Privacy Act: [V3-01]...

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




   #..S330.50 CAH

   #....System name: 

       Official Personnel Files for Non-Appropriated Fund Employees.
     System location: 
       Defense Logistics Agency Human Resources Operations Center, 3990 
   East Broad Street, Columbus, OH 43213-0919.
       Some of the information contained in this system may be 
   duplicated for maintenance at a location closer to the employee's 
   work site (e.g., in an administrative office or supervisor's work 
   folder) and still be covered by this system notice.
     Categories of individuals covered by the system: 
       All employees of non-appropriated fund (NAF) instrumentalities of 
   DLA and former employees of such activities.
     Categories of records in the system: 
       Files contain identifying information such as name, date of 
   birth, home address, social security number, home telephone, work 
   experience, educational level, and specialized training. Files will 
   also contain information pertaining to the selection and appointment 
   of NAF employees, along with separation, classification, training, 
   adverse or disciplinary actions, and similar employment-related 
   information.
     Authority for maintenance of the system: 
       5 U.S.C. 301, Departmental Regulations and 302 and E.O. 9397 
   (SSN).
   Purpose(s): 
       The files provide the basic source of factual data about a 
   person's NAF employment. The information is collected and maintained 
   to provide personnel services to the employee and to provide 
   personnel and supervisory officials with information on which to base 
   decisions on employee rights, benefits, eligibility and status.
     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 information may be disclosed to government and private vendor 
   training facilities and educational institutions in support of 
   training requirements; to health and life insurance carriers for 
   enrollment purposes; and to Federal, state, local, and professional 
   licensing boards concerning the issuance, retention, or revocation of 
   licenses or certificates.
       To Federal, State, or local agencies that verify eligibility for, 
   administer, or adjudicate claims pertaining to retirement, insurance, 
   unemployment, health benefits, occupational injury, and similar 
   entitlement programs.
       To public and private organizations for nominating, considering, 
   or selecting employees for awards and honors or to publicize employee 
   recognition programs.
       To the Equal Employment Opportunity Commission (EEOC)for 
   investigating alleged or possible discrimination practices or to 
   fulfill other functions vested in the EEOC.
       To the Federal Labor Relations Authority (FLRA) for investigating 
   and resolving allegations of unfair labor practices, or to fulfill 
   other functions vested in the FLRA.
       The `Blanket Routine Uses' set forth at the beginning of DLA'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: 
       Records are stored in paper and computerized form.
     Retrievability: 
       Records are retrieved by name or Social Security Number.
     Safeguards: 
       Records are maintained in areas accessible only to DLA personnel 
   who must have access to perform their duties. The computer files are 
   password protected with access restricted to authorized users.
     Retention and disposal: 
       Folders are maintained for the duration of the employee's 
   employment. They are retired to the National Personnel Records Center 
   (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 
   63118, 30 days after separation except that files on off-duty 
   military personnel are destroyed 2 years after termination of 
   employment and files on non-U.S. citizens residing outside of CONUS, 
   Alaska, Hawaii, but working within CONUS, Alaska, and Hawaii are 
   destroyed 3 years after separation.
     System manager(s) and address: 
       Executive Director, Human Resources, Defense Logistics Agency, 
   8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
     Notification procedure:
       Individuals seeking to determine whether information about 
   themselves is contained in this system of records should address 
   inquiries to the to the Privacy Act Officer, Defense Logistics Agency 
   Human Resources Operations Center, 3990 East Broad Street, Columbus, 
   OH 43213-0919.
       Inquiry should contain requester's full name, Social Security 
   Number, and location of organization and physical location where 
   employed.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system of records should address inquiries to the 
   to the Privacy Act Officer, Defense Logistics Agency Human Resources 
   Operations Center, 3990 East Broad Street, Columbus, OH 43213-0919.
       Inquiry should contain requester's full name, Social Security 
   Number, and location of organization and physical location where 
   employed.
       For personal visits employee should be able to provide some 
   acceptable identification such as driver's license or employee 
   identification badge.
     Contesting record procedures: 
       The DLA rules for accessing records, for contesting contents and 
   appealing initial agency determinations are contained in DLA 
   Regulation 5400.21, 32 CFR part 323, or may be obtained from the 
   Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: 
   CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-
   6221.
     Record source categories: 
       Information contained in the folder is obtained from the record 
   subject, the employee's previous employer, educational institutions, 
   trade associations, references and others who would have knowledge of 
   the employee's skills or employment characteristics and papers 
   originating with the activity during the employee's work history.
     Exemptions claimed for the system:
       None.

   #..S333.10 DLA-G

   #....System name: Attorney Personal Information and Applicant Files.

