Privacy Act: [N05800-2] Legal Records System....

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




   #..N04066-1

   #....System name: 

       Bad Checks and Indebtedness Lists.
     System location: 
       Navy Exchange Service Command, 3280 Virginia Beach Boulevard, 
   Virginia Beach, VA 23452-5724 (for all Navy exchanges).
     Categories of individuals covered by the system: 
       Patrons of Navy exchanges who have passed bad checks; recruits 
   who have open accounts with Navy exchanges; patrons who have made 
   C.O.D. mail order transactions and those patrons who make authorized 
   charge or credit purchases where their accounts are maintained on the 
   basis of an identifying particular such as name and/or Social 
   Security Number; includes all holders of NEXCARDs.
     Categories of records in the system: 
       Copy of application, monthly statements, dunning notices, DD139s, 
   correspondence from both AAFES and the collection contractor; Bad 
   Check System (including: Returned Check Ledger; Returned Check 
   Report; copies of returned checks; bank advice relative to the 
   returned check(s); correspondence relative to attempt by the Navy 
   exchange to locate the patron and/or obtain payment; a printed report 
   of names of those persons who have not made full restitution 
   promptly, or who have had one or more checks returned through their 
   own fault or negligence); Accounts Receivable Ledger, detailed by 
   patron; C.O.D. Sales Ledger; NEXCARD data base; MILSTAR, the all-
   service credit card; and TOP (Treasury Offset program) accounts.
     Authority for maintenance of the system: 
       5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 6011; 31 CFR 
   285.11, Administrative Wage Garnishment; Federal Claims Collection 
   Act of 1966 (Pub.L. 89-508) and Debt Collection Act of 1982 (Pub.L. 
   97-365); and E.O. 9397 (SSN).
   Purpose(s): 
       To maintain an automated tracking and accounting system for 
   individuals indebted to the Department of the Navy and to collect 
   indebtedness.
       Records in this system are subject to use in approved computer 
   matching programs authorized under the Privacy Act of 1974, as 
   amended, for debt collection purposes.
       Records may also be used by the Army and Air Force Exchange 
   Service (AAFES) or its contractor for the purpose of recouping fees.
     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 a commercial credit reporting agency for the purpose of either 
   adding to a credit history file or obtaining a credit history file 
   for use in the administration of debt collection.
       To a debt collection agency for the purpose of collection 
   services to recover indebtedness owed to the Department of the Navy.
       To the Internal Revenue Service (IRS) to obtain the mailing 
   address of a taxpayer for the purpose of locating such taxpayer to 
   collect or to compromise a Federal claim by Navy against the tax 
   payer pursuant to 26 U.S.C. 6103(m)(2) and in accordance with 31 
   U.S.C. 3711, 3217, and 3718.
       To any State and local governmental agency that employs the 
   services of others and that pays their wages or salaries, where the 
   employee owes a delinquent non-tax debt to the United States for the 
   purpose of garnishment.
       To the Department of the Treasury, Financial Management Service, 
   for the purpose of collecting delinquent debts owed to the U.S. 
   Government via administrative offset.

