000.
     Contesting record procedures: 
       Review of requests from individuals seeking amendment of their 
   records which have been the subject of a judicial or quasi-judicial 
   action will be limited in scope. Review of amendment requests of 
   these records will be restricted to determining if the record 
   accurately documents the action of the Army's ruling on the case, and 
   will not include a review of the merits of the action, determination, 
   or finding.
       Individuals wishing to request amendment to their records to 
   correct factual errors should contact their servicing civilian 
   personnel office, providing their name, date of birth, approximate 
   date of closing the case and kind of action taken, organization and 
   activity where employed at time grievance was initiated, and 
   signature. Individuals must also follow the Privacy Act regulations 
   of the Office of Personnel Management (see 5 CFR 297.208 and 
   297.201).
     Record source categories: 
       From the individual on whom the record is maintained; testimony 
   of witnesses; related correspondence; Army records and reports; 
   similar relevant documents.
     Exemptions claimed for the system:
       None.

   #..A0690-990-2 ASA(M&RA)

   #....System name: 

       Voluntary Leave Transfer Program Records.
     System location: 
       Records on current Federal employees are maintained by the local 
   Civilian Personnel Advisory Centers at each installation. 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: 
       Individuals who have volunteered to participate in the voluntary 
   leave transfer program as either a donor or a recipient.
     Categories of records in the system: 
       Leave recipient records contain the individual's name, 
   organization, office telephone number, Social Security Number, 
   position title, grade, pay level, leave balances, number of hours 
   requested, brief description of the medical or personal hardship 
   which qualifies the individual for inclusion in the program, and the 
   status of that hardship.
       The file may also contain medical or physician certifications and 
   agency approvals or denials.
       Donor records include the individual's name, organization, office 
   telephone number, Social Security Number, position title, grade, and 
   pay level, leave balances, number of hours donated and the name of 
   the designated recipient.
     Authority for maintenance of the system: 
       5 U.S.C. 6331 et seq., Leave; 10 U.S.C. 3013, Secretary of the 
   Army; Army Regulation 690-990-2, Hours of Duty, Pay and Leave 
   Annotated; 5 CFR part 630; and E.O. 9397 (SSN).
   Purpose(s)
       The file is used in managing the Army's Voluntary Leave Transfer 
   Program. The recipient's name, position data, organization, and a 
   brief hardship description are published internally for passive 
   solicitation purposes. The Social Security Number is sought to 
   effectuate the transfer of leave from the donor's account to the 
   recipient's account.
     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 the Department of Labor in connection with a claim filed by an 
   employee for compensation due to a job-connected injury or illness
       Where leave donor and leave recipient are employed by different 
   Federal agencies, to the personnel and pay offices of the Federal 
   agency involved to effectuate the leave transfer.
       The `Blanket Routine Uses' set forth at the beginning of Army's 
   compilation of systems of records notices also apply to this system.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing o records in the system:
     Storage: 
       Paper in file folders and electronic media storage.
     Retrievability: 
       By surname or Social Security Number.
     Safeguards: 
       Records are accessed by custodian of the records or by persons 
   responsible for servicing the record system in performance of their 
   official duties. Records are stored in locked cabinets or rooms and 
   are controlled by personnel screening and computer software.
     Retention and disposal: 
       Disposition pending (until NARA disposition is approved, treat as 
   permanent).
     System manager(s) and address: 
       Director of Civilian Personnel, Assistant Secretary of the Army, 
   Manpower and Reserve Affairs Policy and Program Development, 200 
   Stovall Street, Alexandria, VA 22332-0300.
     Notification procedure:
       Individuals seeking to determine whether this system of records 
   contains information about themselves should address written 
   inquiries to the Assistant Secretary of the Army, Manpower and 
   Reserve Affairs Policy and Program Development, 200 Stovall Street, 
   Alexandria, VA 22332-0300.
       For verification purposes, the individual should provide full 
   name, current address, and Social Security Number and the request 
   must be signed.
     Record access procedures: 
       Individuals seeking to determine whether this system of records 
   contains information about themselves should address written 
   inquiries to the Assistant Secretary of the Army, Manpower and 
   Reserve Affairs Policy and Program Development, 200 Stovall Street, 
   Alexandria, VA 22332-0300.
       For verification purposes, the individual should provide full 
   name, current address, and Social Security Number and the request 
   must be signed.
     Contesting record procedures: 
       The Army's rules for accessing records, and for contesting 
   contents and appealing initial agency determinations are contained in 
   Army Regulation 340-21; 32 CFR part 505; or may be obtained from the 
   system manager.
     Record source categories: 
       Information is provided primarily by the record subject; however, 
   some data may be obtained from personnel and leave records.
     Exemptions claimed for the system:
       None.

   #..A0710-2aDALO

   #....System name: Property Officer Designation Files.

     System location: 
       Maintained at unit level of the Army. 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: 
       Individuals with formal responsibility for U.S. Government 
   property.
     Categories of records in the system: 
       Document appointing or relieving individuals as property 
   officers.
     Authority for maintenance of the system: 
       10 U.S.C. 3013.
   Purpose(s): 
       To verify an individual's authority to assume responsibility for 
   U.S. Government property.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The `Blanket Routine Uses' set forth at the beginning of the 
   Army'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
       Paper records in file folders.
     Retrievability: 
       By appointee's surname.
     Safeguards: 
       Records are maintained in locked cabinets accessible only to 
   designated authorized personnel.
     Retention and disposal: 
       Records are destroyed 2 years following individual's termination 
   of appointment.
     System manager(s) and address: 
       Deputy Chief of Staff for Logistics, Headquarters, Department of 
   the Army, The Pentagon, Washington, DC 20310-0500.
     Notification procedure: 

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