Privacy Act: [DPA DCR.A 01] Joint Civilian Orientation Conference Files....

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   access.
     Retention and disposal: 
       Records are maintained after case settlement for three years in 
   working area and then in storage area for an additional two years 
   prior to destruction.
     System manager(s) and address: 
       Finance and Accounting Division, ST L-5, Defense Mapping Agency, 
   3200 South Second Street, St. Louis, IL 63118-3399.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to Finance and Accounting Division, ST L-5, Defense Mapping 
   Agency, 3200 South Second Street, St. Louis, IL 63118-3399.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to Finance 
   and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South 
   Second Street, St. Louis, IL 63118-3399.
       Individuals should provide full name, current address and 
   telephone number.
     Contesting record procedures: 
       DMA's rules for accessing records and contesting contents and 
   appealing initial agency determinations are published in DMA 
   Instruction 5400.11; 32 CFR part 320; or may be obtained from the 
   system manager.
     Record source categories: 
       Hard copy accounts receivable manifests prepared from finance and 
   contractual documents.
     Exemptions claimed for the system:
       None.

   #..B0303-01

   #....System name: Individual Pay Record Files.

     System location: 
       DMA Aerospace Center. Official mailing addresses are published as 
   an appendix to DMA's compilation of systems of records notices.
     Categories of individuals covered by the system: 
       Civilian pay record file contains magnetic tape. Created and 
   updated by the use of time and attendance cards, address cards, 
   savings bond forms, taxation documents, insurance documents, 
   allotment documents, Standard Form 50.
     Categories of records in the system: 
       Record of pay data and related information pertaining to DMA 
   employees.
     Authority for maintenance of the system: 
       31 U.S.C. 66a, Accounting and Auditing - Duties of Agency Heads; 
   Information and Controls to be Covered.
   Purpose(s): 
       To establish, maintain and administer the employee's authorized 
   pay and leave; to compute bi-weekly earnings, pay deductions, and net 
   pay due the employee to identify rate of pay and authorized 
   deductions, as well as sick and annual leave accumulation, usage and 
   balances; to provide a master tape listing, a civilian payroll master 
   tape, a bi-weekly leave and earnings statement, and a civilian 
   employee paycheck.
     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 DMA's 
   compilation of systems of records notices apply to this system.
       Name and home addresses, or designated mailing addresses, of 
   bargaining unit employees to labor organizations recognized under 5 
   U.S.C. Chapter 71.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Paper record in file folders and/or Kardex book.
     Retrievability: 
       Filed alphabetically by last name of employee.
     Safeguards: 
       Buildings or facilities employ security guards. Records are 
   maintained in areas accessible only to authorized personnel that are 
   properly screened, cleared, and trained.
     Retention and disposal: 
       Tapes are retained in tape library, and are updated each pay 
   period.
       Printouts maintained and retained in current files are (CFA) and 
   are forwarded in annual blocks to the National Personnel Records 
   Center, GSA, 111 Winnebago Street, St. Louis, MO 63ll8, l8 months 
   after close of the calendar year or within 90 days after receipt of 
   audit completion letter, whichever is first.
     System manager(s) and address: 
       Office of the Comptroller, Finance and Accounting Division. 
   Official mailing addresses are published as an appendix to DMA'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 Office of the Comptroller, Finance and Accounting 
   Division. Official mailing addresses are published as an appendix to 
   DMA's compilation of systems of records notices.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   Office of the Comptroller, Finance and Accounting Division. Official 
   mailing addresses are published as an appendix to DMA's compilation 
   of systems of records notices.
       Written requests for information should contain the full name of 
   the individual, current address and telephone number, and the case 
   control number that appears with the office symbol, on all 
   correspondence received from this office.
       For personal visits, the individual should be able to provide 
   some acceptable identification, such as, drivers license, employing 
   office's identification card, and give some verbal information that 
   could be verified.
     Contesting record procedures: 
       DMA's rules for accessing records and contesting contents and 
   appealing initial agency determinations are published in DMA 
   Instruction 5400.11; 32 CFR part 320; or may be obtained from the 
   system manager.
     Record source categories: 
       Time and attendance cards, savings bond forms and similar 
   withholding requests of the employee.
     Exemptions claimed for the system:
       None.

   #..B0303-05

   #....System name: Leave Record Files.