       Note: Redisclosure of a mailing address from the IRS may be made 
   only for the purpose of debt collection, including to a debt 
   collection agency in order to facilitate the collection or compromise 
   of a Federal claim under the Debt Collection Act of 1982, except that 
   a mailing address to a consumer reporting agency is for the limited 
   purpose of obtaining a commercial credit report on the particular 
   taxpayer. Any such address information obtained from the IRS will not 
   be used or shared for any other Navy purpose or disclosed to another 
   Federal, state, or local agency which seeks to locate the same 
   individual for its own debt collection purpose.
       The DoD `Blanket Routine Uses' that appear at the beginning of 
   the Navy's compilation of systems notices also apply to this system.
   Disclosure to consumer reporting agencies:
       Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this 
   system to consumer reporting agencies as defined in the Fair Credit 
   Reporting Act of 1966 (15 U.S.C. 1681a(f)) or the Federal Claims 
   Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
       The disclosure is limited to information necessary to establish 
   the identity of the individual, including name, address, and taxpayer 
   identification number (Social Security Number); the amount, status, 
   and history of the claim; and the agency or program under which the 
   claim arose for the sole purpose of allowing the consumer reporting 
   agency to prepare a commercial credit report.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Mainframe magnetic tapes, disk drives, printed reports, file 
   folders, and PC hard and floppy disks.
     Retrievability: 
       Name and Social Security Number.
     Safeguards: 
       Locked file cabinets, supervised office space, supervised 
   computer tape library which is accessible only through the data 
   center, entry to which is controlled by a `cardpad' security system, 
   for which only authorized personnel are given the access code. PC 
   entry into the system may only be made through individual passwords.
     Retention and disposal: 
       Records are kept for ten years and then destroyed. NEXCARD 
   customer master records are saved daily for one month after which 
   they become part of the monthly master files which are saved for a 
   year. The administrator of the NEXCARD retains and stores the year-
   end master files indefinitely.
     System manager(s) and address: 
       Policy Official: Commander, Navy Exchange Service Command, 3280 
   Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Record 
   Holder: Treasurer, Navy Exchange Service Command, 3280 Virginia Beach 
   Boulevard, Virginia Beach, VA 23452-5724 (for Navy exchanges).
     Notification procedure: 
       Individuals seeking to determine whether this system of records 
   contains information about themselves should address written 
   inquiries to the Commander, Navy Exchange Service Command, 3280 
   Virginia Beach Boulevard, Virginia Beach, VA 23452-5724.
       In the initial inquiry, the requester must provide full name, 
   Social Security Number, and the activity where they had their 
   dealings. A list of other offices the requester may visit will be 
   provided after initial contact is made at the office listed above. At 
   the time of a personal visit, requesters must provide proof of 
   identity containing the requester's signature.
     Record access procedures: 
       Individuals seeking access to records about themselves should 
   address written inquiries to the Commander, Navy Exchange Service 
   Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-
   5724.
       In the initial inquiry, the requester must provide full name, 
   Social Security Number, and the activity where they had their 
   dealings. A list of other offices the requester may visit will be 
   provided after initial contact is made at the office listed above. At 
   the time of a personal visit, requesters must provide proof of 
   identity containing the requester's signature.
     Contesting record procedures: 
       The Navy's rules for accessing records, and for contesting 
   contents and appealing initial agency determinations are published in 
   Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be 
   obtained from the system manager.
     Record source categories: 
       The individual; the bank involved; activity sales records; 
   Internal Revenue Service; credit bureaus; and the Defense Manpower 
   Data Center.
     Exemptions claimed for the system:
       None.

   #..N04066-2

   #....System name: Commercial Fidelity Bond Insurance Claims.

     System location: 
       Navy Exchange Service Command, 3280 Virginia Beach Boulevard, 
   Virginia Beach, VA 23452-5724 (for all Navy exchanges).
     Categories of individuals covered by the system: 
       Civilian and military personnel assigned to Navy exchanges, who 
   the duly constituted authority (usually a Board of Investigation 
   appointed by the base Commanding Officer) has established to be 
   guilty of a dishonest act which has resulted in a loss of money, 
   securities or other property, real or personal, for which the 
   exchange is legally liable.
     Categories of records in the system: 
       Equipment Loss Reports, Cash and/or Merchandise Loss Reports from 
   Navy exchanges, including correspondence relating to losses.
     Authority for maintenance of the system: 
       5 U.S.C. 301, Departmental Regulations and E.O. 9397.
   Purpose(s): 
       To render proper assistance in processing insurance claims.
     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 insurance carrier (Fidelity Bond Underwriter) to ensure 
   appropriate coverage.
       The `Blanket Routine Uses' that appear at the beginning of the 
   Navy's compilation of systems notices also apply to this system.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       The media in which these records are maintained varies but 
   includes file folders and ledgers.
     Retrievability: 
       Name, payroll number, Social Security Number, and activity.
     Safeguards: 
       Locked file cabinets; locked offices which when open are 
   supervised by appropriate personnel; security guards.
     Retention and disposal: 
       Records are kept for four years and then retired to the Federal 
   Records Center, St. Louis, MO.
     System manager(s) and address: 
       Policy Official: Commander, Navy Exchange Service Command, 3280 
   Virginia Beach Boulevard, Virginia Beach, VA 23452-5724.
     Notification procedure: 
       Individuals seeking to determine whether this system of records 
   contains information about themselves should address written 
   inquiries to the Commander, Navy Exchange Service Command, 3280 
   Virginia Beach Boulevard, Virginia Beach, VA 23452-5724.
       In the initial inquiry the requester must provide full name, 
   payroll or military service number and activity where they had their 
   dealings. A list of other offices the requester may visit will be 
   provided after initial contact is made at the office listed above. At 
   the time of a personal visit, requesters must provide proof of 
   identity containing the requester's signature.
     Record access procedures: 
       Individuals seeking access to records about themselves should 
   address written inquiries to the Commander, Navy Exchange Service 
   Command, Resale and Services Support Office, 3280 Virginia Beach 
   Boulevard, Virginia Beach, VA 23452-5724.
       The request should contain full name, payroll or military service 
   number and activity where they had their dealings. A list of other 
   offices the requester may visit will be provided after initial 
   contact is made at the office listed above. At the time of a personal 
   visit, requesters must provide proof of identity containing the 
   requester's signature.
     Contesting record procedures: 
       The Department of the Navy rules for accessing records and 
   contesting contents and appealing initial agency determinations are 
   published in Secretary of the Navy Instruction 5211.5; 32 CFR part 
   701; or may be obtained from the system manager.
     Record source categories: 
       The individual; the insurance underwriter; audit reports; 
   investigatory reports and/or activity loss records.
     Exemptions claimed for the system:
       None.

