[Federal Register Volume 61, Number 212 (Thursday, October 31, 1996)]
[Notices]
[Pages 56324-56357]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 96-27733]
[[Page 56323]]
_______________________________________________________________________
Part III
Department of Transportation
_______________________________________________________________________
Coast Guard
_______________________________________________________________________
Privacy Act of 1974: Annual Publication of Systems of Records; Notice
Federal Register / Vol. 61, No. 212 / Thursday, October 31, 1996 /
Notices
[[Page 56324]]
DEPARTMENT OF TRANSPORTATION
Coast Guard
Privacy Act of 1974: Annual Publication of Systems of Records
AGENCY: Coast Guard (USCG), Department of Transportation (DOT).
ACTION: Notice of minor changes to systems of records notices.
-----------------------------------------------------------------------
SUMMARY: In accordance with Office of Management and Budget Circular A-
130, Appendix I ``Federal Agency Responsibilities for Maintaining
Records About Individuals,'' DOT is publishing minor changes to its
notices of systems of records.
EFFECTIVE DATE: October 31, 1996.
FOR FURTHER INFORMATION CONTACT: Crystal M. Bush, U.S. Department of
Transportation, 400 7th Street, SW., Washington, DC 20590, 202-366-
9713.
SUPPLEMENTARY INFORMATION: DOT has completed the annual review of its
systems of records and is publishing minor changes.
Dated: October 21, 1996.
Crystal M. Bush,
Privacy Act Coordinator.
The following lists all currently active USCG Privacy Act Systems.
DOT/CG 501
System name:
Auxiliary Management Information System (AUXMIS).
System location:
Department of Transportation (DOT), Commandant (G-OPB), United
States Coast Guard (CG), Office of Boating Safety, 2100 2nd Street, SW,
Room 3112, Washington, DC 20593-0001.
Categories of individuals covered by the system:
All present Coast Guard Auxiliarists. All Auxiliarists disenrolled
since 1974.
Categories of records in the system:
Personal information (name, address, birth date, Social Security
Number (SSN), phone number).
Auxiliary qualifications information (Instructor, Examiner,
Specialty).
Auxiliary activities information (patrols conducted, classes
taught).
Information on boats, radio stations or aircraft owned by
Auxiliarists.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Cumulative unit and individual activity summaries for use as a
management tool by all Auxiliary units.
Identification cards for all Auxiliary members. Alphabetical
nationwide cross-reference listing for use by headquarters and district
office staffs.
Mailing labels for district mailings to auxiliarists. An annual
member summary of all information on each member which is mailed
directly to the member concerned.
Used by:
District Directors of Auxiliary.
Chief Director of Auxiliary.
All elected and appointed officers of the Auxiliary. See Department
of Transportation Prefatory Statement of General Routine Uses.
AUXMIS master records contain personal and activity information
concerning USCG Auxiliarists and Director of Auxiliary (DIRAUX). Each
person's record consists of 500 characters. The approximately 50,000
records which are stored in the system presently are stored on both
magnetic tape and magnetic disk.
The current AUXMIS master file residing on magnetic disk is
retrieved by number and name of the individual and can be accessed by
those Directors of Auxiliary with access to the AMDAHL mainframe system
at any time. Those DIRAUX without access to the AMDAHL mainframe can
request inquiries to be done at the central site by the Auxiliary,
Boating, and Consumer Affairs Division (G-NAB) of Office of Navigation
Safety and Waterway Services (G-NAB).
The master files cannot be accessed without the proper control
cards. All DIRAUX and Chief, Director of Auxiliary have the means
available to access the master files.
Retention of weekly tape files is 180 days at which time they are
erased. Retention of disk files is 1 week, and then updated. Retention
of the year-end tape file is permanent.
Commandant (G-OPB), United States Coast Guard, Chief, Office of
Boating Safety (G-OPB), 2100 2nd Street, SW., Washington, DC 20593-
0001.
Written request must be signed by the individual.
Commandant (G-SII-2), United States Coast Guard Headquarters,
Program Support Division, 2100 2nd Street, SW., Washington, DC 20593-
0001.
Individuals in the Auxiliary have their record available on a
quarterly basis in the Flotilla Roster produced for their flotilla. All
information except the Social Security Number and date of birth is on
the Flotilla Roster. On an annual basis, the member receives a personal
report concerning himself only which contains all elements of his
record. At any time during the year, members of the Auxiliary can
request through the DIRAUX where attached for access to their member's
jacket retained by DIRAUX or can request a report in the annual report
format.
Record content can be contested at any time, and if error is found
all DIRAUX have the means to correct individual records. Members are
provided the means to correct their own address, SSN's, name and phone
numbers and occupations.
All records pertaining to Auxiliarists are derived from forms which
are filled out by the individuals involved on a voluntary basis.
DOT/CG 503
Motorboat Registration.
Department of Transportation (DOT), Commandant (G-OPB), United
States Coast Guard (CG), 2100 2nd Street, SW., Washington, DC 20593-
0001.
Boat owner registering for the issuance of boat identification
numbers for boats recorded in the States of Washington, Alaska, and New
Hampshire and in America Samoa.
Tapes; (Computer listings on disk with information on boat owner:
name, address, and boat information). Printouts--Same. Office files--
Same.
Used by:
Authorized Coast Guard Personnel involved in the Coast Guard
boating safety program, to renew old registrations to issue new number
to all motorboats. The purpose of the numbering system is for
identification of recreational boats in case of accident, loss, theft,
or abandonment.
See Prefatory Statement of General Routine Uses.
[[Page 56325]]
All records are maintained in file cabinets.
By name/number.
Only authorized office personnel have access to subject files. All
personnel screened prior to allowing access. Building secured and
guarded after duty hours.
Records are retained permanently.
Chief, Office of Boating Safety (G-OPB), Department of
Transportation, United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Contact:
Department of Transportation, United States Coast Guard
Headquarters, Commandant (G-SII), 2100 2nd Street, SW, Washington, DC
20593-0001.
Written requests must be signed by the individual whose records are
being requested.
Department of Transportation, United States Coast Guard
Headquarters, Commandant (G-SII-2), 2100 2nd Street, SW, Washington, DC
20593-0001.
Same as ``Records Access Procedures''
Individual applicant.
DOT/CG 505
Recreational Boating Law Enforcement Case Files.
Department of Transportation, United States Coast Guard (CG), Coast
Guard District Offices and Headquarters unit offices for records of
incidents in their localities.
Owners/operators of vessels found in violation of Federal
recreational boating laws or regulations.
Case files containing names of violators, their addresses and
social security numbers, together with descriptions of boats and
notations of the alleged violations of Federal boating laws, and copies
of correspondence relating to the disposition of any penalty involved.
Information contained in this system is used by authorized Coast
Guard employees in performance of their duties to determine the
appropriate enforcement action to be taken by the Coast Guard in
individual cases as well as providing a record of repeated offenders.
See DOT Prefatory Statement of General Routine Uses.
Disclosures pursuant to 5 U.S.C. 552(b)(12). Disclosures may be
made from this system to consumer reporting agencies (collecting on
behalf of the U.S. Government) as defined in the Fair Credit Reporting
Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1982
(31 U.S.C. 3701(a)(3)).
Information in this system is maintained on index cards, in
logbooks, and file folders.
Information is retrieved by name of individual in alphabetical
file, or by civil penalty case number.
Information available only to authorized personnel. Files
maintained in office in building which is secured during non-working
hours and which has a roving guard patrol.
Records in system maintained for three years before disposal by
mutilation or burning. Records on reported warnings are destroyed after
1 year (paper files).
Commandant (G-OPB), Chief, Office of Boating Safety, Department of
Transportation, United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Procedures may be obtained by writing to or visiting the local
Coast Guard District or Unit where incident occurred. Proof of identity
will be required prior to release of records. A military identification
card, driver's license or similar document is considered suitable
identification.
Same as ``Notification Procedure.''
Information obtained from reports of Coast Guard boarding officers
and marine safety investigations as well as from reports by citizens
concerning possible violations of law or regulation.
Portions of this system may be exempt from disclosure under the
provisions of 5 U.S.C. 552a(k)(2) which provide in part, that
investigatory material complied for law enforcement purposes may be
withheld from disclosure to the extent that the identity of the source
of the information would be revealed by disclosing the investigatory
record, and the source has received an express guarantee that his
identity would be held in confidence, or prior to the effective date of
this section, if the source received an implied promise that his
identity would be held in confidence.
DOT/CG 507
Coast Guard Supplement to the Manual of Courts Martial
Investigations.
Department of Transportation (DOT), Commandant (G-L) United States
Coast (CG), Office of the Chief Counsel, 2100 2nd Street, SW,
Washington, DC 20593-0001.
Military and civilian employees of the Coast Guard and other
individuals who may be involved in any Coast Guard investigation.
Investigations into injuries to Coast Guard personnel, mishaps
involving vessels, aircraft and vehicles.
Incidents involving explosions, for loss or destruction of
classified material.
Circumstances involving equipment failures and property damage,
loss or destruction.
[[Page 56326]]
Circumstances involving violation of standards of conduct
personnel.
Used by authorized Coast Guard personnel in connection with the
performance of their official duties which include, but are not limited
to: Accident prevention, payment of disability benefits.
Reports are used in connection with the resolution of claims
against the Coast Guard as well as claims asserted by the government.
Reports are transmitted to the Veterans Administration to assist that
agency in determining entitlement to benefits administered by it.
See DOT Prefatory Statement of General Routine Uses.
Records maintained in storage cabinets in division files for three
years and then forwarded to the Federal Records Depository.
Card index maintained permitting access to individual
investigations by listing identifiable data such as name of person,
vessel or other facility involved in investigation.
Authorized personnel are granted access to these records in
connection with the performance of their official duties. Records are
disclosed to members of the public under the provisions of the FOIA.
These requests are considered on a case-by-case basis.
Records are maintained in division files for three years and then
forwarded to Federal Records Depository.
Department of Transportation, Commandant (G-L), U.S. Coast Guard
Office of the Chief Counsel, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Written request must be signed by the individual. Write to or
visit:
Department of Transportation, Commandant (G-SII-2) United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
All individuals whose conduct is the subject of these
investigations are designated at the outset as parties to these
investigations and accorded their rights as such. Following completion
of the investigative reports, parties will be provided with copies upon
request.
At all subsequent times parties may have access to the
investigative records by writing to or visiting Commandant (G-SII-2),
at the address in `Notification Procedure' above or the local unit to
which assigned.
Proof of identity may be required prior to release of records.
Military identification, driver's license or similar document will be
considered suitable identification.
A party has the right to make argument and/or submit statements on
his own behalf during the course of an investigation or subsequent to
its conclusion. Write or visit locations as indicated in ``Record
Access Procedures.''
Coast Guard investigating officers, military and civilian
personnel.
DOT/CG 508
Claims and litigation.
Department of Transportation (DOT), Commandant (G-L), United States
Coast Guard (CG), 2100 2nd Street, SW, Washington, DC 20593-0001.
Individuals, corporations, insurance companies, estate
administrators.
Suits and claims for and against the Coast Guard.
Used by cognizant Coast Guard personnel, and attorneys handling
cases, for review purposes and determination as to the validity of
claims.
See DOT Prefatory Statement of General Routine Uses.
File cabinets.
Two card index files, one alphabetic and one numeric, maintained
for cross reference.
Access is limited to Coast Guard and civilian employees of the
Claims and Litigation Division granted in connection with official
duties.
Records maintained for five years and then forwarded to the Federal
Records Center. Card index files retained indefinitely.
Commandant (G-L), United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Written request must be signed by the individual. Write or visit:
Department of Transportation, Commandant (G-SII-2), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at address in ``Notification Procedure'' above.
Same as ``Record Access Procedures.''
Information obtained from Coast Guard military and Civilian
personnel, members of the public, and Coast Guard investigating
officers.
DOT/CG 509
Non-Judicial Punishment Report.
Department of Transportation (DOT), Commandant (G-L), United States
Coast Guard (CG), 2100 2nd Street, SW, Washington, DC 20593-0001.
Coast Guard military personnel who have been subject to non-
judicial punishment proceedings under Article 15, Uniform Code of
Military Justice.
Records of Proceedings under Article 15, Uniform Code of Military
Justice.
[[Page 56327]]
Used by Coast Guard, in connection with military justice
administration. Records provide statistical data concerning the number
of proceedings held, units holding proceedings, offenses committed,
punishments imposed, and background data of individuals concerned. See
DOT Prefatory Statement of General Routine Uses.
File cabinets.
By name.
Records are made available to authorized personnel. Records are
maintained in building with limited access during non-working hours and
with roving security patrol.
New system. Disposal procedures not as yet established. Back-up
material disposed of after introduction into system.
Commandant (G-L), United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Written request must be signed by the individual. Write or visit:
Department of Transportation, Commandant (G-SII-2), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at address in ``Notification Procedure'' above or local Coast
Guard District Office in the area in which the individual assigned to
duty.
Same as ``Record Access Procedures.''
Information obtained from individual service records and from
proceedings conducted.
DOT/CG 510
Records of trial: Special, General and Summary Courts-Martial.
Department of Transportation (DOT), Commandant (G-L), United States
Coast Guard (CG), 2100 2nd Street, SW, Washington, DC 20593-0001.
Any individual who is tried by court martial in the Coast Guard.
Records of trial.
These are public records available to anyone. Review.
See DOT Prefatory Statement of General Routine Uses.
Maintained in file cabinets.
Filed alphabetically by name of individual.
Maintained in file cabinets in building with limited access during
non-working hours and with roving security patrol.
Retained permanently. Maintained for two years, reviewed by System
Manager and then transferred to Federal Records Center.
Department of Transportation, Commandant (G-L), Office of the Chief
Counsel, United States Coast Guard Headquarters, 2100 2nd Street, SW,
Washington, DC 20593-0001.
Department of Transportation, United States Coast Guard
Headquarters, Commandant (G-SII), 2100 2nd Street, SW, Washington, DC
20593-0001.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at address in ``Notification Procedure'' above.
Same as ``Record Access Procedures.''
Trial proceedings and subsequent statutory reviews--Court of
Military Review, Court of Military Appeals and Chief Counsel of the
Coast Guard.
DOT/CG 511
Legal Assistance Case File System.
Department of Transportation (DOT), Commandant (G-L), United States
Coast Guard (CG), 2100 2nd street, SW, Washington, DC 20593-0001.
System is also located at:
United States Coast Guard District Legal Offices and Legal Offices
of Coast Guard Units. See Appendix I for addresses of the District and
other legal offices.
Clients of officers assigned to render legal assistance regarding
the personal affairs of Coast Guard military members.
Records contain information concerning the matters handled by these
officers for clients.
The information is used on behalf of clients in providing legal
assistance. These records are also used to prepare statistical reports
concerning a legal officer's time utilization.
The DOT Prefatory Statement of Routine Uses applies to records in
this system only to the extent that their disclosure would not
constitute a violation of the judicially recognized privilege attaching
to attorney-client communications and of the ethical and professional
responsibilities of lawyers under the American Bar Association's Code
of Professional Responsibility.
Normally, written records kept in file folders.
Alphabetical indexes by name of member.
Kept in office space or filing cabinets which are normally locked
during non-working hours. Building patrolled by roving security guards
after duty hours.
Records retained as long as needed to serve client or as long as
deemed necessary by the legal officer. Disposal is by whatever means
considered appropriate by the legal officer, depending on contents of
the record involved.
[[Page 56328]]
Department of Transportation, Commandant (G-L), Office of the Chief
Counsel, United States Coast Guard Headquarters, 2100 2nd Street, SW,
Washington, DC 20593-0001.
District or unit legal offices:
Senior Counsel, for records maintained at the particular location
(see Appendix I for addresses).
Requests for determination whether this system contains records
concerning an individual should be made in writing or in person to:
Department of Transportation, Commandant (G-SII-2), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
These records are available in the Office of Chief Counsel at Coast
Guard Headquarters or within the legal offices in the various Coast
Guard districts or units, dependent on where legal assistance was
rendered. A military identification card or other comparable
identification will be required to be shown by persons seeking access
to their legal assistance records.
