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<DOC> [2001 Privacy Act] [From the U.S. Government Printing Office via GPO Access] #.ARMED FORCES RETIREMENT HOME #..AFRH--1 #....System name: Armed Forces Retirement Home Resident Fee Maintenance System. System location: U.S. Soldiers' and Airmen's Home, Fiscal Division, Resource Management Directorate, 3700 North Capitol Street, NW, Washington, DC 20317-0002. Categories of individuals covered by the system: Residents of the Armed Forces Retirement Home. Categories of records in the system: This system contains information relating to the residents of the Armed Forces Retirement Home, their Federal income sources, and gross monthly entitlement/s. (Name, SSN, address, source/s of Federal payment, gross amounts of payments, Resident Fee amount, payment history). Authority for maintenance of the system: Title 24 U.S.C. 401-441, Armed Forces Retirement Home Act of 1991. Purpose(s): The purpose of the system of records is to provide a single central facility within the AFRH to maintain the Federal income sources of each resident for the purpose of billing, maintenance and collection of the monthly Resident Fee. All records in the system are subject to use in authorized approved computer matching programs as regulated by the Privacy Act of 1974, (5 U.S.C. 552a) as amended. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Records in this system of records may be disclosed as indicated below: 1. To the Defense Manpower Data Center, Department of Defense, for the verification of retired or retainer benefit pay of the subjects of record. 2. To the Social Security Administration for the verification of benefit payments of the subjects of record. 3. To the Department of Veterans Affairs for the verification of veterans compensation or pension benefits of the subjects of record. 4. To the Office of Personnel Management for the verification of annuity benefits of the subjects of record. 5. To any other Federal agency for verification of Federal payments of subjects of record. 6. To the Inspector General of Department of Defense or his/her designee, while conducting inspections of the records of the AFRH. 7. To a Congressional office in response to an inquiry from that office made at the request of, or about, a subject of a record. 8. To a Federal agency, or an organization or person contracting with the AFRH for information needed in the performance of official duties related to reconciling or reconstructing data files, compiling descriptive statistics, and/or making analytical or financial studies to support the function for which the records were collected and maintained. 9. To a Federal agency, a court, or a party in litigation before a court, or in an administrative proceeding being conducted by a Federal agency, when the Government is a party to the judicial or administrative proceeding. Policies and practices of storing, retrieving, safeguarding, retaining and disposing of records in the system: Storage: Records are maintained in a computerized electronic database, magnetic tape, computer printouts, and on cards. Retrievability: These records are retrieved by the Social Security Number or name of the individual. Safeguards: Records are maintained in a secured area with access limited to authorized personnel. Confidential passwords are required for access to automated records. Retention and disposal: Records are retained for 3 years. Manual records are destroyed by shredding. Tapes and diskettes are erased. System manager(s) and address: Budget Officer, Fiscal Division/Resource Management Directorate, U.S. Soldiers' and Airmen's Home, 3700 North Capitol Street, NW, Washington, DC 20317-0002. Notification procedure: Individuals wishing to inquire whether the system of records contains information about themselves should contact the System Manager. Written requests should include full name and Social Security Number, and be signed by the requesting individual. For personal visits, the requesting individual must provide acceptable identification, e.g. USSAH or USNH Identification Card, U.S. Uniformed Services Identification Card, driver's license, etc. Record access procedure: Individuals wishing to request access to records about themselves should contact the System Manager. Written requests should include full name and Social Security Number, and be signed by the requesting individual. For personal visits, the requesting individual must provide acceptable identification, e.g., USSAH or USNH Identification Card, U.S. Uniformed Services Identification Card, driver's license, etc. Contesting record procedure: Individuals seeking to amend their records should contact the System Manager. Written requests should include full name and Social Security Number, and be signed by the requesting individual. For personal visits, the requesting individual must provide acceptable identification, e.g., USSAH or USNH Identification Card, U.S. Uniformed Services Identification Card, driver's license, etc. Record source categories: Information in this system comes from the individual to whom it applies or the next of kin, relative, power of attorney, conservator and/or guardian acting on behalf of the individual. Verification of income is necessary and is made through the Defense Manpower Data Center, Social Security Administration, Department of Veterans Affairs, and the Office of Personnel Management. #.AMED FORCES RETIREMENT HOME ARMED FORCES RETIREMENT HOME 5 CFR PART 2100--ARMED FORCES RETIREMENT HOME PRIVACY ACT PROCEDURES Sec. 2100.1 Purpose. 2100.2 Definitions. 2100.3 Procedure for requesting information. 2100.4 Requirements for identification. 2100.5 Access by individuals. 2100.6 Schedule of fees. 2100.7 Request for correction or amendment. 2100.8 Review of request for amendment. 2100.9 Appeal of denial to grant access or to amend records. 2100.10 Conditions of disclosure and accounting of certain disclosures. 2100.11 Penalties. 2100.12 Accounting of disclosure. 2100.13 Specific exemptions. Authority: Pub. L. 93-579, 88 Stat. 1896, 5 U.S.C. 552a(f). Source: 59 FR 30669, June 15, 1994, unless otherwise noted. Sec. 2100.1 Purpose. Pursuant to the requirements of the Privacy Act of 1974, 5 U.S.C. 552a, as amended, the following rules of procedures are established with respect to access and amendment of records maintained on the individual subjects of these records by the Armed Forces Retirement Home, which includes the continuing care retirement communities of the U.S. Soldiers' and Airmen's Home and the U.S. Naval Home. These rules do not apply to civilian employees' records maintained by the individual facilities which are covered by the Office of Personnel Management systems of records. Sec. 2100.2 Definitions. (a) All terms used in this part which are defined in 5 U.S.C. 552a, as amended, shall have the same meaning herein. (b) Agency, as used in this part, means the Armed Forces Retirement Home (AFRH). (c) Facility or facilities refers to the continuing care retirement communities of the U.S. Soldiers' and Airmen's Home (USSAH) and the U.S. Naval Home (USNH), which are incorporated within the