[Federal Register: January 7, 2009 (Volume 74, Number 4)]
[Notices]               
[Page 696-698]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr07ja09-27]                         

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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DoD-2008-OS-0170]

 
Privacy Act of 1974; Systems of Records

AGENCY: Defense Finance and Accounting Service, DoD.

ACTION: Notice to Alter a System of Records.

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SUMMARY: The Defense Finance and Accounting Service (DFAS) proposes to 
alter a system of records notice in its inventory of record systems 
subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This Action will be effective without further notice on February 
6, 2009 unless comments are received that would result in a contrary 
determination.

ADDRESSES: Send comments to the FOIA/PA Program Manager, Corporate 
Communications and Legislative Liaison, Defense Finance and Accounting 
Service, 8899 E. 56th Street, Indianapolis, IN 46249-0150.

FOR FURTHER INFORMATION CONTACT: Ms. Linda Krabbenhoft at (303) 589-
3510.

SUPPLEMENTARY INFORMATION: The Defense Finance and Accounting Service 
notices for systems of records subject to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended, have been published in the Federal Register 
and are available from the address above.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on December 30, 2008, to 
the House Committee on Government Reform, the Senate Committee on 
Governmental Affairs, and the Office of Management and Budget (OMB) 
pursuant to paragraph 4c of Appendix I to OMB Circular No. A-130, 
`Federal Agency Responsibilities for Maintaining Records About 
Individuals,' dated December 12, 2000, 65 FR 239.

    Dated: December 30, 2008.
Patricia L. Toppings,
OSD Federal Register Liaison Officer, Department of Defense.
T7347b

System name:
    Defense Military Retiree and Annuity Pay System (February 20, 2003, 
68 FR 8230).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Director of Continuing Government 
Activity, Defense Finance and Accounting Service--Cleveland, 1240 East 
Ninth Street, Cleveland, OH 44199-2055.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Military retirees, their 
dependents, their survivors, former spouses and abused dependents.''

Categories of records in the system:
    Delete entry and replace with ``Name, Social Security Number (SSN), 
address, telephone number, master pay files, court orders, Application 
for Transitional Compensation, payment schedules, case processing 
record, direct deposit forms, annual certification form, acknowledgment 
action form, correspondence and other supporting documents relating to 
entitlements and deductions of military retirees, annuitants, 
dependents, former spouses and abused dependents.''

Authority for maintenance of the system:
    Delete entry and replace with ``5 U.S.C. 301, Departmental 
Regulations; 10 U.S.C., Chapters 53, 61, 63, 65, 67, 69, 71, 73, 74; 10 
U.S.C. Sec. 1059, and 1408(h); 38 U.S.C. Sec. 1311 and 1313; Pub. L. 
92-425; Pub. L. 102-484 Sec. 653; Pub. L. 103-160 Sec. 554 and 1058; 
Pub. L. 105-261, Sec. 570; DoDI 1342.24, Transitional Compensation for 
Abused Dependents; DoD Financial Management Regulation 7000.14-R, 
Volume 7B and E.O. 9397 (SSN).''

Purpose(s):
    Delete entry and replace with ``To maintain pay and personnel 
information for use in the computation of military retired pay survivor 
annuity pay and to make payments to spouses, former spouses and other 
dependents who are victims of abuse.''

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add a new routine use ``To receive approved requests from the 
military services to make payments of transitional compensation to 
military member's spouses, former spouses, and other dependents that 
are determined to be victims of abuse.''
* * * * *

Storage:
    Delete entry and replace with ``Maintained in file folders and 
electronic storage media.''

Retrievability:
    Delete entry and replace with ``Name and Social Security Number 
(SSN).''

Retention and disposal:
    Delete entry and replace with ``Disposition for Retired and 
Annuitant Pay records range from 30 days to 56 years. The 
administrative records such as, change of address, electronic messages 
or tax records, that are not pay affecting, are destroyed using 
retention of 30 days to less than 6 years. All pay affecting documents 
such as retirement documents, account computation information or 
entitlement/eligibility records are retained for six years or more and 
the pay histories are retained for 56 years. Records are destroyed by 
tearing, shredding, pulping, macerating, burning, or degaussing the 
electronic storage media.''