The agency's rules for contesting the content of these records or
for appealing initial determinations by the custodian thereof not to
disclose any part of these records shall be controlling. These rules
may be obtained by writing: Commandant (G-SII) at the address listed in
``Notification Procedure.''
Information in this record system is obtained from the client
involved and as a result of any subsequent investigation by the legal
officer on behalf of the client.
DOT/CG 516
Coast Guard Military Discrimination Complaints.
Department of Transportation (DOT), Commandant (G-H), United States
Coast Guard (CG), 2100 2nd Street, SW, Washington, DC 20593-0001.
Records are also maintained at:
Each District and Headquarters Unit.
Coast Guard Military Personnel.
Files contain discrimination complaints filed by Coast Guard
military personnel or their representatives and correspondence
resulting therefrom.
Department of Transportation, Office of Civil Rights: Used for
investigations of complaints and arriving at decisions for resolution
of complaints.
Coast Guard Headquarters Military Personnel Office:
Used for information in making personnel administration decisions.
Coast Guard Headquarters, Commandant, Vice Commandant,
Congressional Liaison: Used to answer correspondence being sent to
Congressional representatives, federal and state officials, and
nationally recognized organizations who are representing the
individual.
Coast Guard Headquarters, Office of Civil Rights and the Military
Equal Opportunity division:
Used to take care of discrimination complaints and the
correspondence precipitated therefrom and maintained a file on it.
All Coast Guard Commands:
Used to bring a complaint to a satisfactory conclusion, where
possible.
See DOT Prefatory Statement of General Routine Uses.
File folders kept in file cabinets.
System is kept by alphabetical file, service number and/or social
security number, rank/rate, Coast Guard unit.
During normal working hours access to records is controlled by
office personnel; during non-working hours the building is guarded by a
roving security patrol.
Files are kept permanently.
Chief, Office of Civil Rights, Department of Transportation, United
States Coast Guard Headquarters, 2100 2nd street, SW, Washington, DC
20593-0001.
Written request must be signed by the individual.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or the local officer
where the record is filed.
Prior written notification of personal visits is required to insure
that the records will be available at the time of visit. Proof of
identity will be required prior to affording access to records. A
military identification, driver's license or similar document will be
considered suitable identification.
Same as ``Record Access Procedures.''
From individuals or their representatives submitting complaints,
congressional correspondence, personnel service, records, Coast Guard
Headquarters, and Coast Guard units correspondence, individuals and
organizations volunteering information pertinent to complaints.
DOT/CG 517
Complaints of Discrimination.
Department of Transportation (DOT), Commandant (G-H), United States
Coast Guard (CG), Office of Civil Rights, 2100 2nd Street, SW,
Washington, DC 20593-0001. Each District and Headquarters Unit.
Civilian employees (including non-appropriated funds employees) and
applicants for employment.
Various memoranda, letters, statement statistics and other
information related to the situation which prompted the person to
allege discrimination.
Investigating and processing complaints of discrimination by
personnel in Office of Civil Rights, Investigatory, Hearing Examiners,
Employee Representatives, Coast Guard Officials. See DOT Prefatory
Statement of General Routine Uses.
Typed, hand-written, printed material stored in folders in metal
filing cabinets.
Index by name and Coast Guard installation.
[[Page 56329]]
Screening of personnel, need to know basis. After duty hours,
building is secured and roving security guards are on duty.
Maintained indefinitely.
Commandant (G-H), Chief, Office of Civil Rights, United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Contact the following office in person or in writing:
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Written requests must be signed by the individual.
Procedure may be obtained by writing or visiting the Commandant (G-
SII) at the address in ``Notification Procedure'' or the local activity
where the complaint was filed. Prior written notification of personal
visits is required to insure that the records will be available at the
time of visit. Proof of identity will be required prior to release of
records. A military identification card, drivers license or similar
document will be considered suitable identification.
Same as ``Record Access Procedures.''
Interviews with complainants, employees, management officials;
personnel records, internal Coast Guard memoranda.
DOT/CG 526
Adjudication and Settlement of Claims System.
Department of Transportation (DOT), Commandant (G-WP), United
States Coast Guard, 2100 2nd Street, SW, Washington, DC 20593-0001.
Partial systems are located at Coast Guard Districts and Units.
Active duty military members, Reserve military members, Retired
military members, Civilian employees.
Claims arising out of disputes concerning amounts of pay received.
To reach a final decision as to entitlement of claimants. To use as
precedent setting data in the resolution of similar questions in the
future. Used by authorized Coast Guard officials and officials of the
IRS, GAO, and the Civil Service Commission, as required.
See DOT Prefatory Statement of General Routine Uses.
Records are stored manually in file folders.
Claims in the file are filed and retrieved by claimant name.
Access is limited to authorized officials by screening of
personnel. Maintained in Government building having roving security
guards after duty hours.
After adjudication and settlement, most submissions are retained
for precedent setting value, as required.
Commandant (G-WP), Chief, Office of Personnel Management,
Department of Transportation, United States Coast Guard Headquarters,
2100 2nd Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Procedure may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or the local Coast
Guard District or Unit administrative officer for the area in which an
individual's duty station is located. See Appendix I for locations.
Proof of identity will be required prior to affording an individual
access to records. A military identification card, a driver's license,
or similar document will be considered suitable identification.
Same as ``Record Access Procedures.''
Sources include: The individual, CG payroll offices, legal staff,
investigators, Office of Personnel, Comptroller General (GAO) and
congressional correspondence.
DOT/CG 528
Centralized Reserve Pay and Retirement System.
Department of Transportation (DOT), United States Coast Guard (CG),
Pay and Personnel Center (PPC), 444 S.E. Quincy St., Topeka, KS 66683-
3591. System is also located at District Offices and other Field Units.
See Appendix I for locations.
United States Coast Guard Reserve Members.
Master Pay and Retirement Point Credits Record. Master Personnel
Data Accounting Record.
Used to prepare monthly payroll and all associated listings.
Used also:
For preparation of budgets.
For accounting purposes.
To compute pay and points.
The compilation of data.
Permanent pay and points records (retirement data). W-2 wage and
federal tax reporting to report earnings to state and city taxing
authorities. Used by authorized Coast Guard, IRS, GAO, and other Agency
Officials as required.
See DOT Prefatory Statement of General Routine Uses; 3 through 5 do
not apply.
Disclosure pursuant to 5 U.S.C 552a(b)(12). Disclosures may be made
from this systems to ``Consumer reporting agencies'' (collecting on
behalf of the U.S. Government) as defined in the Fair Credit Reporting
Act (15 U.S.C 1681a(f)) or the Federal Claims Collection Act of 1982
(31 U.S.C 3701(a)(3)).
Microfilm of payroll retained in Reserve Pay Branches and
Districts. Records are filed manually in filing cabinets.
[[Page 56330]]
Records are indexed alphabetically by name of Reservist and CG Unit
Number. Records are retrieved by name/number.
Access is limited to user staff members. Records are stored in
secured building after duty hours.
Microfilm and records are retained until member is discharged or
retired. Three years subsequent to retirement or discharge, records are
transferred to a Federal Records Center.
Department of Transportation, Commandant (G-WP), Chief, Office of
Personnel Management, United States Coast Guard, 2100 2nd Street, SW,
Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Written request must be signed by the individual.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or the local Coast
Guard District or Unit administrative office for the area in which an
individual's duty station is located. Proof of identity will be
required prior to affording an individual access to records. A military
identification card, a driver's license, or similar document will be
considered suitable identification.
Same as ``Record Access Procedures.''
Sources include:
The District Commander and Office of Reserve. The Individual.
Unit Commanding Officers.
District Commanders.
Office of the Reserve.
DOT/CG 533
Retired Pay and Personnel System.
Department of Transportation (DOT), United States Coast Guard (CG),
Pay and Personnel Center (PPC), 444 S.E. Quincy St., Topeka, KS 66683-
3591.
Annuitants.
Lighthouse Keeper Retirees.
Honorary Retirees.
USCG Retirees.
Pay and personnel data of military retirees, annuitants, lighthouse
keepers and retirees. Personnel data of honorary retirees. Accounts
receivable and accounts payable.
Produce various listings and reports provided to USCG offices.
Produce checks. W-2 wage and federal tax reporting to the Internal
Revenue Service. Reports of earnings to state and city taxing
authorities. Listing of currently retiring officers, home addresses and
mailing labels used by authorized USCG and USCG affiliated
organizations. Reports and information exchanged with the Veterans
Administration, Civil Service Commission, Social Security
Administration, the Department of Defense and the Red Cross.
See DOT Prefatory Statement of General Routine Uses.
Disclosures pursuant to 5 USC 552a(b)(12): Disclosures may be made
from this system to ``consumer reporting agencies'' (collecting on
behalf of the U.S. Government) as defined in the Fair Credit Reporting
Act (15 U.S.C 1681a(f) or the Federal Claims Collection Act of 1982 (31
U.S.C 3701(a)(3)).
Records are filed manually in file folders. Microfilm is stored in
the retired pay branch. Check tapes are filed in tape library.
Records and microfilm are indexed alphabetically, check tapes are
indexed by tape number. Retrieved by name/number.
Access is limited to user staff members under supervisory control.
Stored in government building having roving security guard after
duty hours.
Records are retained in the Retired Pay Branch for 3 years
subsequent to retiree's or annuitant's death, then forwarded to a
Federal Records Center.
Magnetic tapes are retained 18 months, microfilm for 6 years
(required by GAO) then destroyed.
Department of Transportation, Commandant (G-WP), Chief, Office of
Personnel Management, United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Written request must be signed by the individual.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure.''
Proof of identity will be required prior to affording an individual
access to records. A military identification card, a driver's license,
or similar document will be considered suitable identification.
Same as ``Record Access Procedures.''
The individual.
Coast Guard personnel offices.
Coast Guard payroll offices.
DOT/CG 534
Travel and Transportation of Household Effects.
Department of Transportation (DOT), United States Coast Guard (CG),
Commandant (G-WP), U.S. Coast Guard Headquarters, Chief, Office of
Personnel Management, 2100 2nd Street, SW, Washington, DC 20593-0001.
System is also located at each District Office and Headquarters
units.
Active duty military members, retired military members, and
civilian employees.
Travel claims, transportation claims, government bills of lading,
application for shipment of household effects.
Vouchers submitted for payment of claims, for audit of claims for
payment, to account for cost of moving household goods, advice of
shipment of household goods for reporting of funds expended, and for
payment of household and transportation claims. Used by
[[Page 56331]]
authorized Coast Guard personnel and personnel of the General
Accounting Office (GAO) in connection with the performance official
duties.
See DOT Prefatory Statement of General Routine Uses.
Filed manually in file folders.
Records are retrieved by schedule numbers and/or individual name:
Access is limited to user staff members.
Stored in a building which is secured after duty hours.
Records are kept for 3 years, then transferred to a Federal Records
Center. Exception: Schedule 98-Ts (Freight and Transportation) are
forwarded to the General Accounting Office (GAO) after 3 months.
Department of Transportation, Commandant (G-WP), Chief, Office of
Personnel Management, United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Written request must be signed by the individual.
Procedure may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or the local Coast
Guard District or unit office for the area in which an individual's
duty station is located.
Proof of identity will be required prior to affording an individual
access to records. A military identification card, a driver's license,
or similar document will be considered suitable identification.
Same as ``Record Access Procedures.''
The individual who is the subject of the record. Ground freight and
transportation carriers and agents. Airline companies.
Personnel offices.
Other responsible agencies.
DOT/CG 535
Coast Guard Exchange System (CGES) and Morale, Welfare and
Recreation (MWR) Program.
Department of Transportation (DOT), Commandant (G-WP), United
States Coast Guard Headquarters, Chief, Office of Personnel Management,
2100 2nd Street, SW, Washington, DC 20593-0001.
System is also located at:
CG Districts, Maintenance and Logistics Commands and Headquarters
Units. See Appendix I for locations.
Civilian employees, Active duty military members, Retired military
members, Military dependents.
Payroll records.
Accounting records for CGES/MWR loans.
Listing of bad checks.
Job applications.
Correspondence.
Membership applications.
Accounts receivable.
Investigatory reports involving abuse of facilities.
Accounting records for CGES/MWR.
Payroll for CGES/MWR employees.
Personnel actions.
Accounting purposes
Budget and inventory controls.
Used by members and employees of USCG in the performance of their
official duties related to the management, supervision and
administration of CGES/MWR.
Billing and fund control.
See DOT Prefatory Statement of General Routine Uses.
Automated records may be stored on tape, disc, drums and punched
cards. Manual records may be stored in file folders and/or credit
ledgers, card files, and notebooks.
Records are indexed alphabetically.
Access is limited to authorized personnel. Building is secured
after duty hours.
Records are retained until usefulness has expired and then
destroyed.
Department of Transportation, Commandant (G-WP), Chief, Office of
Personnel Management, United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Written request must be signed by the individual.
Procedure may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or the local Coast
Guard District/MLC or unit office for the area in which an individual's
duty station is located.
Proof of identity will be required prior to affording an individual
access to records. A military identification card, a driver's license,
or similar document will be considered suitable identification.
Same as ``Record Access Procedures.''
The individual, Previous employees, Employment agencies, Civilian
and military investigative reports, General correspondence.
DOT/CG 536
Contract and Real Property File System.
Department of Transportation (DOT), Commandant (G-CFM), United
States Coast Guard Headquarters, Chief of Staff, 2100 2nd Street, SW,
Washington, DC 20593-0001.
Systems are also located at Various District and Headquarters
Units.
Individuals or companies doing business with the Coast Guard.
Employees of prime and sub-contractors. Individuals requiring use
of CG property.
[[Page 56332]]
Military members and civilian employees.
Contracts and related files.
Real property and leased family housing files. Bidders list.
Minority compliance records.
Payment schedule files relating to Admiralty and Tort claims.
Personnel claims.
Collection register.
Open purchase order file.
Correspondence files and vendor lists.
Information on employees of contractors, job level and pay of these
employees.
Permits, licenses and easement.
Used to determine compliance of contractors with minimum wages for
certain skills and trades on government contracts.
Used to aid in record keeping of payments and collection. Used to
determine potential for contracting with the government. Used to record
issuance of personal property and maintain inventories.
Used to determine contractor responsibilities and liability. Used
by Coast Guard officials of the General Accounting Office (GAO) in
performance of duties.
See DOT Prefatory Statement of General Routine Uses.
Manually filed in file folders, Maintained on tape/card three ring
binders, and in hard cover books.
Retrieved by individual/company name, number, construction job,
and/or location.
Access restricted to authorized personnel only, some records in
locked safe and/or filing cabinet.
Maintained in building having roving security guard after duty
hours.
Some records retained indefinitely; some retained 3, 4 or 6 years,
then destroyed or forwarded to a Federal Records Center for an
additional 7 years.
Department of Transportation, Commandant (G-CFM), United States
Coast Guard Headquarters, Chief of Staff, 2100 2nd Street, SW,
Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Written request must be signed by the individual.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or the local Coast
Guard District or Unit office for the area in which the contract was
submitted or property is located.
Proof of identity will be required prior to affording an individual
access to records. A military identification card, a driver's license,
or similar document will be considered suitable identification.
Same as above ``Record Access Procedures.''
Individuals.
Contractors.
Contract employees.
Bidders.
Financial institutions.
Insurance companies.
Community associations.
Other agencies.
Bills.
Letters.
Collection receipts.
Electronic accounting machine listings.
DOT/CG 537
FHA Mortgage Insurance for Servicemen.
Department of Transportation, (DOT), Commandant (G-WP), United
States Coast Guard Headquarters, Chief, Office of Personnel Management,
2100 2nd Street, SW, Washington, DC 20593-0001.
U.S. Coast Guard Military Personnel who have applied for Federal
Housing Administration Mortgage Insurance.
Selected aspects of FHA Mortgage Insurance Records for military
personnel, including copies of Form DD-802, ``Request for and
Certificate of Eligibility'' and Form DD-803, ``Certificate of
Termination.''
Used to enable management to verify that billings from FHA are
correct, and payable from Coast Guard funds. Users are authorized Coast
Guard personnel.
Records are filed manually in closed file cases.
Folders are filed by named individual, alphabetically. Copies of
documents are filed chronologically in the folders together with a
record of payment.
Access is limited to user staff members. After duty hours the
building is patrolled by roving security guards.