     System location: 
       Office of the Comptroller, Finance and Accounting Division. 
   Official mailing addresses are published as an appendix to DMA's 
   compilation of systems of records notices.
     Categories of individuals covered by the system: 
       All civilian employees of DMA.
     Categories of records in the system: 
       Record of official annual accumulation and use of employee's 
   leave.
     Authority for maintenance of the system: 
       21 U.S.C. 1175
   Purpose(s): 
       To record official annual accumulation and use of employee's 
   leave.
     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 DMA'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: 
       Magnetic tapes and printouts.
     Retrievability: 
       Files are by payroll block number, organization, and name.
     Safeguards: 
       Records are maintained in a secured area/locked file cabinets 
   with access limited to authorized personnel whose duties require 
   access.
     Retention and disposal: 
       Applications for leave - Destroy on receipt of audit completion 
   letter.
       Remaining Files: Destroy after 6 years, 3 months old, or 90 days 
   after receipt of audit completion letter.
     System manager(s) and address: 
       Finance and Accounting Division, ST L-5, Defense Mapping Agency, 
   3200 South Second Street, St. Louis, IL 63118-3399.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to Finance and Accounting Division, ST L-5, Defense Mapping 
   Agency, 3200 South Second Street, St. Louis, IL 63118-3399.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to Finance 
   and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South 
   Second Street, St. Louis, IL 63118-3399.
       Written requests for information should contain the full name of 
   the individual, current address and telephone number, and Social 
   Security Number. Visits are limited to normal working hours.
       For personal visits, the individual should be able to provide 
   some acceptable identification, such as, drivers license, employing 
   office's identification card, and give some verbal information that 
   could be verified.
     Contesting record procedures: 
       DMA's rules for accessing records and contesting contents and 
   appealing initial agency determinations are published in DMA 
   Instruction 5400.11; 32 CFR part 320; or may be obtained from the 
   system manager.
     Record source categories: 
       Time and attendance cards initialed by employee. Accumulation and 
   use of leave.
     Exemptions claimed for the system:
       None.

   #..B0402-05

   #....System name: 

       Legal Claims File.
     System location: 
       Primary location: Office of the General Counsel, DMA Fairfax; 
   Office of the General Counsel, DMA Bethesda; Office of the General 
   Counsel, DMA St. Louis. Official mailing addresses are published as 
   an appendix to DMA's compilation of systems of records notices.
       Decentralized Segments - Washington National Records Center, GSA, 
   4205 Suitland Road, Suitland, MD 20409, Department of Army, Judge 
   Advocate General, Pentagon, Washington, DC.
     Categories of individuals covered by the system: 
       DMA personnel having a claim against the Government for loss, 
   damage, or destruction of personal property.
       Any individual filing a tort claim against DMA for damages, loss 
   or destruction of property, personal injury or death resulting from 
   negligence or wrongful act, or omission of acts by DMA personnel and 
   individuals against whom the Agency has legal claim.
     Categories of records in the system: 
       File contains individual's claims, related correspondence and 
   processing papers, investigative reports, recommendations and 
   opinions of the General Counsel's Office.
     Authority for maintenance of the system: 
       44 U.S.C. 3101, Records Management by Federal Agencies and 28 
   U.S.C. 2671-2680, Federal Torts Claims Act.
   Purpose(s): 
       To document claims against the Government by DMA personnel for 
   damage, loss, or destruction of personal property incident to their 
   service.
     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:
       The `Blanket Routine Uses' set forth at the beginning of DMA'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 record in file folders and/or floppy disk.
     Retrievability: 
       Filed alphabetically by last name of employee or by case name.
     Safeguards: 
       Records are maintained in a secured/locked file cabinets with 
   access limited to authorized personnel whose duties require access.
     Retention and disposal: 
       Disapproved claims and claims involving a minor are destroyed 10 
   years after final action on the case.
       Approved claims are destroyed 5 years after final action on the 
   case.
     System manager(s) and address: 
       General Counsel, ST A-7, Defense Mapping Agency, 8613 Lee 
   Highway, Fairfax, VA 22031-2137.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to the General Counsel, ST A-7, Defense Mapping Agency, 
   8613 Lee Highway, Fairfax, VA 22031-2137.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   General Counsel, ST A-7, Defense Mapping Agency, 8613 Lee Highway, 
   Fairfax, VA 22031-2137.
       Written requests for information should contain the full name of 
   the individual, current address and telephone number, and Social 
   Security Number. Visits are limited to normal working hours. For 
   personal visits the individual should be able to provide some 
   acceptable identification, such as, drivers license, employing 
   office's identification card, and give some verbal information that 
   could be verified.
     Contesting record procedures: 
       DMA's rules for accessing records and contesting contents and 
   appealing initial agency determinations are published in DMA 
   Instruction 5400.11; 32 CFR part 320; or may be obtained from the 
   system manager.
     Record source categories: 
       Related forms, correspondence, investigative reports and 
   information gathered in anticipation of litigation, and opinions of 
   Counsel.
     Exemptions claimed for the system:
       None.

   #..B0408-11

   #....System name: Biography Files.

     System location: 
       Public Affairs Offices-Defense Mapping Agency Headquarters, DMA 
   Hydrographic/Topographic Center, DMA Aerospace Center, Defense 
   Mapping School, and DMA Combat Support Center. Official mailing 
   addresses are published as an appendix to DMA's compilation of 
   systems of records notices.
     Categories of individuals covered by the system: 
       All top management and other key personnel of DMA.
     Categories of records in the system: 
       Biographies; photographs; newspaper clippings and related 
   documents pertaining to leading military and civilian personalities.
     Authority for maintenance of the system: 
       44 U.S.C. 3101, Records Management by Federal Agencies.
   Purpose(s): 
       To document biographies, photographs, newspaper clippings, and 
   related materials pertaining to leading DMA military and civilian 
   personalities.
     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 DMA'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 record in file folders and/or Kardex book.
     Retrievability: 

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