System manager(s) and address:
    Delete entry and replace with ``Policy official: Director of 
Continuing Government Activity, Defense Finance and Accounting Service 
Cleveland, (DFAS-PD/CL), 1240 East Ninth Street, Cleveland, OH 44199-
2055.
    Record holder: Systems Manager, Lockheed Martin, Defense Finance 
and Accounting Service--Cleveland, 1240 East Ninth Street, Cleveland, 
OH 44199-2055.''

Notification procedure:
    Delete entry and replace with ``Individuals seeking to determine 
whether information about them is contained in this record system 
should address written inquiries to the Defense Finance and Accounting 
Service, Freedom of Information/Privacy Act Program Manager, Corporate 
Communications and Legislative Liaison, 8899 East 56th Street, 
Indianapolis, IN 46249-0150.
    The requester should be able to provide sufficient proof of 
identity, such

[[Page 697]]

as name, Social Security Number (SSN), place of employment, or other 
information available from the record itself.''

Record access procedures:
    Delete entry and replace with ``Individuals seeking access to 
information about them contained in this system should address written 
inquiries to Defense Finance and Accounting Service, Freedom of 
Information/Privacy Act Program Manager, Corporate Communications and 
Legislative Liaison, 8899 East 56th Street, Indianapolis, IN 46249-
0150.
    The requester should be able to provide sufficient proof of 
identity, such as name, Social Security Number, place of employment, or 
other information available from the record itself.''

Contesting record procedures:
    Delete entry and replace with ``The DFAS rules for accessing 
records, for contesting contents and appealing initial agency 
determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 
324; or may be obtained from the Freedom of Information/Privacy Act 
Program Manager, Corporate Communications and Legislative Liaison, 8899 
East 56th Street, Indianapolis, IN 46249-0150.''

Record source categories:
    Delete entry and replace with ``From the individual concerned; 
other DoD Components such as Army, Navy, Air Force and Marine Corps; 
state or local governments; members' survivors such spouses, other 
dependents or guardians of the member or dependent children; former 
spouses, private law firms which are executors of estates in casualty 
cases, financial, educational and medical institutions, and other 
federal government agencies such as the Department of Veterans Affairs, 
Social Security Administration, and Internal Revenue Service.''
* * * * *
T7347b

System name:
    Defense Military Retiree and Annuity Pay System Records.

System location:
    Director of Continuing Government Activity, Defense Finance and 
Accounting Service--Cleveland, 1240 East Ninth Street, Cleveland, OH 
44199-2055.

Categories of individuals covered by the system:
    Military retirees, their dependents, their survivors, former 
spouses and abused dependents.

Categories of records in the system:
    Name, Social Security Number (SSN), address, telephone number, 
master pay files, court orders, Application for Transitional 
Compensation, payment schedules, case processing record, direct deposit 
forms, annual certification form, acknowledgment action form, 
correspondence and other supporting documents relating to entitlements 
and deductions of military retirees, annuitants, dependents, former 
spouses and abused dependents.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapters 53, 61, 
63, 65, 67, 69, 71, 73, 74; 10 U.S.C. Sec. 1059, and 1408(h); 38 U.S.C. 
Sec. 1311 and 1313; Pub. L. 92-425; Pub. L. 102-484 Sec. 653; Pub. L. 
103-160 Sec. 554 and 1058; Pub. L. 105-261, Sec. 570; DoDI 1342.24, 
Transitional Compensation for Abused Dependents; DoD Financial 
Management Regulation 7000.14-R, Volume 7B and E.O. 9397 (SSN).

Purpose(s):
    To maintain pay and personnel information for use in the 
computation of military retired pay survivor annuity pay and to make 
payments to spouses, former spouses and other dependents who are 
victims of abuse.