   #..N04066-3

   #....System name: Layaway Sales Records.

     System location: 
       Navy Exchange Service Command, 3280 Virginia Beach Boulevard, 
   Virginia Beach, VA 23452-5724 (for all Navy exchanges).
     Categories of individuals covered by the system: 
       Patrons of Navy exchanges who buy goods on layaway.
     Categories of records in the system: 
       Layaway tickets and layaway patron lists.
     Authority for maintenance of the system: 
       5 U.S.C. 301, Departmental Regulations and E.O. 9397.
   Purpose(s): 
       To record the selection of layaway merchandise, record payments, 
   verify merchandise pick-up and perform sales audits.
     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' that appear at the beginning of the 
   Navy's compilation of systems 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 include layaway tickets and layaway 
   patron lists.
     Retrievability: 
       Name, address, Social Security Number or exchange permit number.
     Safeguards: 
       Locked file cabinets, supervised records space.
     Retention and disposal: 
       Destroyed after two years per Navy Exchange Manual.
     System manager(s) and address: 
       Policy Official: Commander, Navy Exchange Service Command, 3280 
   Virginia Beach Boulevard, Virginia Beach, VA 23452-5724.
       Record Holder: Director, Comptroller Nonappropriated Fund 
   Division (CNAFD), Navy Exchange Service Command, 3280 Virginia Beach 
   Boulevard, Virginia Beach, VA 23452-5724. Individual record holders 
   within the central system may be contacted through the central system 
   record holder.
     Notification procedure: 
       Individuals seeking to determine whether this system of records 
   contains information about themselves should address written 
   inquiries to the Commander, Navy Exchange Service Command, 3280 
   Virginia Beach Boulevard, Virginia Beach, VA 23452-5724.
       In the initial inquiry, the requester must provide full name and 
   activity where layaway sales were transacted. A list of other offices 
   the requester may visit will be provided after initial contact at the 
   office listed above. At the time of personal visit, requesters must 
   provide proof of identity containing the requester's signature.
     Record access procedures: 
       Individuals seeking access to records about themselves should 
   address written inquiries to the Commander, Navy Exchange Service 
   Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-
   5724. The requester must provide full name and activity where layaway 
   sales were transacted. A list of other offices the requester may 
   visit will be provided after initial contact at the office listed 
   above. At the time of personal visit, requesters must provide proof 
   of identity containing the requester's signature.
     Contesting record procedures: 
       The Department of the Navy rules for accessing records and 
   contesting contents and appealing initial agency determinations are 
   published in Secretary of the Navy Instruction 5211.5; 32 CFR part 
   701; or may be obtained from the system manager.

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