     System location: 
       Office of General Counsel, HQ DLA-G, 8725 John J. Kingman Road, 
   Suite 2533, Fort Belvoir, VA 22060-6221, and the offices of counsel 
   of the DLA PLFAs. Official mailing addresses are published as an 
   appendix to DLA's compilation of systems of records notices.
     Categories of individuals covered by the system: 
       All DLA attorneys, former DLA attorneys, and applicants for DLA 
   Legal positions.
     Categories of records in the system: 
       Cover letters, resumes, and Forms submitted by applicants and 
   replies thereto, and records of promotions, courses completed, 
   position descriptions, performance appraisals, personnel actions, 
   educational actions, educational transcripts, recommendations and 
   personal data of DLA attorneys.
     Authority for maintenance of the system: 
       5 U.S.C. 301, General Authority to Employ; E.O. 10577, Office of 
   Personnel Management, Title 5, Part 213: 10 U.S.C. 137, DLA 
   Regulation 1442.1.
   Purpose(s): 
       Applications are used for filling positions in all DLA legal 
   offices. Attorney information folders are maintained for review 
   incident to personnel actions including promotions, performance 
   appraisals, reassignments, etc. and as a general performance and 
   experience record.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Parts of these folders may be submitted to other agencies 
   considering the attorney for employment. Information may be used in 
   answering inquiries from individuals, Congressman or other Government 
   agencies or for verification of employment.
       The `Blanket Routine Uses' set forth at the beginning of DLA'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: 
       Records are maintained in paper and computerized form.
     Retrievability: 
       Filed by surname of attorney or applicant.
     Safeguards: 
       Attorney information folders are kept in a locked file cabinet; 
   applicants are kept in file cabinets accessible only to authorized 
   personnel of the Office of Counsel or as determined by Counsel.
     Retention and disposal: 
       Applicants are kept for one year from receipt. Attorney 
   information folders are kept indefinitely.
     System manager(s) and address: 
       Office of General Counsel, Defense Logistics Agency, DLA-G, 8725 
   John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to the Office of General Counsel, Defense Logistics Agency, 
   DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-
   6221.
       Individual must provide full name and, if appropriate, date 
   application was submitted.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   Office of General Counsel, Defense Logistics Agency, DLA-G, 8725 John 
   J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
     Contesting record procedures: 
       The DLA rules for accessing records, for contesting contents and 
   appealing initial agency determinations are contained in DLA 
   Regulation 5400.21; 32 CFR part 323; or may be obtained from the 
   Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: 
   CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-
   6221.
     Record source categories: 
       Applicants, employees, co-employees, outside references, 
   supervisors, and personnel offices.
     Exemptions claimed for the system:
       None.

   #..S335.01 CAH

   #....System name: 

       Training and Employee Development Record System.
     System location: 
       Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, 
   Suite 2533, Fort Belvoir, VA 22060-6221; Defense Logistics Agency 
   Human Resources Operations Center, 3990 East Broad Street, Columbus, 
   OH 43213-0919; and the Defense Logistics Agency Primary Level Field 
   Activities (PLFAs). Official mailing addresses are published as an 
   appendix to DLA's compilation of systems of records notices.
     Categories of individuals covered by the system: 
       Defense Logistics Agency (DLA) employees and individuals 
   receiving training funded or sponsored by DLA. Department of Defense 
   military personnel and non-appropriated fund personnel may be 
   included in the system at some DLA locations.
     Categories of records in the system: 
       Name; Social Security Number; date of birth, home address; 
   occupational series, grade, and supervisory status; registration and 
   training data, including application or nomination documents, pre-and 
   post-test results, student progress data, start and completion dates, 
   course descriptions, funding sources and costs, student goals, long- 
   and short-term training needs, and related data. The files may 
   contain employee agreements and details on personnel actions taken 
   with respect to individuals receiving apprentice or on-the-job 
   training. Where training is required for professional licenses, 
   certification, or recertification, the file may include proficiency 
   data in one or more skill areas.
     Authority for maintenance of the system: 
       5 U.S.C. 4103, Establishment of training programs; 5 U.S.C. 4115, 
   Collection of Training Information; 5 U.S.C. 4118, Regulations; and 
   E.O. 9397 (SSN).
   Purpose(s): 
       Information is used to manage and administer training and 
   development programs; to screen and select candidates for training; 
   and for reporting and costing purposes.
     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 Veterans Affairs for inspecting, surveying, 
   auditing, or evaluating apprentice or on-the-job training programs.
       To the Department of Labor for inspecting, surveying, auditing, 
   or evaluating apprentice training programs and other programs under 
   its jurisdiction.
       To Federal and state safety and environmental agencies to 
   determine compliance with training certification requirements.
       To public and private sector educational, training, and 
   conferencing entities for participant enrollment, tracking, and 
   evaluation purposes.
       To Federal agencies for screening and selecting candidates for 
   training or developmental programs sponsored by the agency.
       To Federal oversight agencies for investigating, reviewing, 
   resolving, negotiating, settling, or hearing complaints, grievances, 
   or other matters under its cognizance.
       The `Blanket Routine Uses' set forth at the beginning of DLA'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: 
       Records are stored in paper and electronic form.
     Retrievability: 
       Automated records are retrieved by Social Security Number and 
   name, or by one, or a combination of data elements contained in the 
   program master files. Manual records are retrieved by employee last 
   name, by course control information, or by training program title.
     Safeguards: 
       Records are maintained in areas accessible only to DLA personnel 
   who must use the records to perform their duties. The computer files 
   are password protected with access restricted to authorized users. 
   Records are secured in locked or guarded buildings, locked offices, 
   or locked cabinets during nonduty hours.
     Retention and disposal: 
       Training files are destroyed when 5 years old or when superseded, 
   whichever is sooner; development program records are destroyed 1 year 
   after employee has completed the program.
     System manager(s) and address: 
       Executive Director, Civilian Personnel, Headquarters Defense 
   Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort 
   Belvoir, VA 22060-6221; Director, Defense Logistics Agency Human 
   Resources Operations Center, 3990 East Broad Street, Columbus, OH 
   43213-0919; and the Human Resources Customer Support Units of the 
   Defense Logistics Agency PLFAs. Official mailing addresses are 
   published as an appendix to DLA'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 Privacy Act Officer, Headquarters Defense Logistics 
   Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 
   22060-6221; to the Privacy Act Officer, Defense Logistics Agency 
   Human Resources Operations Center, 3990 East Broad Street, Columbus, 
   OH 43213-0919; or to the Privacy Act Officer of the Defense Logistics 
   Agency PLFA involved. Official mailing addresses are published as an 
   appendix to DLA's compilation of systems of records notices.

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