Files are maintained as long as a member is covered by an insured
mortgage loan; 3 years after, files are forwarded to Federal Records
Center. Destroyed 4 years after case files are closed.
Department of Transportation, Commandant (G-WP), Chief, Office of
Personnel Management, United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Contact Commandant (G-SII), U.S. Coast Guard Headquarters, 2100 2nd
Street SW, Washington, DC 20593-0001.
The written request should include the requesters name in full and
signature.
Procedures may be obtained by writing Commandant (G-SII), at the
address above, or by visiting the Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001. Proof of identity will be
required prior to affording an individual access to his records. A
military identification card, a driver's license, or similar document
will be considered suitable identification.
Same as ``Record Access Procedures.''
From individual concerned and the Federal Housing Administration.
[[Page 56333]]
DOT/CG 561
Port Safety Reporting System Individual Violation Histories.
Department of Transportation (DOT), Commandant (G-M), United States
Coast Guard Headquarters, Chief, Office of Marine Safety, Security, and
Environmental Protection, 2100 2nd Street, SW, Washington, DC 20593-
0001.
System is also located at:
Offices of the District Commanders in Appendix.
Masters, operators, owners, agents, shippers, charterers, and/or
pilots of commercial vessels and barges, reported for violations of
United States port safety regulations.
Computerized listings, by name, giving specific violations, date,
place and penalty assessed.
Determining penalties to be assessed by Coast Guard hearing
officers; execution of judgements by U.S. attorneys as necessary.
See DOT Prefatory Statement of General Routine Uses.
Magnetic tape or disc.
By name.
Restricted access data processing area. Program access by password.
Source documents and printouts are stored in locked rooms or file
cabinets.
Disposed of 3 years after final disposition of case.
Paper files destroyed by mutilation, shredding or burning. Magnetic
tapes are obliterated by writing over magnetic surface till content is
rendered useless and unreadable.
Chief, Office of Marine Safety, Security, and Environmental
Protection, Department of Transportation, United States Coast Guard
Headquarters, 2100 2nd Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII-2), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Procedures may be obtained by writing to or visiting Commandant (G-
SII-2) at the address in ``Notification Procedure'' above or the local
Coast Guard District where the violation occurred.
Same as ``Record Access Procedures''.
Report of Violation, Form CG 2636, prepared by Coast Guard
officials.
Portions of the system may be exempt from disclosure under the
provisions of 5 U.S.C. 552a(k)(2), which provide in part, that
investigatory material compiled for law enforcement purposes may be
withheld from disclosure to the extent that the identity of the source
of the information would be revealed by disclosing the investigatory
record, and the source has received an express guarantee that his or
her identity would be held in confidence or, prior to the effective
date of this section, if the source received an implied promise that
his or her identity would be held in confidence.
DOT/CG 571
Physical Disability Separation System.
Department of Transportation (DOT), Commander, U.S. Coast Guard
Personnel Command, 2100 2nd St., SW, Rm. 1412, Washington, DC 20593-
0001.
USCG active duty personnel and USCG personnel separated or retired
for physical disability.
Central Physical Evaluation Board files. Formal Physical Evaluation
Board files. Physical Review Council files. Physical Disability Appeal
Board files.
Coast Guard officials in connection with physical disability
separation and retirement proceedings.
Department of Veterans Affairs for assistance in determining the
eligibility of individuals for benefits administered by that agency and
available to USPHS or DOD medical personnel in connection with the
performance of their official duties.
See DOT Prefatory Statement of General Routine Uses.
File folders, microfilm, magnetic tape, punched cards, machine
lists, discs, and other computerized or machine readable media.
Records are retrieved through indices and cross indices of all
individuals and relevant physical disability(ies) data. Types of
indices used include, but are not limited to: Name, social security
number, and the diagnosis or International Classification of Diseases
(ICD) code.
Records are maintained in locked filing equipment in controlled
access rooms. Records are accessible only to authorized personnel.
Computer terminals are located in supervised areas, with access
controlled by password or other user code system.
Retained two years after disposition then transferred to Federal
Records Center, St. Louis, MO.
Department of Transportation, Commander, U.S. Coast Guard,
Personnel Command, 2100 2nd St., SW, Rm. 1412, Washington, DC 20593-
0001.
Notarized written requests should contain the full name and social
security number of the member and be addressed to:
Commandant (G-SII-2), United States Coast Guard Headquarters, 2100
2nd Street, SW, Washington, DC 20593-0001.
Same as Notification procedures.
Same as ``Notification Procedures.''
Information in records developed through proceedings of
administrative bodies listed in ``Categories of Records'' above.
[[Page 56334]]
DOT/CG 572
USCG Military Personnel Health Record System.
At member's unit or the Coast Guard health care facilities at which
the member or dependents receive treatment.
Active duty, reserve, and retired members of the uniformed services
and their dependents.
Records of medical and dental treatment, including x-rays.
Physical Examinations.
ADP Records containing due date for physical/dental and eye
examinations, inoculations, screening tests and results of actions
required by Coast Guard or other federal state or local government or
agency.
Records concerning line of duty determination and eligibility for
disability benefits.
a. Provided to the Department of Defense to determine suitability
of members for overseas assignments and to develop automated
information relating to medical readiness in wartime and contingency
operations.
b. Provided to federal, state, or local governments and agencies to
compile statistical data for research and auditing; to provide quality
assurance; to report medical conditions and other data required by law;
to aid in preventive health and communicable disease control programs.
c. Provided to the Joint Commission on Accreditation of Healthcare
Organizations to evaluate health care provided, personnel and
facilities for professional certification and hospital accreditation;
to provide quality services.
d. Records of communicable disease are provided to the Department
of Defense to analyze the results, to ensure uniformity of record
keeping, and to centralize production of reports for all uniformed
services.
e. Provided to the Department of Defense or other federal, state,
or local governments and agencies for casualty identification purposes.
f. Provided to the Social Security Administration and Veterans
Administration for use in determining an individual's entitlement to
benefits administered by those agencies.
g. Proved to the Public Health Service, Department of Defense, or
Veterans Administration medical personnel or to personnel or facilities
providing care to eligible beneficiaries under contract in connection
with medical treatment of individuals.
Records are provided to the Department of Health, Education and
Welfare for purposes of the Federal Medical Care recovery set. Records
are available to the Public Health Service or DOD medical personnel in
connection with medical treatment of individuals at USPHS or DOD
facilities.
See DOT Prefatory Statement of General Routine Uses.
Individual files are in folders. Portions of records are automated
at some units.
Name or social security number of member or dependents.
Room or cabinets in which records are located are locked when
unattended. Access limited to these records at all times by personnel
screening.
a. Active Duty Personnel: Individual medical files are retained at
the members' unit or medical administration office for so long as
individual is assigned to the particular area. When the member is
reassigned, the individual medical file is transferred to the new duty
station upon reassignment of member. Upon separation or retirement, the
individual medical file is incorporated into the Official Officer
Service Records System (DOT/CG 626) or Enlisted Personnel Records
System (DOT/CG 629), as appropriate.
b. Retired Personnel: Individual medical files are retained at the
medical facility for a period of 4 years from date of last activity.
Transferred to National Personnel Records Center (Military Personnel
Records). 9700 Page Blvd., St. Louis, MO 63132, 4 years after last
report.
c. Dependents: Individual medical files are retained at the medical
treatment facility for period of 4 years from date of last activity.
Transferred to new duty station of sponsor upon written request of
dependent. Records not transferred are forwarded to National Personnel
Records Center (CPR) 111 Winnebago, St. Louis, MO 63118, 4 years after
last activity.
d. Reserve Personnel: Individual medical files are retained in
custody of the reserve group or unit, or district commander(s) for so
long as the reservist is assigned to the particular area. When the
member is reassigned, the individual medical file is transferred to the
new reserve group or unit or district commander as appropriate. Upon
separation or retirement, the individual medical file is incorporated
into Official Coast Guard Reserve Service Record System (DOT/CG 676)
Department of Transportation, Commandant (G-WK), United States
Coast Guard Headquarters, Chief, Office of Health and Safety, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII-2), United States
Coast Guard Headquarters, 2100 2nd Street, SW., Washington, DC 20593-
0001.
Written request must be signed by the individual.
a. Active Duty personnel: Write or visit the health care facility
where the record is located, or write Commandant (G-SII-2) at the
address in the ``Notification Procedure''
b. Retired Personnel and all Dependents: Write or visit the health
care facility where the record is/was located. If unable to locate
records, write:
(Retired) National Personnel Records Center, (Military Personnel
Records) 9700 Page Blvd., St. Louis, MO 63132.
(Dependents) National Personnel Records Center (CPR), 111 Winnebago
Street, St. Louis, MO 63118.
Reserve Personnel: Write or visit reserve group or unit or district
commander of the district where command is located, or write: U.S.
Coast Guard (G-SII-2), 2100 2nd Street, SW., Washington, DC 20593-0001-
0001.
The decision to release medical records directly to the individual
shall be made by medical practitioner per 49 CFR 10.35(c).
Same as ``Notification Procedure.''
a. Medical facilities where beneficiaries treated or examined.
b. Investigations resulting from illness or injury.
c. From the individual.
[[Page 56335]]
DOT/CG 573
U.S. Public Health Services (PHS) Commissioned Officer Corps
Staffing and Recruitment Files.
Department of Transportation (DOT), Commandant (G-WK), United
States Coast Guard Headquarters, Chief, Office of Health and Safety,
2100 2nd Street, SW., Washington, DC 20593-0001.
Personnel records of PHS commissioned officers assigned to duty
with the Coast Guard.
Personnel records, assignment preference, reference questionnaires,
background information.
Used to assist administrators in assigning personnel to area
requiring their specific skills.
Used to monitor career development of personnel assigned to
program.
See DOT Prefatory Statement of General Routine Uses.
File folders.
By name of individuals.
During working hours access is controlled by office personnel;
during non-working hours building is patrolled by roving security
patrol.
Records are retained during period of an individual's assignment to
the Coast Guard. Thereafter, records are destroyed by shredding.
Department of Transportation, Commandant (G-WK), Chief, Office of
Health and Safety, United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII-2), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Written request must be signed by the individual.
Procedures may be obtained by writing to or visiting Commandant (G-
SII-2) at the address in ``Notification Procedure.''
Proof of identity will be required prior to release of records. A
military identification card, driver's license or similar document will
be considered suitable identification.
Same as ``Record Access Procedures.''
Previous employers, educational institutions, references, Coast
Guard Medical Administrators and the individual.
DOT/CG 576
USCG Non-Federal Invoice Processing System (NIPS).
Department of Transportation, Commandant (G-WK), U.S. Coast Guard,
2100 Second Street, SW., Washington, DC 20593-0001.
Commander, Maintenance and Logistics Command Atlantic, Health
Services Division, Governor's Island, Building 400, New York, NY 10004-
5100.
Commander, Maintenance and Logistics Command Pacific, Health
Services Division, Coast Guard Island, Alameda, CA 94501-5100.
Active duty, reserve, and retired members of the uniformed services
and their eligible dependents, and non-Federal health care providers
that have rendered services to eligible beneficiaries.
a. Records containing correspondence, memoranda, and related
documents concerning potential and actual health care invoices for
processing by NIPS.
b. Copies of medical and dental treatment records provided to the
individual that are the subject of an invoice for non-federal health
care provided to an eligible beneficiary.
c. Automated data processing (ADP) records containing identifying
data on individuals including: Units of assignment and address, home
address, and information necessary to process and monitor bills for
payment.
a. Records may be disclosed to health care professionals, auditing,
utilization, and peer review organizations for review of cost data and
appropriateness of care.
b. Medical information, including records of health care and
medical invoices may be disclosed to health care professionals,
auditing, utilization and peer review organizations to support a
government claim.
c. See DOT Prefatory Statement of General Routine Uses.
Storage of individual files are in folders. Portions of records are
extracted in an ADP data base. ADP data will be maintained in hard disk
and magnetic tape storage.
a. Name or Social Security Number of member or dependents sponsor.
b. Name of Member's Unit.
c. Name or tax identification number of non-Federal health care
providers.
Room and cabinets in which records are located are locked when
unattended. There are roving guard patrols during non-duty hours.
Access to records is limited to those directly involved in managing
claims. Records in the ADP data base are retrievable only by those with
authorized access to ADP equipment and the data base is protected by
standard ADP security measures including the use of passwords.
Records are retained at Maintenance and Logistics Commands (MLCs)
for 1 year; transferred to a Federal Record Storage Facility and
retained for an additional 5 years 3 months for a total of 6 years 3
months and destroyed thereafter.
Commandant (G-WK), Chief, Office of Health and Safety, Department
of Transportation, U.S. Coast Guard Headquarters, 2100 Second Street,
SW., Washington, DC 20593-0001.
Send a written request with patient's name, sponsor's name and
social security number, to the System Location for the MLC where care
was rendered. The request must be signed by the
[[Page 56336]]
individual, or if a minor dependent, by the parent or guardian.
Commander, Maintenance and Logistics Command Atlantic, Health
Services Division, Governor's Island, New York, NY 10004-5100.
Commander, Maintenance and Logistics Command Pacific, Health
Services Division, Coast Guard Island, Alameda, CA 94501-5100.
Write or visit the appropriate Commander, MLC at the address given
in ``Notification Procedure'' responsible for where the care was
received.
Same as ``Record Access Procedures.''
a. From the individual, individual's spouse, parent or guardian.
b. Medical facilities (U.S. Coast Guard, Department of Defense,
Uniformed Services Treatment Facility, or non-Federal, provider) where
beneficiaries are treated.
c. For Active Duty personnel--the Official Officer Service Records
System (DOT/CG 626), and the Enlisted Personnel Record System; (DOT/CG
629).
d. For Reserve personnel--the Official Coast Guard Reserve Service
Record System (DOT/CG 676).
e. Investigations resulting from illness or injury.
DOT/CG 577
USCG Federal Medical Care Recovery Act (FMCRA) Record System.
Department of Transportation (DOT), Office of Health and Safety, U.
S. Coast Guard, 2100 2nd Street, SW, Washington, DC, 20593-0001-0001.
Active duty, reserve, and retired members of the uniformed services
and their eligible dependents.
a. Records containing all correspondence, memoranda, and related
documents concerning potential and actual FMCRA claims, and copies of
medical and dental treatment provided to the individual that is the
subject of the claim, and copies of medical bills associated with
civilian care provided at government expense.
b. Automated data processing (ADP) records containing identifying
data on individuals, unit of assignment and address, home address, the
amount of the claim, the amount paid to the government on the claim,
dates of correspondence sent, due dates of reply, claim number, date
claim opened, and date claim closed.
a. All information will be used in managing, processing, and
collecting claims for the government. Information may be disclosed to
attorneys and insurance companies involved in settling and litigating
claims.
b. Information may be disclosed to the Department of Justice when
necessary to take final action on claims.
c. See DOT Prefatory Statement of General Routine Uses.
Storage of individual files are in folders. Portions of records are
extracted in ADP data base. ADP data base will be maintained in hard
disk and magnetic tape storage.
Name or social security number of member, retiree or dependent.
Room and cabinets in which records are located are locked when
unattended. Roving guard patrol during non-duty hours. Access to
records limited to those directly involved in managing claims with a
need to know. Records in ADP data base retrievable only to those with
authorized access to ADP equipment and data base is protected by
standard ADP.
Records are retained at USCG Headquarters for 1 year; transferred
to a Federal Records Storage Facility and retained for an additional 5
years, 3 months for a total of 6 years, 3 months and destroyed
thereafter.
Office of Health and Safety, United States Coast Guard,
Headquarters, 2100 2nd Street, SW, Washington, DC 20593-0001-0001.
Send a written request with the client's name, sponsor's name and
social security number to the system manager. The request must be
signed by the individual, or if a minor dependent, by the parent or
guardian.
Write or visit: Commandant (G-WK), U. S. Coast Guard, Attn: FMCRA
Section 2100 Second Street, SW, Washington, DC 20593-0001.