Armed Forces Retirement Home (AFRH). (d) Access means providing a copy of a record to, or allowing review of the original record by, the individual or the individual's authorized representative, legal guardian or conservator. Sec. 2100.3 Procedure for requesting information. Individuals shall submit written inquiries regarding all AFRH records to the appropriate facility at the following addresses: Associate Director, Resource Management, U.S. Soldiers' and Airmen's Home, 3700 N. Capitol Street, NW., Washington, DC 20317-0002; or, Administrative Services, U.S. Naval Home, 1800 Beach Drive, Gulfport, Mississippi 39507-1597. All personal (walk-in) requests will require some form of common identification. Sec. 2100.4 Requirements for identification. Only upon proper identification will any individual be granted access to records which pertain to him/her. Identification is required both for accurate record identification and to avoid disclosing records to unauthorized individuals. Individuals must provide their full name and as much information as possible in order that a proper search for records can be accomplished. Requests made by mail shall be signed by the individual requesting his/her records. Inclusion of a telephone number for the requester is recommended to expedite certain matters. Requesters applying in person must provide an identification with photograph, such as a driver's license, military or annuitant identification card, or any official document as acceptable identification validation. Personal requests can only be accepted on regularly scheduled workdays (Monday through Friday, excluding Federal holidays) between the hours of 7:30 a.m. and 3:30 p.m. Sec. 2100.5 Access by individuals. (a) No individual will be allowed access to any information compiled or maintained in reasonable anticipation of civil actions or proceedings, or otherwise exempt under Sec. 2100.12. Requests for pending investigations will be denied and the requester instructed to forward another request giving adequate time for the investigation to be completed. Requesters shall be provided the telephone number so they can call and check on the status in order to know when to resubmit the request. (b) Any individual may authorize the facility to provide a copy of his/her records to a third party. This authorization must be in writing and shall be provided to the facility with the initial request. (c) Access to records may be authorized to the legal guardian or conservator acting on behalf of an individual who has been declared to be incompetent due to physical or mental incapacity or age by a court of competent jurisdiction. (d) When an individual requesting access to his/her record wishes to be accompanied by another individual during the course of the examination of the record, the individual making the request shall submit to the official having operational control of the record, a signed statement authorizing that person access to the record. (e) If medical records are requested and a USSAH or USNH practitioner believes that access to the records by the subject could harm that person's mental or physical health, the requester will be asked to name a practitioner to receive the records. If this requirement poses a hardship on the individual, he/she will be offered the service of an USSAH or USNH practitioner other than the one who provided treatment. If the individual refuses to name a recipient, the record will not be released. Sec. 2100.6 Schedule of fees. (a) Individuals will not be charged for: (1) The search and review of the record. (2) Copies of the record produced as a necessary part of the process of making the record available for access; or, (3) Copies of the requested record when it has been determined that access can only be accomplished by providing a copy of the record through the mail. (b) Waiver. The official having operational control at the appropriate facility may at no charge, provide copies of a record if it is determined the production of the copies is in the interest of the Government. (c) Fee Schedule and method of payment. With the exception of paragraphs (a) and (b) of this section, fees will be charged as indicated below: (1) Records will be duplicated at a rate of $.10 per page for all copying of 5 pages or more. There is no charge for duplication of 4 or fewer pages. (2) Where it is anticipated that the fees chargeable under this section will amount to more than $30.00, the requester shall be promptly notified of the amount of the anticipated fee or such portion thereof as can readily be estimated. In instances where the estimated fees will exceed $30.00, an advance deposit may be required. The notice or request for advance deposit shall extend an offer to the requester in order to reformulate the request in a manner which will reduce the fees, yet still meet the needs of the requester. (3) Fees should be paid in full prior to issuance of requested copies. In the event the requester is in arrears for previous requested copies, no subsequent request will be processed until the arrears have been paid in full. (4) Remittances shall be in the form either of a personal check, bank draft drawn on a bank in the United States, or a postal money order. Remittances shall be made payable to the facility to which the request is being made, and mailed or delivered to the appropriate facility (see Sec. 2100.3 of this part). (5) A receipt for fees paid will be given upon request. Sec. 2100.7 Request for correction or amendment. (a) Requests to correct or amend a file shall be addressed to the system manager in which the file is located. The request must reasonably describe the record to be amended, the items to be changed as specifically as possible, the type of amendment (e.g., deletion, correction, amendment), and the reason for the amendment. The request should also include the reasons why the requester believes the record is not accurate, relevant, timely, or complete. The burden of proof will be upon the individual to furnish sufficient facts to persuade the change of the record of the inaccuracy, irrelevancy, timeliness, or incompleteness of the record. Normally all documents submitted, to include court orders, shall be certified. Amendments under this part are limited to correcting factual matters and not matters of official judgement or opinions. (b) Requirements of identification as outlined in Sec. 2100.4 apply to requests to correct or amend a file. (c) Incomplete requests shall not be honored, but the requester shall be contacted for the additional information needed to process the request. (d) The amendment process is not intended to permit the alteration of evidence presented in the course of judicial or quasi-judicial proceedings. Any amendments or changes to these records normally are made through the specific procedures established for the amendment of such records. (e) When records sought to be amended are actually covered by another issuance, the administrative procedures under that issuance must be exhausted before using the procedures under the Privacy Act.
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