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:
    Records are provided to the Internal Revenue Service for normal 
wage and tax withholding.
    Disclosures are made to the Department of Veterans Affairs (DVA) 
regarding establishments, changes and discontinuing of DVA compensation 
to retirees and annuitants.
    Information is provided to individuals authorized to receive 
retired and annuitant payments on behalf of retirees or annuitants.
    The Army Emergency Relief, Navy-Marine Corps Relief Society and Air 
Force Assistance Fund to process allotments for repayment of interest-
free loans from the society and retiree charitable allotments in 
support of fund drives initiated by the Secretaries of the Army, Navy, 
and Air Force. The information will be used to process allotments on 
behalf of service members and retirees.
    To officials and employees of the American Red Cross in the 
performance of their official duties relating to the assistance of the 
members and their dependents and relatives.
    To former spouses for purposes of providing information, consistent 
with the requirements of 10 U.S.C. 1450(f)(3), regarding Survivor 
Benefit Plan coverage.
    To spouses for purposes of providing information, consistent with 
the requirements of 10 U.S.C. 1448(a), regarding Survivor Benefit Plan 
coverage.
    To receive approved requests from the military services to make 
payments of transitional compensation to military member's spouses, 
former spouses, and other dependents that are determined to be victims 
of abuse.
    The DoD `Blanket Routine Uses' published at the beginning of the 
DFAS compilation of systems of records notices also apply to this 
system.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Maintained in file folders and electronic storage media.

Retrievability:
    Name and Social Security Number (SSN).

Safeguards:
    Records are maintained in a controlled facility. Physical entry is 
restricted by the use of locks, guards, and is accessible only to 
authorized personnel. Access to records is limited to person(s) 
responsible for servicing the record in performance of their official 
duties and who are properly screened and cleared for need-to-know. 
Access to computerized data is restricted by passwords, which are 
changed periodically.

Retention and disposal:
    Disposition for Retired and Annuitant Pay records range from 30 
days to 56 years. The administrative records such as, change of 
address, electronic messages or tax records, that are not pay 
affecting, are destroyed using retention of 30 days to less than 6 
years. All pay affecting documents such as retirement documents, 
account computation information or entitlement/eligibility records are 
retained for six years or more and the pay histories are retained for 
56 years. Records are destroyed by tearing, shredding, pulping, 
macerating, burning, or degaussing the electronic storage media.

[[Page 698]]

System manager(s) and address:
    Policy official: Director of Continuing Government Activity, 
Defense Finance and Accounting Service Cleveland, (DFAS-PD/CL), 1240 
East Ninth Street, Cleveland, OH 44199-2055.
    Record holder: Systems Manager, Lockheed Martin, Defense Finance 
and Accounting Service--Cleveland, 1240 East Ninth Street, Cleveland, 
OH 44199-2055.

Notification procedure:
    Individuals seeking to determine whether information about them is 
contained in this record system should address written inquiries to the 
Defense Finance and Accounting Service, Freedom of Information/Privacy 
Act Program Manager, Corporate Communications and Legislative Liaison, 
8899 East 56th Street, Indianapolis, IN 46249-0150.
    The requester should be able to provide sufficient proof of 
identity, such as name, Social Security Number, place of employment, or 
other information available from the record itself.

Record access procedures:
    Individuals seeking access to information about them contained in 
this system should address written inquiries to Defense Finance and 
Accounting Service, Freedom of Information/Privacy Act Program Manager, 
Corporate Communications and Legislative Liaison, 8899 East 56th 
Street, Indianapolis, IN 46249-0150.
    The requester should be able to provide sufficient proof of 
identity, such as name, Social Security Number, place of employment, or 
other information available from the record itself.

Contesting record procedures:
    The DFAS rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DFAS 
Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the 
Freedom of Information/Privacy Act Program Manager, Corporate 
Communications and Legislative Liaison, 8899 East 56th Street, 
Indianapolis, IN 46249-0150.

Record source categories:
    From the individual concerned; other DoD Components such as Army, 
Navy, Air Force and Marine Corps; state or local governments; members' 
survivors such as spouses, other dependents or guardians of the member 
or dependent children; former spouses, private law firms which are 
executors of estates in casualty cases, financial, educational and 
medical institutions, and other federal government agencies such as the 
Department of Veterans Affairs, Social Security Administration, and 
Internal Revenue Service.

Exemptions claimed for the system:
    None.

[FR Doc. E9-41 Filed 1-6-09; 8:45 am]

BILLING CODE 5001-06-P