Same as ``Record Access Procedures.''
a. From the individual, or if a minor, the parent or guardian.
b. Medical facilities (U. S. Coast Guard, Department of Defense,
Uniformed Services Treatment Facility, or Civilian Facility) where
beneficiaries are treated.
c. Injury investigations.
d. Attorneys and insurance companies involved in the claim.
e. For Active Duty personnel--the Official Officer Service Records
System; (DOT/CG 626), and the Enlisted Personnel Records System; (DOT/
CG 629).
f. For reserve personnel--the Official Coast Guard Reserve Service
Record System (DOT/CG 676).
DOT/CG 586
Chemical Transportation Industry Advisory Committee.
Department of Transportation (DOT), Commandant (G-M), United States
Coast Guard (CG), 2100 2nd Street, SW, Washington, DC 20593-0001.
Committee members.
Address, phone number.
Biographical sketch.
Committee information.
Minutes of meetings.
Arranging meetings, keeping records of committee business,
determine committee membership.
Used by Coast Guard personnel in the performance of official
duties.
See DOT Prefatory Statement of General Routine Uses.
File folders.
By committee name/individual name.
[[Page 56337]]
Personnel screening prior to granting access.
Building has roving security after hours.
Permanently retained.
Commandant (G-M), United States Coast Guard Headquarters, Chief,
Office of Marine Safety, Security and Environmental Protection, 2100
2nd Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII-2), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Written request must be signed by the individual.
Procedures may be obtained by writing to or visiting Commandant (G-
SII-2) at the address in ``Notification Procedure.'' Proof of identity
will be required prior to granting access. A military identification
card, driver's license or similar document is considered suitable
identification.
Same as ``Record Access Procedures.''
From the individual of record.
DOT/CG 587
Investigation of Violations of Marine Safety Laws or Regulations.
District Offices.
Persons who have violated or who are suspected of violating marine
safety or related laws or regulations.
Reports of violation and supporting documents.
Evaluation by Coast Guard personnel for law enforcement purposes.
Evaluation by other agencies, state, local and foreign governments for
purposes of law enforcement, and other purposes which the agency may
deem necessary for their mission.
For use in civil litigation.
For insurance purposes.
Use by the general public.
See DOT Prefatory Statement of General Routine Uses.
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be
made from this systems to ``consumer reporting agencies'' (collecting
on behalf of the U.S. Government.) as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act
of 1982 (31 U.S.C. 3701(a)(3)).
File folders.
Records pertaining to violations of law or regulation are retrieved
by individual name or vessel name.
Destroyed three years after case is closed.
Department of Transportation, Commandant (G-M), Chief, Office of
Marine Safety, Security and Environmental Protection, United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Department of Transportation, Commandant (G-SII-2), United States
Coast Guard Headquarters, 100 2nd Street, SW, Washington, DC 20593-
0001.
Written request must be signed by the individual.
Procedures may be obtained by writing to or visiting (G-SII-2) at
the address in ``Notification Procedure'' or the local Coast Guard
District for the area in which the alleged violation occurred.
Same as ``Record Access Procedures.''
Coast Guard investigating records compiled as a result of vessel
casualty. Investigations by other law enforcement agencies.
Vessel operator complaints.
Deficiencies noted during Coast Guard inspections.
Portions of this system may be exempt from disclosure under the
provisions of 5 U.S.C. 552a(K)(2) which provide in part, that
investigatory material compiled for law enforcement purposes may be
withheld from disclosure to the extent that the identity of the source
of the information would be revealed by disclosing the investigatory
record, and the source has received an express guarantee that his
identity would be held in confidence, or, prior to the effective date
of this section, if the source received an implied promise that his
identity would be held in confidence.
DOT/CG 589
U.S. Merchant Seamen's Records.
Department of Transportation (DOT), Commandant (G-M), United States
Coast Guard (CG), 2100 2nd Street, SW, Washington, DC 20593-0001.
Portions of these records may be located at the Marine Inspection
Office or the Marine Safety Office where the seaman was documented.
U.S. Merchant Seamen.
Personnel File.
Shipping Articles.
Locator List.
Log Books.
Seamen's License Records.
Fingerprint Records.
Disciplinary Records.
Security Records.
Used by Coast Guard officials in administering the Commercial
Vessel Safety Program to determine qualifications for the issuance of
licenses, documents, and certifications determine disciplinary action;
to provide duplicate records of service or documents to the seaman, his
next of kin or his agent; to provide information to other Federal
Agencies, such as the Veterans' Administration, the Social Security
Administration, etc. in connection with benefits and services
administered by those agencies; to provide information to private
organizations when considered beneficial to the seaman; to provide
information to Federal, State, and local investigative and low
enforcement officials as provided for by law.
[[Page 56338]]
See DOT Prefatory Statement of General Routine Use.
Disclosures pursuant to 5 USC 552a(b)(12). Disclosures may be made
from this systems to ``consumer reporting agencies'' (collecting on
behalf of the U.S. Government) as defined in the Fair Credit Reporting
Act (15 USC 1681a(f)) or the Federal Claims Collection Act of 1982 (31
USC 3701(a)(3)).
The personnel file will be stored on updatable microfiche and
limited personal data will reside on computer disks and magnetic tapes.
The above media will be continuously updated as new or additional data
is received. The remainder of the records will be stored in filed
folders in paper form.
The personnel file on microfiche will be accessed from its storage
cabinet by a coded identifier of the location of the record within the
cabinet. The data on the computer record will be retrieved by direct
terminal access with the selection of data elements determined by the
authorized user. Retrieval will be by name and cross indexed under ID
(i.e. ``Z'', ``BK'', or Social Security Number).
Personnel files on microfiche are stored in the locked retrieval
cabinet. The data on the computer file can be retrieved only via
``password'' identifier with users being permitted access only to that
portion of the overall file that has previously been determined as
meeting their needs. The file folders are maintained in locked rooms.
Personnel files are held 3 years for unlicensed personnel and 10
years for licensed personnel after last activity, then transferred to a
holding area where they are considered historical data and are not
destroyed. Disciplinary Records are maintained in paper form.
Administrative Law Judge's Decisions and Orders and Appeal File are
transferred to a Federal Records Center after 5 years. Commandant's
Decision on Appeal and National Transportation Safety Board Decisions
and Orders are retained. Disciplinary Record Cards are destroyed upon
notice of death.
Department of Transportation, Commandant (G-M), United States Coast
Guard Headquarters, Chief, Office of Marine Safety, Security and
Environmental Protection, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Department of Transportation, United States Coast Guard
Headquarters, Commandant (G-SII), 2100 2nd Street, SW Washington, DC
20593-0001. In order to determine if a record for an individual exists,
it is necessary that the applicant furnish the complete name in which
the document was issued, the serial number of the document (i.e.,
``Z'', ``BK,'' and/or Social Security Number), and his date and place
of birth. A written request must be signed by the individual.
Procedures may be obtained by writing Commandant (G-SII) or
visiting at the address in ``Notification Procedure'' or the Marine
Inspection Office or Marine Safety Office where the document was issued
locally maintained portions.
Same as ``Record Access Procedures.''
Personnel File--Date furnished by the seamen, U.S. Coast Guard
officials, other Federal Agencies and employer. Shipping Articles
Vessels' operators, seamen, masters of vessels, State Department, and
Coast Guard officials. Disciplinary Records--Furnished by the
Investigating Officers at the various Marine Inspection and Marine
Safety Offices.
Portions of this system of records may be exempt from disclosure
under the provisions of 5 USC 552a (k)(2), which provide, in part that
investigatory record, and the source has received an express guarantee
that his identity would be held in confidence, or, prior to the
effective date of this section, if the source received an implied
promise that his identity would be held in confidence.
DOT/CG 591
Merchant Vessel Documentation System (Manual and Automated).
Automated system is located at:
Department of Transportation, Commandant (G-M), United States Coast
Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-0001.
Manual systems are located at:
Coast Merchant Vessel Documentation Offices, (See section E.W.,
Standard Distribution List--COMDTNOTE 5605 for office locations).
Vessel owners.
Mortgagees.
Vessel buyers and sellers.
Lien claimants.
Vessel builders.
Vessel owner information.
Vessel information.
Instruments of record (bills of sale, mortgages, etc.).
Establishing eligibility for documentation of vessels. Issuance of
marine documents.
Recordation of bills of sale, mortgages, etc.
Publication of the annual MERCHANT VESSELS OF THE UNITED STATES.
Publication of the monthly supplement to MERCHANT VESSELS OF THE
UNITED STATES.
Used by:
Coast Guard.
Other Governmental agencies.
Financial institutions and other money lenders. Anyone having
business with or an interest in a documented vessel.
See DOT Prefatory Statement of General Routine Uses.
Index of owners maintained by Commandant (G-M). All other records
maintained at home port of vessel by vessel name.
Upon furnishing name of vessel owner to Commandant (G-M), vessel
name is established and request for information referred to appropriate
home port. Records retrieved at home port by use of vessel name.
Personnel screening.
Listings of vessel owners constantly updated by additions and
deletions (automated).
[[Page 56339]]
Field office vessel folders transferred to Federal Records Center 2
years after change of vessel's home port or 2 years after removal of
vessel from documentation (manual).
Department of Transportation, Commandant (G-M), Chief, Office of
Marine Safety, Security and Environmental Protection, United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Written requests must be signed by the individual whose records are
the subject.
Procedures may be obtained by writing or by visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or the local Coast
Guard District Office.
Same as ``Record Access Procedures.''
Vessel owners, Mortgagee, Lien claimants, Vessel sellers and
buyers, Coast Guard admeasures and vessel builders.
DOT/CG 592
Registered/Applicant Pilot Eligibility Folder.
Department of Transportation (DOT), Commander, Ninth Coast Guard
District, Great Lakes Pilotage Staff, 1240 East Ninth St., Cleveland,
OH 44199-2060.
United States registered pilots and applicant pilots suitable
registered to perform pilotage duties aboard foreign vessels on the
Great Lakes.
Application for registration, renewal of registration, annual
report of physical examination, Coast Guard license data, and
examination for registration.
Used by Department of Transportation, U.S. Coast Guard, FBI, pilot
associations and corporations. Used for pilot registration, training
program needs, retirements, statistical compilations, and negotiations
with Canadian authorities to assure equitable participation by U.S.
registered pilots with Canadian registered pilots. See DOT Prefatory
Statement of General Uses.
Records are stored in file folders.
Records are retrieved by name and pilot registration number.
Screened by office personnel prior to use. Locked in cabinets
during non-working hours.
Records will be maintained permanently.
Commander, Ninth Coast Guard District, Great Lakes Pilotage Staff,
1240 East Ninth Street, Cleveland, OH 44199-2060.
Same as ``System Manager'' above.
Same as ``System Manager'' above.
Same as ``System Manager'' above.
Individual's original application for U.S. Pilot's registration and
individual's yearly report of medical examination.
DOT/CG 611
Investigative Case System.
Department of Transportation (DOT), Commandant (G-OIS), United
States Coast Guard (CG), 2100 2nd Street, SW, Washington, DC 20593-
0001.
Systems are also located in Coast Guard District Offices at the
addresses listed in Appendix I.
U.S. Coast Guard military personnel, merchant marine personnel,
port and dock workers, and persons under investigation for violations
of laws and regulations administered by the Coast Guard.
Personnel security investigations, national agency check results,
criminal investigation, counterintelligence investigations,
computerized case control system.
Used by authorized Coast Guard personnel for:
Security clearances.
Actions by commanders under the Uniform Code of Military Justice.
Career advancement of U.S. Coast Guard military personnel. Approval of
merchant seamen documents.
Access of individuals to port facilities.
Used by: Appropriate federal, state or local agencies for criminal
law enforcement and prosecution by the United States government.
National Agency Checks and background investigations.
See DOT Prefatory Statement of General Routine Uses.
Investigative dossiers and 3x5 card retrieval system.
By name and/or case number.
Alarm controlled spaces, locked and/or limited access file cabinets
and office spaces. Using receipt control, automatic data processing
(ADP) system cannot be penetrated for data through terminals, or
otherwise, located outside the U.S. Coast Guard computer center without
use of proper administrative controls. Release of dossiers to
accredited personnel on ``need-to-know'' basis only.
Release of dossiers to accredited personnel on `need-to-know' basis
only.
Dossiers retained 50 years from date of birth.
Deceased, retirees and others separated are held one year from
separation.
Dossiers are retired to the Washington National Federal Records
Center for further retention of 30 years.
3x5 Cards are annotated to recall retired dossiers if necessary.
Computer printouts are retained for 10 years then destroyed.
Commandant (G-O), Chief, Office of Operations, Department of
[[Page 56340]]
Transportation, United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Written request must be signed by the individual.
Procedures may be obtained by writing to, or visiting Commandant
(G-SII) at the address in ``Notification Procedure'' or the local Coast
Guard District Office, location in Appendix I, for the area in which an
individual's duty station is located.
Proof of identity will be required prior to affording an individual
access to records. A military identification card, a driver's license,
or similar document will be considered suitable identification.
Same as ``Record Access Procedures.''
National Agency Checks, background investigations, criminal
investigations, interviews, records checks, observations, statements.
Portions of this system of records may be exempt from disclosure
under the provisions of 5 USC 552a (k)(2), which provides in part that
investigatory material compiled for law enforcement purposes may be
withheld from disclosure to the extent the identity of the source of
the information would be revealed by disclosing the investigatory
record, and the source has received an express promise that his
identity would be held in confidence, or, prior to the effective date
of this section, if the source received an implied promise that his
identity would be held in confidence. Portions of this system of
records may be exempt from disclosure under the provisions of 5 USC
552a(k)(5) which provides, in part, that investigatory material
compiled solely for the purpose of determining suitability,
eligibility, or qualifications for Federal civilian employment,
military service, Federal contracts, or access to classified
information may be withheld from disclosure but only to the extent that
the disclosure of such material would reveal the identity of the source
who furnished information to the Government under an express promise
that the identity of the source would be held in confidence or, prior
to the effective date of this section, under an implied promise that
the identity of the source would be held in confidence. Portions of
this system of records may be exempt from disclosure under the
provisions of 5 USC 552a (k)(7), which provide, in part that evaluation
material used to determine potential for promotion in the armed
services may be withheld from disclosure but only to the extent that
the disclosure of such material would reveal the identity of a source
who furnished information to the Government under an express promise
that the identity of a source would be held in confidence, or, prior to
the effective date of this section, under an implied promise that the
identity of the source would be held in confidence.
DOT/CG 612
Port Security Card System.
Department of Transportation (DOT), Commandant (G-OIS), United
States Coast Guard Headquarters (CG), 2100 2nd Street, SW, Washington,
DC 20593-0001.
Records also located at each District Office. See Appendix I for
locations.
Persons regularly employed on vessels and water front facilities,
or persons having regular public or private business with the
operation, maintenance, or administration of vessels and cargoes or
waterfront facilities.
Applications for port security cards awaiting processing. Processed
applications indicating those granted or denied port security cards.
Used by Authorized Coast Guard officials to determine eligibility
for issuance of Port Security Cards. See Prefatory Statement of General
Routine Uses.
Paper files, 3 x 5 cards.
By name.
Maintained in file cabinets in secure areas. Personnel are screened
prior to granting access.
Retained for 8 years, then destroyed by mutilating, shredding or
burning.
Commandant (G-OIS), Chief, Office of Operations, Department of
Transportation, United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Written request must be signed by the individual.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at the address in `Notification Procedure' or the local Coast
Guard District or unit office for the area in which the application was
filed.
Proof of identity will be required prior to affording an individual
access to records. A military identification card, a driver's license,
or similar document will be considered suitable identification.
Same as ``Record Access Procedures.''
Individual applications.
National Agency checks.
Other records already at Coast Guard Headquarters, if any.
Portions of this system of records may be exempt from disclosure
under the provisions of 5 USC 552a(k)(2), which provide, in part, that
investigatory material compiled for law enforcement purposes may be
withheld from disclosure to the extent that the identity of the source
of the information would be revealed by disclosing the investigatory
record and the source has received an express guarantee that his
identity would be held in confidence, or, prior to the effective date
of this section, if the source received an implied promise that his
identity would be held in confidence.
DOT/CG 622
Military Training and Education Records.
[[Page 56341]]
Department of Transportation (DOT), Commandant (G-WP), United
States Coast Guard Headquarters, Chief, Office of Personnel Management,
2100 2nd Street, SW, Washington, DC 20593-0001.
Records are also located at District and Headquarters Units. See
Appendix I for locations.
Coast Guard Military Personnel (Commissioned Officers, Commissioned
Warrant Officers, Cadets, and Enlisted Personnel).
General Service Correspondence Course. Off-Duty Education Records.
Professional Training Records. Non-traditional Educational Support
Records. Achievement and Aptitude Test Results. Academic Performance
Records. Correspondence Course Rate Advancement Records. Military
Performance Records. Admissions Processing Records. Grade Reporting
Records. Cadet Academic Status Records. Transcript Maintenance Records.
Cadet Discipline Status Records. Military Personnel Records. Military
Training Schedules Records.
Evaluation and measurement of training performance. Statistical
summaries. Input to personnel records. Partial criteria for selection
and admission to service/professional schools. Partial criteria for
selection to postgraduate education programs. Criteria for admission to
the Coast Guard. Criteria for retention in service Schools. Criteria
for promotion. The above information is used by authorized Coast Guard
personnel in the performance of Official duties. See Prefatory
Statement of General Routine Uses, 3 through 5 do not apply.
File folders stored in file cabinets. Portions are stored on ADP
equipment.
Retrieved by name, rate, class number, cadet code number, and
Social Security Number.
Records are kept in file cabinets in offices that are locked during
off-duty hours. Those records stored in ADP equipment may only be
accessed through use of a user access code.
Personal History, Service History and School Conduct and Military
Performance records are kept for one year. Academic and Correspondence
Course records are kept for five years. Aptitude and Achievement Test
results, as a part of Training and Education records, are kept for five
years. Records are destroyed by mutilating, shredding or burning.
Department of Transportation, Commandant (G-WP), Chief, Office of
Personnel Management, United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Department of Transportation, United States Coast Guard,
Headquarters, Commandant (G-SII), 2100 2nd Street, SW, Washington, DC
20593-0001.
Written request must be signed by the individual.
Procedures may be obtained by writing to or visiting (G-SII) at the
address in ``Notification Procedure,'' or by visiting the local
activity where assigned for training. Prior written notification of
personal visits is required to insure that the applicable a record will
be available. Proof of identity is required prior to release of
records. A military identification card, driver's license, or similar
document will be considered suitable identification.
Same as ``Record Access Procedures.''
Official military personnel records, test results, instructors and
supervisors.
Portions of this system of records may be exempt from disclosure
under the provisions of 5 USC 552a(k)(5), which provide, in part, that
investigatory material compiled solely for the purpose of determining
suitability, eligibility, or qualifications for Federal civilian
employment, military service, Federal contracts, or access to
classified information may be withheld from disclosure but only to the
extent that the disclosure of such material would reveal the identity
of a source who furnished information to the government under an
express promise that the identity of the source would be held in
confidence or, prior to the effective date of this section, under an
implied promise that the identity of the source would be held in
confidence. Portions of this system of records may be exempt from
disclosure under the provisions of 5 USC 552a(k)(6), which provides, in
part, that testing or examination material used solely to determine
individual qualifications for appointment or promotion in the Federal
service may be withheld from disclosure to the extent that disclosure
of these records would compromise the objectivity or fairness of the
testing or examination process. Portions of this system of records may
be exempt from disclosure under the provisions of 5 USC 552a(k)(7),
which provide, in part, that evaluation material used to determine
potential for promotion in the armed services may be withheld from
disclosure but only to the extent that the disclosure of such material
would reveal the identity of a source who furnished information to the
government under an express promise that the identity of a source would
be held in confidence, or prior to the effective date of this section,
under an implied promise that the identity of the source would be held
in confidence.
DOT/CG 623
Military Pay and Personnel System.
Department of Transportation (DOT),
a. U.S. Coast Guard (CG), Department of Transportation Computer
Center, 400 7th Street, SW, Washington, DC 20590-0001.
b. U.S. Coast Guard Pay and Personnel Center, 444 S.E. Quincy
Street, Topeka, KS 66683-3591.
c. U.S. Coast Guard, 2100 2nd Street, SW, Washington, DC 20593-
0001.
d. Decentralized data segments are located at the unit maintaining
the individual's pay and personnel record and permanent duty unit.
a. All Coast Guard military personnel, active duty and reserve.
b. Retired reserve Coast Guard military personnel waiting for pay
at age 60.
c. Active duty National Oceanic and Atmospheric Administration
(NOAA) officers.
d. Personnel separated from service in all the preceding
categories.
All categories of records are electronic and/or paper, and may
include identifying information, such as
[[Page 56342]]
name(s), date of birth, home residence, mailing address, social
security number, payroll information, and home telephone number.
Records reflect:
a. Work experience, educational level achieved, and specialized
education or training obtained in and outside of military service.
b. Military duty assignments, ranks held, pay and allowances,
personnel actions such as promotions, demotions, or separations.
c. Enrollment or declination of enrollment in insurance programs.
d. Performance evaluation.
e. The individual's desires for future assignments, training
requested, and notations by assignment officers.
f. Information for determinations of waivers and remissions of
indebtedness to the U.S. Government.
g. Information for the purpose of validating legal requirements for
garnishment of wages.
Title 37 U.S.C. as implemented in GAO Manual for Guidance of
Federal Agencies, Title 2 GAO, Title 6 GAO and Title 14 U.S.C. 92(i).
a. To the Department of Treasury for the purpose of disbursement of
salary, U.S. Savings Bonds, allotments, or travel claim payments.
b. To government agencies to disclose earnings and tax information.
c. To the Department of Defense and Veterans Administration for
determinations of benefit eligibility for military members and their
dependents.
d. To contractors to manage payment and collection of benefit
claims.
e. To the Department of Defense for manpower and readiness
planning.
f. To the Comptroller General for the purpose of processing waivers
and remissions.
g. To contractors for the purpose of system enhancement,
maintenance, and operations.
h. To federal, state, and local agencies for determination of
eligibility for benefits connected with the Federal Housing
Administration programs.
i. To provide an official of another federal agency information
needed in the performance of official duties to reconcile or
reconstruct data files in support of functions for which the records
were collected and maintained.
j. To an individual's spouse, or person responsible for the care of
the individual concerned when the individual to whom the record
pertains is mentally incompetent, critically ill or under other legal
disability for the purpose of assuring the individual is receiving
benefits or compensation they are entitled to receive.
k. To a requesting government agency, organization, or individual
the home address and other relevant information on those individuals
who, it is reasonably believed, might have contracted an illness, been
exposed to, or suffered from a health hazard while a member of
government service.
l. To businesses for the purpose of electronic fund transfers or
allotted pay transactions authorized by the individual concerned.
m. To credit agencies and financial institutions for the purpose of
processing credit arrangements authorized by the individual concerned.
n. To other government agencies for the purpose of earnings
garnishment.
o. To prepare the Officer Register and Reserve Officer Register
which is provided to all Coast Guard officers and the Department of
Defense.
p. To other federal agencies and collection agencies for the
collection of indebtedness and outstanding travel advances to the
federal government.
q. The home mailing addresses and telephone numbers of members and
their dependent/s to duly appointed Family Ombudsman and personnel
within the Coast Guard for the purpose of providing entitlement
information to members or their dependents.
See Prefatory Statement of General Routine Uses, 3 and 5 do not
apply.
The storage is on computer disks, magnetic tape microfilm, and
paper forms in file folders.
Retrieval from the system is by name or social security number and
can be accessed by employees in pay and personnel offices and other pay
and personnel employees located elsewhere who have a need for the
record in the performance of their duties.
Computers provide privacy and access limitations by requiring a
user name and password match. Access to decentralized segments are
similarly controlled. Only those personnel with a need to have access
to the system are given user names and passwords. The magnetic tape
backups have limited access in that users must justify the need and
obtain tape numbers and volume identifiers from a central source before
they are provided data tapes. Paper record and microfilm records are in
limited access areas in locking storage cabinets.
Leave and Earnings Statements, and pay records are microfilmed and
retained on site four years, then archived at the Federal Record
Center, and destroyed when 50 years old. The official copy of the
personnel record is maintained in the Official Officer Service Records,
DOT/CG 626 for active duty officers, the Enlisted Personnel Record
System, DOT/CG 629 for active duty enlisted personnel or the Official
Coast Guard Reserve Service Record, OST/CG 576 for inactive duty
reservists. Duplicate magnetic copies of the pay and personnel record
are retained at an off site facility for a useful life of seven years.
Paper records for waivers and remissions are retained on site six
years, three months after the determination and then destroyed. Paper
records to determine legal sufficiency for garnishment are retained on
site six years, three months after the member separates from the
service or the garnishment is terminated and then destroyed.
a. All information on Coast Guard members other than b., c., and d.
below: AFLAC Incorporated, WITN-TV, Inc. and AFLAC Broadcast
Partners107
(1) For active duty members of the Coast Guard: Chief, Office of
Personnel, Department of Transportation, U.S. Coast Guard Headquarters,
2100 2nd Street, SW, Washington, DC 20593-0001.
(2) For Coast Guard inactive duty reserve members and retired Coast
Guard reservists awaiting pay at age 60: Chief, Office of Readiness and
Reserve, Department of Transportation, U.S. Coast Guard Headquarters,
2100 2nd Street, SW, Washington, DC 20593-0001.
b. For Coast Guard Waivers and Remissions: Chief, Personnel
Services Division (G-PMP), Office of Personnel, U.S. Coast Guard
Headquarters, 2100 2nd Street, SW, Washington, DC 20590-0001.
c. For records used to determine legal sufficiency for garnishment
of wages and pay records: Commanding Officer (LGL), U.S. Coast Guard
Pay and Personnel Center, 444 S.E. Quincy Street, Topeka, KS 66683-
3591.
d. For data added to the decentralized data segment the commanding
officer, officer-in-charge of the unit handling the individual's pay
and personnel record, or Chief, Administrative
[[Page 56343]]
Services Division for individuals whose records are handled by Coast
Guard Headquarters.
e. For NOAA members: National Oceanic and Atmospheric
Administration, Commissioned Personnel Division, 11400 Rockville Pike,
Rockville, MD 20852.
Inquiries should be directed to: a. For all information on Coast
Guard members other than b., c., and d. Below: Department of
Transportation, U.S. Coast Guard Headquarters (G-SII), 2100 2nd Street,
SW, Washington, DC 20593-0001.
b. For records used to determine legal sufficiency for garnishment
of wages and pay records: Commanding Officer, U.S. Coast Guard Pay and
Personnel Center, 444 S.E. Quincy Street, Topeka, KS 66683-3591.
c. For data added to the decentralized data segment the commanding
officer, officer-in-charge of the unit handling the individual's pay
and personnel record, or Chief, Administrative Services Division for
individuals whose records are handled by Coast Guard Headquarters.
Addresses for the units handling the individual's pay and personnel
record are available from the individual's commanding officer.
d. For all information on NOAA members: National Oceanic and
Atmospheric Administration, Commissioned Personnel Division, 11400
Rockville Pike, Rockville, MD 20852.
Contact the addressee under notification procedures and specify the
exact information you desire. Requests must include the full name and
social security number of the individual concerned. Prior written
notification of personal visits is required to ensure that the records
will be available at the time of visit. Photographic proof of identity
will be required prior to release of records. A military identification
card, driver's license or similar document will be considered suitable
identification.
Contact the addressee under notification procedures and specify the
exact information or items you are contesting and provide any
documentation that justifies your claim. Correspondence contesting
records must include the full name and social security number of the
individual concerned.
a. The individual's record from the following systems of records:
(1) Official Officer Service Records, DOT/CG 626.
(2) Enlisted Personnel Record System, DOT/CG 629.
(3) Official Coast Guard Reserve Service Record, DOT/CG 676.
b. Information is obtained from the individual, Coast Guard
personnel officials, National Oceanic and Atmospheric Administration
personnel officials, and the Department of Defense.
DOT/CG 624
Personnel Management Information System (PMIS).
Commanding Officer Pay and Personal Center (PPC), 444 S.E. Quincy
St., Topeka, KS 66683-3591.
All regular Coast Guard personnel on active duty. All reserve Coast
Guard personnel on extended active duty and Reserve personnel on
initial active duty for training.
A single computer record which currently contains about 450 data
elements on each member. Some data elements are used only for enlisted,
others only for officers. The file contains personal information such
as name, place of birth, rank, location, etc. The file also contains
pay date elements which will form the basis for deriving pay
entitlements for Coast Guard military personnel under the Joint Uniform
Military Pay System (JUMPS).
The file is used to produce a number of reports used throughout the
Coast Guard. Types of reports are:
Locator Listing for Headquarters and Districts,
Personnel Roster for the unit to assist in verifying information,
Number of personnel pay grades for advancement levels and budget
expenditures,
Current reports for this system of records are listed in the
Reports Distribution Manual generated by the Coast Guard for this
system.
Queries and batch processing are used to recruitment levels,
Various Coast Guard offices receive the locator listing and
management reports,
Government agencies other than Coast Guard categories see DOT
Prefatory Statement of General Routine Uses, 3 through 5 do not apply.
Disclosures pursuant to 5 USC 552a(b)(12). Disclosures may be made
from this systems to `consumer reporting agencies' (collecting on
behalf of the U.S. Government) as defined in the Fair Credit Reporting
Act (15 USC 1681a(f)) or the Federal Claims Collection Act of 1982 (31
USC 3701(a)(3)).
The storage is on computer disks with tape backups. The file is
updated once a week. Once a month the file is dumped to a tape file for
historical purposes.
Decentralized segments are maintained at each District Office and
at Personnel Support Centers. See Appendix #1 for locations.
Retrieval from the system is by use of name or Social Security
Number or a combination of personal and non-personal characteristics.
Users retrieve information direct from the file through card input
or direct terminal access. Data elements to be retrieved and method of
use are selected by the user.
An extract file containing summary records is produced monthly for
use on a ``time sharing'' system. Retrieval of information from this
extract is by direct terminal access only. Data elements to be
retrieved and method of use are selected by the user.
The computer provides privacy and access limitations by requiring a
user name and password match. In addition each element of the file has
its own level of accessibility which must be held by the user. Only
those staff components at Headquarters with a need to have access to
the file are given user names and passwords. Access to the ``Time
Share'' extract is similarly controlled. The backup tapes and monthly
dumps also have limited access in that users must justify the need
before they are provided the tape numbers.
End-of-Year system backup tapes and day to day transaction tapes
are retained indefinitely. Statistical and other report extract tapes
are recycled into the system and consequently destroyed. Paper working
files are disposed of in accordance with current record disposal
instructions.
[[Page 56344]]
Department of Transportation, Commandant (G-WP), United States
Coast Guard Headquarters, Chief, Office of Personnel Management, 2100
2nd Street, SW, Washington, DC 20593-0001.
Inquiries should be directed to:
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Procedure may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure''. Prior written
notification of personal visits is required to insure that the records
will be available at the time of visit. Proof of identity will be
required prior to release of records. Military identification card,
driver's license or similar document will be considered suitable
identification.
Same as ``Record Access Procedures.''
The data to update the file comes from copies of official service
record entries prepared by field units. The data is entered on tape for
update of the computer files.
DOT/CG 625
Officer Selection and Appointment System.
Department of Transportation (DOT), Commander, U.S. Coast Guard,
Personnel Command, 2100 2nd St., SW, Rm. 1412, Washington, DC 20593-
0001.
Records are also located at each District and Headquarters Unit.
Use Appendix I for locations.
Applicants for Coast Guard Officer Candidate School or direct
commission programs of the Coast Guard.
Information in the system is supplied by applicants and also by
persons, other than the applicants, who submit information pertinent to
the suitability of the applicants for commissioned service in the Coast
Guard.
Officials and employees of the Coast Guard in the performance of
their duties in managing and contributing to the recruitment and
appointment of men and women for officer programs in the regular and
reserve components of the Coast Guard.
The Attorney General of the United States or his authorized
representatives in connection with litigation, fraudulent enlistment or
other matters under the jurisdiction of such agencies.
Official employees of the Veterans Administration and Selective
Service Administration in the performance of their official duties
related to enlistment and reenlistment eligibility and related
benefits.
The Senate or the House of Representatives of the United States or
any committee or subcommittee on matters within their jurisdiction
requiring disclosure of files or records of personnel covered by this
system.
See DOT Prefatory Statement of General Routine Uses, 3 through 5 do
not apply.
Paper records are stored in file folders.
Retrievability The system is indexed alphabetically by name of
applicant and is retrieved by name.
Records kept in file cabinets locked after working hours.
Buildings have 24-hour security guards and limited access.
Application files for non-selected officer candidate applicants are
destroyed after six months and non-selected applicants for direct
commission are destroyed after one year. Files for all selected
applicants are placed in the selectee's officer personnel folder.
Department of Transportation, Commander, U.S. Coast Guard Personnel
Command, 2100 2nd St., SW, Rm. 1412, Washington, DC 20593-0001.
Department of Transportation, United States Coast Guard
Headquarters, Commandant (G-SII), 2100 2nd Street, SW, Washington, DC
20593-0001.
Procedure may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or to the applicable
Coast Guard District Office.
A letter request should contain full name, address, social security
number, approximate date of application, and signature. Proof of
identification will consist of military identification card, driver's
license or other official identification.
Same as ``Record Access Procedures.''
Coast Guard recruiting personnel and employee processing
application. Medical personnel conducting physical examination and
private physicians providing consultations or patient history.
Character and employer references named by applicants. Educational
institutions, staff and faculty members. Selective Service Commission.
Local state and Federal law enforcement agencies. Prior or current
military service record. Commanding officer of Coast Guard unit, if
active duty. Coast Guard offices charged with personnel security
clearance functions.
Other Coast Guard officials and employees in the performance of
their official duties and as specified by current instructions and
regulations promulgated by competent authority.
Portions of this system of records may be exempt from disclosure
under the provisions of 5 U.S.C. 552a(k)(5), which provide, in part,
that investigatory material compiled solely for the purpose of
determining suitability, eligibility, or qualifications for Federal
civilian employment, military service, Federal contracts, or access to
classified information may be withheld from disclosure but only to the
extent that the disclosure of such material would reveal the identity
of a source who furnished information to the Government under an
express promise that the identity of the source would be held in
confidence, or, prior to the effective date of this section, under an
implied promise that the identity of the source would be held in
confidence. Portions of this system of records may be exempt from
disclosure under the provisions of 5 U.S.C. 552a(k)(7), which provide,
in part, that evaluation material used to determine potential for
promotion in the armed
[[Page 56345]]
services may be withheld from disclosure but only to the extent that
the disclosure of such material would reveal the identity of a source
who furnished information to the Government under an express promise
that the identity of a source would be held in confidence, or, prior to
the effective date of this section, under an implied promise that the
identity of the source would be held in confidence.
DOT/CG 626
Official Officer Service Records.
Department of Transportation (DOT), Commander, U.S. Coast Guard
Personnel Command, 2100 2nd St., SW, Rm. 1412, Washington, DC 20593-
0001.
Certain records in the system are maintained at:
National Personnel Records Center, 9700 Page Boulevard, St. Louis,
MO 63112.
Portions of the official service record, e.g., health record,
security status jacket and leave record are maintained at the officer's
unit.
All Commissioned officers of the Coast Guard on active duty,
permanent or disability retired lists. Regular officers who resign and
do not accept a Reserve commission.
General file and service record card.
Fitness File and Officer Summary Records.
Medical File.
Medical history for officers on the Temporary Disability Retired
List.
Fulfillment of normal administrative procedures including
assignment, promotion, training, etc.
Physical Evaluation Boards.
Board for Correction of Military Records.
Answering of Congressional and personal inquiries initiated by the
individual whose record is concerned.
Preparation of forms, statements compilations, and computations
necessary in the daily personnel administration of each individual
entering, reentering or leaving the Coast Guard. (Routine personnel
administration requires copies of this and other service record
material to be included in administrative files physically separated
from the record; however, the original of this material will be
included in the official service record maintained at Coast Guard
Headquarters).
Furnishing of information (authorized and specified by the
individual concerned) normally concerned with employment, educational
or veteran benefits, claims or applications. Furnishing specified
material in an officer's service record pursuant to the order of a
court of competent jurisdiction. Used by:
Authorized Coast Guard Personnel.
Personnel from other Federal Agencies in the conduct of official
business, as authorized by the Chief, Officer Personnel Division or his
designated representative.
See DOT Prefatory Statement of General Routine Uses, 3 through 5 do
not apply.
Disclosures pursuant to 5 USC 552a(b)(12). Disclosures may be made
from this systems to ``consumer reporting agencies'' (collecting on
behalf of the U.S. Government) as defined in the Fair Credit Reporting
Act (15 USC 1681a(f) or the Federal Claims Collection Act of 1982 (31
USC 3701(a)(3)).
Records are maintained on paper and are assembled and filed in one
official service record per member and stored on open shelf files in a
room with controlled access.
Individual records are indexed and retrievable by name and/or last
four digits of member's service number.
During working hours physical access to records is controlled by
the Officer Records Branch. Records are maintained in a central storage
area locked behind two separate doors during non-working hours in the
building, which has roving and static security patrols.
Each individual record is maintained at Coast Guard Headquarters
until three months after retirement/resignation, after which is shipped
to the:
National Personnel Records Center (Military Personnel Records),
9700 Page Boulevard, St. Louis, MO 63132.
After the separation documents are received, records of Reserve
Officers released from active duty and Regular Officers who resign and
accept Reserve Commissions are sent to the Department of
Transportation, United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commander, U.S. Coast Guard Personnel
Command, 2100 2nd St., SW, Rm. 1412, Washington, DC 20593-0001.
Inquiry requests for a determination as to whether this system
contains records on an individual should be made by that individual, in
person or in writing to Department of Transportation, Commandant (G-
SII), United States Coast Guard Headquarters, 2100 2nd Street, SW,
Washington, DC 20593-0001.
Requesters in person will be required to show a valid ID card.
Written request must include the member's name, rank, Social Security
Number, and period of service.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or the local activity
to which assigned for locally maintained portions of subject records.
Proof of identity will be required prior to release of records. A
military identification card, driver's license or similar document will
be considered suitable identification.
Same as ``Record Access Procedures.''
Personal interview and voluntary submissions by individuals.
Training/Educational Reports.
Fitness Reports.
USCG District Offices and other operating units of the Coast Guard.
Portions of this system of records may be exempt from disclosure
under the provisions of 5 USC 552a(k)(5), which provide, in part, that
investigatory material compiled solely for the purpose of determining
suitability, eligibility, or qualifications for Federal civilian
employment, military service, Federal contracts, or access to
classified information may be withheld from disclosure, but only to the
extent that the disclosure of such material would reveal the identity
of a source who furnished information to the Government under an
express promise that the identity of the source would be
[[Page 56346]]
held in confidence, or, prior to the effective date of this section,
under an implied promise that the identity of the source would be held
in confidence. Portions of this system of records may be exempt from
disclosure under the provisions of 5 USC 552a(k)(7), which provide, in
part, that evaluation material used to determine potential for
promotion in the armed services may be withheld from disclosure but
only to the extent that the disclosure of such material would reveal
the identity of a source who furnished information to the government
under an express promise that the identity of the source would be held
in confidence, or, prior to the effective date of this section, under
an implied promise that the identity of the source would be held in
confidence.
DOT/CG 627
Enlisted Recruiting Selection Record System.
Primary System:
Department of Transportation (DOT), Commander, U. S. Coast Guard
Personnel Command, 2100 2nd St., SW, Rm. 1412, Washington, DC 20593-
0001.
Decentralized segments are maintained at:
Coast Guard District offices and Coast Guard recruiting offices.
See Appendix I for locations.
Records and correspondence pertaining to prospective applicants,
applicants for regular and reserve enlisted programs, and any other
individuals who have initiated correspondence pertaining to enlistment
in the United States Coast Guard.
Records and correspondence in both automated and non-automated
forms concerning personal history, education, professional
qualifications, mental aptitude, physical qualifications, character and
interview appraisals, National Agency Checks and certifications,
service performance and congressional or special interests.
Officials and employees of the U.S. Coast Guard in the performance
of their duties in managing and contributing to the recruitment program
of the Coast Guard Reserve.
The Comptroller General or any of his authorized representatives,
upon request, in the course of the performance of duties of duties of
the General Accounting Office relating to the management or quality of
military recruitment. The Attorney General of the United States or his
authorized representatives in connection with litigation, fraudulent
enlistment or other matters under the jurisdiction of such agencies.
Officials and employees of other Departments and agencies of the
Executive Branch of government, upon request, in the performance of
their official duties related to the management or quality of military
recruitment.
Officials and employees of the Veterans Administration and
Selective Service System in the performance of their official duties
related to enlistment and reenlistment eligibility and related
benefits.
The Senate or the House of Representatives of the United States or
any committee or subcommittee on matters within their jurisdiction
requiring disclosure of files or records of personnel covered by this
system.
Such contractors and their employees as are or may be operating in
accordance with an approved official contract with the U.S. Government.
See DOT Prefatory Statement of General Routine Uses; 3 through do
not apply.
Automated records are stored on magnetic tape. Paper records are
stored in file folders.
Alphabetically by name of subject and social security number.
Records are accessible only to authorized personnel within the
Coast Guard recruiting organization and are handled with security
procedures appropriate for documents marked ``For Official Use Only.''
Records are normally maintained for two years and then disposed of
by mutilating, shredding, or burning.
Department of Transportation, Commander, U. S. Coast Guard,
Personnel Command, 2100 2nd St., SW, Rm. 1412, Washington, DC 20593-
0001.
Department of Transportation, Commandant (G-SII-2), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Procedures may be obtained by writing to, or visiting, Commandant
(G-SII) at the address in ``Notification Procedure'' or the appropriate
local office where the record, or portion there of, is filed. Prior
written notification is required to insure that records will be
available at time of visit.
Proof of identity will be required prior to affording access to
records. A military identification card, driver's license, or similar
document, will be considered suitable identification.
Same as ``Record Access Procedures.''
Coast Guard recruiting personnel and administrative staff.
Medical personnel or private physicians providing consultations or
patient history.
Character and employer references. Educational institutions, staff
and faculty members. Selective Service System.
Local, state, and Federal law enforcement agencies. Prior or
current military service records. Members of Congress.
Other officials and employees of the Coast Guard, Department of
Defense and components thereof, in the performance of their duties and
as specified by current instructions and regulations promulgated by
competent authority.
Portions of this system of records may be exempt from disclosure
under the provisions of 5 U.S.C. 552a(k)(5), which provide, in part,
that investigatory material compiled solely for the purpose of
determining suitability, eligibility, or qualification of Federal
civilian employment, military service, Federal contracts, or access to
classified information may be withheld from disclosure but only to the
extent that the disclosure of such material would reveal the identity
of a source who furnished information to the Government under an
express promise that the identity of the source would be held in
confidence or, prior to the effective date of this section, under an
implied promise that the identity of the source would be held in
confidence.
Portions of this system of records may be exempt from disclosure
under the provisions of 5 U.S.C. 552a(k)(7), which provide, in part,
that evaluation material used to determine for promotion in the
[[Page 56347]]
armed services may be withheld from disclosure but only to the extent
that the disclosure of such material would reveal the identity of a
source who furnished information to the Government under an express
promise that the identity of a source would be held in confidence, or,
prior to the effective date of this section, under an implied promise
that the identity of the source would be held in confidence.
DOT/CG 628
Officer, Enlisted, and Recruiter Selection System File.
Department of Transportation (DOT), Commander, U.S. Coast Guard
Personnel Command, 2100 2nd St., SW, Rm. 1412, Washington, DC 20593-
0001.
Civilian or military personnel who have taken the following tests:
U.S. Navy Officer Qualification (OQT), U.S. Navy and U.S. Marine
Corps Aviation Selection (AST), U.S. Navy Basic Test Battery (BTB)
(retests), The Cooperative Tests for Advanced Electronic Training (AET
TESTS).
The 16 Personality Factor Test used for screening of enlisted
personnel for recruiting duty.
Professional Examination for Merchant Mariners.
Card files, answer sheets.
The records are kept to provide the test results if an applicant
(civilian or military) applies for an officer program or is already in
military and interested in certain training programs.
Internal users:
Officer Recruiting, Enlisted Recruiting, Enlisted Personnel,
Training Programs, Merchant Marine, Commanding Officer, Enlisted
Personnel District, Personnel offices, Training Centers and Academy.
Other Government Agencies:
U.S. Navy Recruiting, U.S. Marine Corps, U.S. Navy Bureau of
Medicine and Surgery.
See Prefatory Statement of General Routine Uses: 3 through 5 do not
apply.
File folders, case files.
By name.
Combination--type safe, locked files. Test results are given only
on a need to know basis to authorized personnel.
Only custodian of safes and alternate custodian have access.
Test answer sheets are destroyed after 2 years.
Card file--destroyed after 4 years.
Department of Transportation, Commander, U.S. Coast Guard,
Personnel Command, 2100 2nd St., SW, Rm. 1412, Washington, DC 20593-
0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at the address ``Notification Procedure.'' Proof of identity will
be required prior to release of records. A military identification
card, driver's license or similar document will be considered suitable
identification.
Same as ``Record Access Procedures.''
Individuals concerned and United States Coast Guard recruiting
officials. U.S. Marine Corps officials. U.S. Navy Recruiting officials,
U.S. Navy Bureau of Medicine Surgery officials.
Systems exempted from disclosure under the provisions of 5 U.S.C.
552a(k)(6), which provides, in part, that testing or examination
material used solely to determine individual qualifications for
appointment or promotion in the Federal service may be withheld from
disclosure to the extent that disclosure of these records would
compromise the objectivity or fairness of the testing or examination
process.
Portions of this system of records may be exempt from disclosure
under the provisions of 5 U.S.C. 552a(k)(5), which provide, in part,
that investigatory material compiled solely for the purpose of
determining suitability, eligibility, or qualifications for Federal
civilian employment, military service, Federal contracts, or access to
classified information may be withheld from disclosure but only to the
extent that the disclosure of such material would reveal the identity
of a source who furnished information to the Government under an
express promise that the identity of the source would be held in
confidence or, prior to the effective date of this section, under an
implied promise that the identity of the source would be held in
confidence. Portions of this system of records may be exempt from
disclosure under the provisions of 5 U.S.C. 552a (k)(7), which
provides, in part, that evaluation material used to determine potential
for promotion in the armed services may be withheld from disclosure but
only to the extent that the disclosure of such material would reveal
the identity of a source who furnished information to the Government
under an express promise that the identity of a source would be held in
confidence, or, prior to the effective date of this section, under an
implied promise that the identity of the source would be held in
confidence.
DOT/CG 629
Enlisted Personnel Record System.
Department of Transportation (DOT), Commander, U. S. Coast Guard
Personnel Command, 2100 2nd St., SW, Rm. 1412, Washington, DC 20593-
0001.
Decentralized segments of the system are located at each District
office and Headquarters Unit. See Appendix I for locations.
All enlisted members of the Coast Guard now serving on active duty
(including enlisted members of the Reserve on extended active duty),
and members who have been temporarily or permanently retired or
discharged.
Enlisted contract package, record of emergency; data, leave
records, performance ratings, administrative remarks, medical records.
All other requisite Coast Guard personnel forms, and pertinent
miscellaneous correspondence.
For use in formulating all Coast Guard personnel actions including,
but not limited to, assignment, promotion, reenlistment, retirement,
discharge, determination of entitlement to pay allowances, correction
of records, and disciplinary actions.
[[Page 56348]]
Data is provided to the Veterans Administration for determination
of an individual's eligibility for benefits administered by that agency
and to medical facilities maintained by the Department of Health,
Education and Welfare in conjunction with medical treatment afforded an
individual.
See DOT Prefatory Statement of General Routine Uses: 3 through 5 do
not apply.
Disclosures pursuant to 5 USC 552a(b)(12). Disclosures may be made
from this system to ``consumer reporting agencies'' (collecting on
behalf of the U.S. Government) as defined in the Fair Credit Reporting
Act (15 USC 1681a(f) or the Federal Claims Collection Act of 1982 (31
USC 3701(a)(3)).
Records are maintained in enlisted files record jackets and stored
in file cabinets.
Records are retrievable by name of individual or the last three
digits of the individual's social security number.
Records maintained at Coast Guard Headquarters are located in a
central storage area, locked behind two separate doors during non-
working hours, in a building with a roving security patrol.
Records at field units are maintained in Government office
buildings with off-duty hours security.
During working hours, access to records is controlled by office
personnel.
Individual records are maintained at CG Headquarters until six
months after an enlisted member is discharged, permanently retired for
physical disability, or retired for years of service, after which
records are transmitted for permanent storage to the:
National Personnel Records Center (Military Personnel Records),
GSA, 9700 Page Boulevard, St. Louis, MO 63132.
In the case of members transferred to the Reserve, their records
are sent to Commandant (G-WT) after separation documents are received.
Department of Transportation, Commander, U.S. Coast Guard,
Personnel Command, 2100 2nd St., SW, Rm. 1412, Washington, DC 20593-
0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001. Written request must be signed by individual.
Procedures may be obtained by writing to, or visiting, Commandant
(G-SII) at the address in ``Notification Procedure'' or the local Coast
Guard District or unit administrative officer for the area in which an
individual's duty station is located.
Proof of identity will be required prior to affording an individual
access to records. A military identification card, a driver's license,
or similar document will be considered suitable identification.
Same as ``Record Access Procedures.''
Information is obtained from the individual, and Coast Guard
officials.
Portions of this system of records may be exempt from disclosure
under the provisions of 5 U.S.C. 552a(k)(5), which provide, in part,
that investigatory material compiled solely for the purpose of
determining suitability, eligibility, or qualifications for Federal
contracts, or access to classified information may be withheld from
disclosure but only to the extent that the disclosure of such material
would reveal the identity of a source who furnished information to the
Government under an express promise that the identity of the source
would be held in confidence or, prior to the effective date of this
section, under an implied promise that the identity of the source would
be held in confidence.
Portions of this system of records may be exempt from disclosure
under the provisions of 5 U.S.C. 552a(k)(7), which provide, in part,
that evaluation material used to determine potential for promotion in
the armed services may be withheld from disclosure but only to the
extent that the disclosure of such material would reveal the identity
of a source who furnished information to the Government under an
express promise that the identity of the source would be held in
confidence, or, prior to the effective date of this section, under an
implied promise that the identity of the source would be held in
confidence.
DOT/CG 630
Coast Guard Family Housing.
Department of Transportation (DOT), Commandant (G-WP), United
States Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC
20593-0001.
Decentralized segments are maintained at: Each District and
Headquarters Unit. See Appendix I for locations.
Military and civilian personnel of all pay grades who made
application for government and/or government leased housing. Military
personnel who make applications in locating community housing, married
officers and married E-3 or above (over 2 years service).
Certain government employees occupying government housing. Military
or civilian personnel who have corresponded with the President, a
Congressman, or the Commandant concerning family housing.
Applicant's name, pay grade, marital status, current address and
dependent information maintained for the Coast Guard Housing
Administration Information and Liaison (HAIL) System. Includes family
housing survey; computer data summaries are maintained for the family
housing survey.
Copies of correspondence from an individual to the President, a
Congressman or the Commandant, inquiry sheets, and replies maintained
for congressional correspondence files.
For use by authorized Coast Guard employees in performance of their
duties in placing the applicant in government owned or leased housing
or community housing. Assessing housing needs of District and
Headquarters Units. Answering inquiries from individuals, Congressmen
or the Commandant concerning family housing. Preparing Budgets. See DOT
Prefatory Statement of General Routine Uses.
File folder.
By name of individual, Coast Guard District and date received.
[[Page 56349]]
Records are maintained in locked file cabinets and desk file
drawers.
Records are maintained until the applicant is placed in housing and
then destroyed.
Records concerning congressional correspondence are maintained
indefinitely.
Department of Transportation, Commandant (G-WP), Chief, Office of
Personnel Management, United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001. Written request must be signed by individual whose record is
being requested.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or the local Coast
Guard District Office. See address in Appendix I.
Same as ``Record Access Procedures.''
Information is obtained from applicant, individuals who complete
family housing survey forms, initiate correspondence concerning family
housing and Coast Guard officials.
DOT/CG 631
Family Advocacy Case Record System.
Department of Transportation (DOT), Commandant (G-WP), U. S. Coast
Guard Headquarters, 2100 2nd St. SW, Washington, DC 20593-0001.
Decentralized segments may be maintained at the District,
Maintenance and Logistics Command (MLC), or Headquarters Unit Social
Worker's office, at the duty station of the sponsor, and at selected
medical facilities. Decentralized segments may also be maintained at
the duty station of the District, MLC, or Headquarters Unit Family
Advocacy Representative (FAR) under whose jurisdiction an incident
occurred.
Active duty, reserve and retired personnel and dependents entitled
to care at Coast Guard or any other military medical and dental
facility whose abuse or neglect is brought to the attention of
appropriate authorities, and persons suspected of abusing or neglecting
such beneficiaries.
Medical records of suspected and confirmed cases of family member
abuse or neglect, investigative reports, correspondence, family
advocacy committee reports, follow up and evaluation reports, and any
other supportive data assembled relevant to individual family advocacy
program files.
a. To Federal, State and Local government or private agencies for
coordination of family advocacy programs, medical care, mental health
treatment, civil or criminal law enforcement, and research into the
causes and prevention of family domestic violence.
b. To individuals or organizations providing family support program
care under contract to the Federal Government.
c. See DOT Prefatory Statement of General Routine Uses.
Records may be stored in file folders, microfilm, magnetic tape,
punched cards, machine lists, discs, and other computerized or machine
readable media.
Records are retrieved through indices and cross indices of all
individuals and relevant incident data. Types of indices used, but not
limited to include: Name, social security number, and types of
incidents.
Records are maintained in various kinds of locked filing equipment
in specified monitored or controlled access rooms or areas. Records are
accessible only to authorized personnel. Computer terminals are located
in supervised areas, with access controlled by password or other user
code system.
a. Records will be maintained at a decentralized location until the
case is closed or the sponsor is separated.
b. Upon case closure or separation of the sponsor, the record will
be transferred to Commandant (G-PMP). The record will be retained for 5
years from case closure or date of last action. At the end of 5 years
the record will be destroyed, except for information concerning certain
minor Coast Guard dependents who were victims or suspected victims of
child abuse, neglect or sexual abuse will be retained until the
dependent attains majority.
Commandant (G-WP), Chief, Office of Personnel Management,
Department of Transportation, United States Coast Guard Headquarters,
2100 2nd Street, SW, Washington, DC 20593-0001.
a. Central location: Notarized written requests should contain the
full name and social security number of the member and be addressed to:
Department of Transportation, Commandant (G-SII), United States Coast
Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-0001.
b. Decentralized locations: Notarized written requests should
contain the full name and social security number of the member and be
addressed to the MLC, district, or unit where the individual is
assigned.
Access may be obtained by writing to Commandant (G-SII) at the
address in ``Notification Procedure.''
Same as ``Record Access Procedures.''
Reports from medical personnel, educational institutions, law
enforcement agencies, public and private health and welfare agencies,
Coast Guard personnel and private individuals.
Part of this system may be exempt under 5 U.S.C. 552a(k) (2) and
(5) which provide in part the exemption of investigatory material
compiled for law enforcement purposes or solely for the purposes of
determining suitability, eligibility, or qualifications for Federal
civilian employment, military service, Federal contracts, or access to
classified information, but only to the extent that the disclosure
would reveal the identity
[[Page 56350]]
of a source who furnished information to the Government under an
express promise of confidentiality.
DOT/CG 632
Uniformed Services Identification and Privilege Card Record System.
Department of Transportation (DOT), Commandant (G-WP), United
States Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC
20593-0001.
Dependents of U.S. Coast Guard personnel (active, retired, reserve
and deceased).
Former Coast Guard personnel who have been rated by the Veterans
Administration as one-hundred percent disabled and their eligible
dependents.
Applications for Uniformed Service Identification and Privilege
Card (DD-1172).
Verification for eligibility to possess the Identification and
Privilege Card (DD-1173). Pertinent miscellaneous correspondence.
Used by authorized Coast Guard employees to verify that applicant
is entitled to be issued an Identification and Privilege Card.
Verification provided to other Armed Forces authorized personnel as
required. See DOT Prefatory Statement of General Routine Uses.
Maintained in file folders.
Alphabetical by name.
Maintained in file cabinets. During working hours access to records
is controlled by office personnel. During non-working hours building is
patrolled by roving security guards.
Retained for 10 years after which they are destroyed.
Department of Transportation, Commandant (G-WP), Chief, Office of
Personnel Management, United States Coast Guard Headquarters, 2100 2nd
Street, SW, Washington, DC 20593-0001.
Department of Transportation, United States Coast Guard
Headquarters, Commandant (G-SII), 2100 2nd Street, SW, Washington, DC
20593-0001.
Written request must contain, full name, social security number
(SSN) and be signed by individual.
Procedures may be obtained by writing to, or visiting, Commandant
(G-SII) at the address in ``Notification Procedure.''
Proof of identity will be required prior to affording an individual
access to records. A military identification card, a driver's license,
or similar document will be considered suitable identification.
Same as ``Record Access Procedures.''
Information is supplied by the sponsor and/or his dependents.
DOT/CG 633
Coast Guard Civilian Personnel Security Program.
Department of Transportation (DOT), Commandant (G-WP), United
States Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC
20593-0001.
Decentralized segments are located at:
Each District Office and Headquarters Unit. See Appendix I for
locations.
Coast Guard Civilian Personnel.
Applicants for civilian positions.
Records of civilian security clearance granted. Correspondence and
requests concerning civilian personnel security actions.
For uses in determining eligibility for access to classified
information under Executive Order 11652 and suitability for sensitive
positions.
Categories of users include use by Coast Guard employees in
performance of official duties and use by investigative agents of other
federal agencies.
See DOT Prefatory Statement of General Routine Uses; 3 through 5 do
not apply.
File folder--3 x 5 Index cards.
Records are retrieved by name of individual.
Records are kept in locked cabinets and safes. Individual
identification is required for users of records.
Upon termination of employment investigative files for civilians,
which serve as a basis for security clearances, are returned to the
Civil Service Commission.
A name record of type of investigation is kept for 5 years and then
destroyed by burning.
Department of Transportation, Commandant (G-WP), United States
Coast Guard Headquarters, Chief, Office of Personnel Management, 2100
2nd Street, SW, Washington, DC 20593-0001.
Department of Transportation, United States Coast Guard,
Headquarters, Commandant (G-SII), 2100 2nd Street, SW, Washington, DC
20593-0001.
Written request must be signed by the individual whose record is
being requested.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or the local office
or unit. See addresses in Appendix I.
Proof of identity will be required prior to affording an individual
access to records. A military identification card, a driver's license,
or similar document will be considered suitable identification.
Same as ``Record Access Procedures.''
Civilian Personnel: Civil Service Investigative Reports, Personnel
Security Clearance requests and forms SF-85, SF-86 and SF-171.
Portions of this system of records may be exempt from disclosure
under the
[[Page 56351]]
provisions of 5 USC 552a(k)(5), which provide, in part, that
investigatory material compiled solely for the purpose of determining
suitability, eligibility, or qualifications for Federal civilian
employment, military service, Federal contracts, or access to
classified information may be withheld from disclosure but only to the
extent that the disclosure of such material would reveal the identity
of a source who furnished information to the Government under an
express promise that the identity of the source would be held in
confidence, or, prior to the effective date of this section, under an
implied promise that the identity of the source would be held in
confidence. Portions of this system of records may be exempt from
disclosure under the provisions of 5 USC 552a(k)(7), which provide, in
part, that evaluation material used to determine potential for
promotion in the armed services may be withheld from disclosure but
only to the extent that the disclosure of such material would reveal
the identity of a source who furnished information to the Government
under an express promise that the identity of a source would be held in
confidence, or prior to the effective date of this section, under an
implied promise that the identity of the source would be held in
confidence.
DOT/CG 634
Child Care Program Record System.
At the facility where the care was provided or is being provided.
a. Children enrolled in a U.S. Coast Guard child care program.
b. Children being cared for in U.S. Coast Guard family quarters.
Eligible children of active duty members of the Uniformed Services and
children of Federal employees.
a. Information about the family;
b. Medical history of child;
c. Authorization for emergency medical care;
d. Permission for field trips;
e. Authorization to release child to someone other than parent;
f. Establishment of eligibility for participation in State or
Federally sponsored programs;
g. Communication between the care provider and parents about child;
and,
h. Other necessary records to protect health and safety of
children.
a. Provided to Federal, State, or local governments and agencies to
report medical conditions and other data required by law; to aid in
preventive health and communicable disease control problems.
b. Provided to Department of Agriculture for use in determining
eligibility to participate in the Child Care Food Program.
c. Records for children provided care in U.S. Coast Guard programs
will be in the custody of and disclosed to the care provider.
d. See DOT Prefatory Statement of General Routine Uses.
Maintained on forms in file folders or in computer file.
Name of child.
a. Files are maintained in a secured filing cabinet. Access is
limited to authorized center staff.
b. Files for child care in U.S. Coast Guard family quarters are
maintained in a cabinet or drawer in the quarters.
Child's record file is destroyed 3 years after date of last action.
Registration/medical forms may be sent to another facility if child
transfers. CCFP eligibility records are transferred to an audit file at
the end of each year where they are not retrieved by child's name.
Audit records are destroyed after 3 years or after audited, whichever
is sooner.
Commandant (G-WP), Chief, Office of Personnel Management,
Department of Transportation, United States Coast Guard Headquarters,
Washington, DC 20593-0001.
a. Written request or personal visit to the child care facility
which provided care.
b. Written request to: Department of Transportation, Commandant (G-
SII), United States Coast Guard Headquarters, 2100 2nd Street, SW,
Washington, DC 20593-0001.
Proof of identity may be required prior to permitting access to
records. Written request should include full name of the individual
requester and the full name of the child whose records are requested.
Same as ``Notification Procedure.''
Same as ``Notification Procedure.''
Parents or medical personnel familiar with the child's medical
history.
DOT/CG 636
Personal Affairs Record System Coast Guard Military Personnel.
Department of Transportation (DOT), Commandant (G-WP), United
States Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC
20593-0001.
Decentralized segments at: Each District and Headquarters Unit. See
Appendix I for locations.
Active duty and retired Coast Guard military personnel who have
been subject to damage arising out of domestic relations disputes,
alleged personal indebtedness, and claims of alleged paternity.
Case files containing complaint concerning alleged personal
indebtedness, complaints arising out of domestic relations disputes,
claims of alleged paternity.
Files contain correspondence including investigative steps,
response to complaints and follow up correspondence on recurring
complaints. Index card files contain summary of material contained in
case file for each reference.
For use in attempting to resolve complaints in an expeditious
manner.
For reference in development of future policy. Information is used
by:
Authorized Coast Guard employees in performance of the duties.
Complainant and/or authorized representatives.
See DOT Prefatory Statement of General Routine Uses; 3 through 5 do
not apply.
Case file and card index file.
Alphabetical listing.
[[Page 56352]]
Kept in locked filing cabinet. Personnel are screened prior to
granting access.
Maintained for 5 years after action completed and then destroyed.
Department of Transportation, Commandant (G-WP), United States
Coast Guard Headquarters, Chief, Office of Personnel Management, 2100
2nd Street, SW, Washington, DC 20593-0001.
Department of Transportation, United States Coast Guard
Headquarters, Commandant (G-SII), 2100 2nd Street, SW., Washington, DC
20593-0001.
Written requests must be signed by the individual whose record is
being requested.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or the local Coast
Guard District Office or unit for the area in which an individual's
duty station is located. See Appendix I for addresses. Proof of
identity will be required prior to affording an individual access to
records. A military identification card, a driver's license or similar
document will be considered suitable identification.
Same as ``Record Access Procedures.''
Information is obtained from complainants, their legal
representatives and Coast Guard officials.
DOT/CG 637
Appointment of Trustee or Guardian for Mentally Incompetent
Personnel.
Department of Transportation (DOT), Commandant (G-WP), United
States Coast Guard Headquarters, 2100 2nd Street, SW., Washington, DC
20593-0001.
Decentralized segments are located at: Each District and
Headquarters Unit. See Appendix I for locations.
Active duty and retired Coast Guard military personnel.
Case files containing information relating to the mental
incompetency of certain Coast Guard personnel. Records used to assist
Coast Guard Officials in appointing trustees for mentally incompetent
Coast Guard persons.
Authorized Coast Guard employees in performance of their duties,
prospective appointees, including but not limited to relatives,
lawyers, physicians or other designated representatives. Veterans
Administration upon request for the determination of eligibility for
benefits administered by that agency. See DOT Prefatory Statement of
General Routine Uses; 3 through 5 do not apply.
Locked file cabinet.
Alphabetical listing.
Stored in locked file cabinets. Access restricted to
representatives of incompetent. Identification required, such as, a
military identification card, valid state driver's license, or other
picture identification card.
Maintained for 5 years after action is complete then destroyed.
Department of Transportation, Commandant (G-WP), United States
Coast Guard Headquarters, Chief, Office of Personnel Management, 2100
2nd Street, SW, Washington, DC 20593-0001.
Department of Transportation, United States Coast Guard
Headquarters, Commandant (G-SII), 2100 2nd Street, SW, Washington, DC
20593-0001.
Written request must be signed by trustee or guardian.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or the local Coast
Guard District office or unit having custody of the records. See
Appendix I for addresses.
Same as ``Record Access Procedures.''
Coast Guard officials, legal representatives of individuals and/or
individuals concerned and complainants.
DOT/CG 638
USCG Alcohol Abuse Prevention Program Record System.
a. Commander, Atlantic Area, U.S Coast Guard, Governors Island,
Building 125, 2nd Floor, New York, NY 10004-5000
b. Commander, Pacific Area, U.S. Coast Guard (PCS), Coast Guard Island,
Alameda, CA 94501-5100
Active duty Coast Guard personnel receiving alcohol rehabilitation
treatment.
Alcohol rehabilitation particulars which include: Name, Social
Security Number, Prior Service, Rate/Rank, Date of Birth, History of
Alcohol Abuse, Treatment Center, Dates of Treatment, Notes on
Aftercare, and Final Disposition and Type.
See DOT Prefatory Statement of General Routine Uses; 3 through 5 do
not apply.
Records are maintained on file cards (3'' x 5'') and/or a
computer data base.
Records are retrieved by the name of the individual.
File cards are maintained in locked filing cabinets. The computer
data base is protected by password access limited to Alcohol Program
Managers.
Records will be destroyed three years after last activity.
Commandant (G-WK), United States Coast Guard Headquarters, 2100 2nd
Street, SW., Washington, DC 20593-0001-0001.
Written inquiries shall be submitted to the Alcohol Program Manager
in the
[[Page 56353]]
area in which the member most recently received treatment, at the
following addresses:
a. Commander, Atlantic Area, U.S. Coast Guard, Governors Island,
Building 125, 2nd Floor, New York, NY 10004-5000
b. Commander, Pacific Area, U.S. Coast Guard (PCS), Coast Guard Island,
Alameda, CA 94501-5100
Access may be obtained by writing to, or visiting Commander, U.S.
Coast Guard Maintenance and Logistics Command, Atlantic, or U.S. Coast
Guard Maintenance and Logistics Command, Pacific, at the addresses in
``System location''. Written requests must be signed by the member. An
individual visiting the Maintenance and Logistics Command must provide
identification to obtain access to records. A military identification
card, a driver's license, or similar document will be considered
suitable identification.
a. For individuals undergoing treatment, the record is maintained
at the Coast Guard Maintenance and Logistics Command responsible for
the geographic region where the member is permanently assigned.
b. For individuals who have completed treatment, the record is
maintained at the Coast Guard Maintenance and Logistics Command
responsible for the geographic region where treatment was completed.
Same as ``Record Access Procedures.''
a. Personnel records.
b. Medical records.
c. Security records.
d. Treatment facility reports.
e. Post treatment aftercare reports.
DOT/CG 639
Request for Remission of Indebtedness.
Department of Transportation (DOT), Commandant (G-WP), United
States Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC
20593-0001.
Decentralized segments are located at:
Each District and Headquarters Unit. See Appendix I for locations.
Active Duty Enlisted Coast Guard Personnel.
Files containing correspondence, requests with endorsements,
research material, paneling action, Commandant's decisions.
For use in making determinations based on the best interests of the
individual and the Government.
Categories of users are Coast Guard Officials in performance of
their official duties.
See DOT Prefatory Statement of General Routine Uses: 3 through 5 do
not apply.
Locked filing cabinets.
Alphabetical listing.
Locked filing cabinets.
Retained for 5 years after decision is made, then destroyed.
Department of Transportation, Commandant (G-WP), United States
Coast Guard Headquarters, Chief, Office of Personnel Management, 2100
2nd Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Written requests must be signed by individual.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure'' or the local Coast
Guard District or unit for the area in which an individual's duty
station is located.
Proof of identity will be required prior to affording an individual
access to records. A military identification card, a driver's license
or similar document will be considered suitable identification.
Same as ``Record Access Procedures.''
Information is obtained from individual and Coast Guard Officials.
DOT/CG 640
Outside Employment of Active Duty Coast Guard Personnel.
Department of Transportation (DOT), Commandant (G-WP), United
States Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC
20593-0001.
Decentralized segments are located at: Each District Office and
Headquarters Unit. See Appendix I for locations.
Active Duty and Reserve Coast Guard Personnel.
Correspondence relating to individual's request for part time
employment.
For use by Coast Guard officials in determining in questionable
cases whether an individual should hold a particular job or position.
Both the legality and the propriety of the request are considered.
See DOT Prefatory Statement of General Routine Uses; 3 through 5 do
not apply.
Locked filing cabinets.
Alphabetical listing.
Kept in locked filing cabinet. Access restricted to individuals who
request outside employment, and authorized Coast Guard officials.
Proper identification is required.
Retained indefinitely.
Department of Transportation, Commandant (G-WP), United States
Coast Guard Headquarters, Chief, Office of Personnel Management, 2100
2nd Street, SW, Washington, DC 20593-0001.
Written requests must be signed by the individual whose record(s)
is being requested.
Procedures may be obtained by writing to or visiting Commandant (G-
[[Page 56354]]
SII) at the address in ``Notification Procedure'' above or the local
Coast Guard District Office or unit for the area in which an
individual's duty station is located. See addresses in Appendix I.
Proof of identity will be required, prior to affording an
individual access to records. A military identification card, a
driver's license or similar document will be considered suitable
identification.
Same as ``Record Access Procedures.''
Information is obtained from the individual and Coast Guard
officials.
DOT/CG 641
Coast Guard Special Needs Program.
Department of Transportation (DOT), Commandant (G-WP), United
States Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC
20593-0001.
Decentralized segments of this stem of records may be maintained at
the district, Maintenance and Logistics Command (MLC), or Headquarters
Unit Social Worker's Office, at the duty station of the sponsor, and at
selected medical facilities. Decentralized segments may also be
maintained in the office of the district, MLC, or Headquarters Unit
Family Advocacy Representative (FAR) which serves the unit of the
sponsor.
Active duty and retired Coast Guard personnel and their dependents
who have diagnosed medical, physical, psychological, or educational
need which constitutes a developmental disability or handicapped
condition. Active duty Coast Guard personnel and their dependents
considered for overseas assignment.
Extracts or copies of medical, educational and psychological
records of member and/or dependents with special needs, follow-up and
evaluation reports, and any other data relevant to individual special
needs program files or overseas screening.
a. Provide to Federal Government agencies for coordination of
special needs programs, medical care, mental health treatment, and
monitoring and tracking special needs families.
b. Provide to individuals or organizations providing family support
program care under contract to the Federal Government.
See Prefatory Statement of General Routine Uses.
Records may be stored in file folder, microfilm, magnetic tape,
punched cards, machine lists, discs, and other computerized or machine
readable media.
Records are retrieved through indices and cross indices of all
individuals and relevant incident data. Types of indices used include,
but not limited to: Name, social security number and the diagnosis or
International Classification of Diseases (ICD) code of the special
needs condition.
Records are maintained in various kinds of locked filing equipment
in specified monitored or controlled access rooms or areas. Records are
accessible only to authorized personnel. Computer terminals are located
in supervised areas, with access controlled by password or other user
code system.
a. Records will be maintained at a decentralized location until the
sponsor is separated or the dependent is no longer diagnosed as having
special needs.
b. Upon separation of the sponsor or when the dependent is no
longer diagnosed as having special needs, the record will be
transferred to Commandant (G-PS). After a 3 year retention, the record
will be destroyed.
Chief, Office of Personnel Management (G-WP), Department of
Transportation, United States Coast Guard, Washington, DC 20593-0001.
Inquiries should be directed to:
a. Central location: Notarized written requests should contain the
full name and social security number of the member and be addressed to
Commandant (G-SII), U.S. Coast Guard, Washington, DC 20593-0001.
b. Decentralized location: Notarized written request should contain
the full name and social security number of the member and be addressed
to the MLC, district, or unit where the individual is assigned.
Same as Notification Procedure.
Same as Notification Procedure.
Reports from medical personnel, mental health and educational
institutions, public and private health and welfare agencies and Coast
Guard personnel and private individuals.
DOT/CG 671
Biographical Statement.
Department of Transportation (DOT), Commandant (G-CP), United
States Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC
20593-0001.
Key DOT officials, USCG flag officers.
Individual biographical data.
Public Affairs Staff--uses records for publicity. Personnel
Office--uses records for promotion. See DOT Prefatory Statement of
General Routine Uses.
Paper forms and correspondences are stored in filing cabinets.
By name.
Personnel are screened prior to granting access.
Stored in building having roving security guards during nonworking
hours.
Transferred to historical file upon termination of active duty.
Department of Transportation, Commandant (G-CP), U.S. Coast Guard
Headquarters, 2100 2nd Street, SW, Washington, DC 20593-0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd
[[Page 56355]]
Street, SW, Washington, DC 20593-0001.
Written request must be signed by individual.
Procedures may be obtained by writing to or visiting Commandant (G-
SII) at the address in ``Notification Procedure.''
Proof of identity will be required prior to granting access. A
military identification card, driver's license, or similar document
will be considered suitable identification.
Same as ``Record Access Procedures.''
Individual named in file.
DOT/CG 676
Official Coast Guard Reserve Service Record
Department of Transportation (DOT), United States Coast Guard (CG),
Commandant (G-WT), 2100 2nd Street, SW, Washington, DC 20593-0001.
For official records on discharged, retired, and separated former
members:
General Services Administration (GSA), National Personnel Records
Center (Military Personnel Records), 9700 Page Boulevard, St. Louis, MO
63132.
Decentralized segments are located at:
Each Coast Guard District Reserve office (for District records).
Reserve officer and enlisted personnel (not on extended active
duty) in an active, inactive, retired, discharged, separated or former
member status; including those Reservists released from extended active
duty to fulfill a specified term of obligated inactive reserve service.
Enrolled and disenrolled members of the Temporary Coast Guard Reserve.
Official career history of each Reservist including (as
applicable):
Enlistment contract or Oath of Office. Record of Emergency Data.
Training Course/Educational achievements. Rate/Grade/Rating
qualifications.
Leave record.
Performance of duty marks/fitness reports. Medals and
commendations.
Record of sea duty/duty outside continental United States.
Statements of creditable and former service (including pay base date).
Statements and computations of retirement points. Official orders.
Correspondence pertaining to any/all of the above.
Fulfillment of normal administrative personnel procedures,
including examining and screening for completeness and accuracy of
records and correspondence pertaining thereto. Screening of service
records for advancement, promotion, or retention of individual
Reservists by various Reserve Boards.
Answering of Congressional and personal inquiries initiated by the
individual whose record is concerned.
Preparation of forms, statements, compilations and computations
necessary in the daily personnel administration of each individual
entering, re-entering or leaving the Coast Guard Reserve. Routine
personnel administration requires copies of this and other service
record material to be included in administrative files physically
separated from the record; however, the original copy of this material
will be included in the official service record maintained at Coast
Guard Headquarters.
Furnishing of information (authorized and specified by the
individual concerned) to other agencies or individuals (specified by
the individual concerned) normally concerned with employment,
educational or Veteran's benefits, claims, or applications. Furnishing
specified material in a Reservist's service record pursuant to the
order of a court of competent jurisdiction. Used by:
Individual upon whom records are kept (personal review). File
clerks and personnel from the Office of Reserve and Training (G-WT), in
the normal performance of their duties.
Other personnel within the Coast Guard in the normal performance of
their duties, as authorized by the Chief, Reserve Affairs or his
designated Representative. See Prefatory Statement of General Routine
Uses.
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be
made from this systems to ``consumer reporting agencies'' (collecting
on behalf of the U.S. Government) as defined in the Fair Credit
Reporting Act (15 (U.S.C. 1681a(f)) or the Federal Claims Collecting
Act of 1982 (31 U.S.C. 3701(a)(3)).
Records maintained on paper assembled and filed in one official
service record per member.
Individual Service Records are indexed and retrievable by name and/
or triple terminal digit of member's service number.
Service records are maintained in a central storage area locked
behind two separate doors. During non-working hours the building
security consists of roving and static security patrols.
During working hours physical access to records is controlled by
Records Control Branch personnel.
Individual records are maintained at CG Headquarters until six
months after an enlisted member's separation from the service (three
months for officers), after which it is transmitted for permanent
storage to the:
Military Personnel Record Center (MPRC), National Personnel Records
Center (NPRC), 9700 Page Boulevard, St. Louis, MO 63132.
In the case of retired members, the service record is shipped to
NPRC upon retirement.
Department of Transportation, Commandant (G-WT), Chief, Reserve
Affairs, United States Coast Guard Headquarters, 2100 2nd Street, SW,
Washington, DC 20593-0001.
Inquiry requests for determination whether this system contains
records on an individual should be made by the individual, in person or
in writing to:
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Written requests must be signed by the individual and must include
the member's name, social security number and/or reserve number.
Procedures for access may be obtained by writing to or visiting
Commandant (G-SII) at the address in ``Notification Procedure'' or the
District Office in which an individual's duty station is located. Proof
of identity will be required prior to affording an individual access
(may consist of a military
[[Page 56356]]
identification, driver's license, or other suitable identification.)
Same as ``Record Access Procedures.''
Information contained in a member's service record is obtained from
the individual concerned, CG Headquarters, District offices and other
CG units.
Portions of this system of records may be exempt from disclosure
under the provisions of 5 USC 552a(k)(5), which provide, in part, that
investigatory material compiled solely for the purpose of determining
suitability, eligibility, or qualifications for Federal civilian
employment, military service, Federal contracts, or access to
classified information may be withheld from disclosure but only to the
extent that the disclosure of such material would reveal the identity
of a source who furnished identity of the source would be held in
confidence, or, prior to the effective date of this section, under an
implied promise that the identity of the source would be held in
confidence. Portions of this system of records may be exempt from
disclosure under the provisions of 5 USC 552a(k)(7), which provides, in
part, that evaluation material used to determine potential for
promotion in the armed services may be withheld from disclosure but
only to the extent that the disclosure of such material would reveal
the identity of a source who furnished information to the Government
under an express promise that the identity of the source would be held
in confidence, or, prior to the effective date of this section, under
an implied promise that the identity of the source would be held in
confidence.
Portions of this system of records may be exempt from disclosure
under the provisions of 5 USC 552(k)(6), which provides, in part, that
testing or examination material used solely to determine individual
qualifications for appointment or promotion in the Federal service may
be withheld from disclosure to the extent that disclosure of these
records would compromise the objectivity or fairness of the testing or
examination process.
DOT/CG 677
Coast Guard Reserve Personnel Mobilization System.
Department of Transportation (DOT), Commandant (G-WT), United
States Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC
20593-0001.
Commander Reserve in each Coast Guard District Office (except
17th).
Each District and Headquarters Unit. See Appendix I for locations.
Reserve officer and enlisted personnel (not on extended active
duty) in an Active or Retired status; including those Reservists
released from extended active duty to fulfill a specified term of
obligated inactive Reserve service.
Mobilization and qualification cards and orders. Initial, Annual,
and Retired Screening and Qualification Questionnaires.
Fulfillment of normal administrative procedures including the
examining and screening for completeness and accuracy of records,
correspondence pertaining thereto as a basis for assignment to active
duty for training; special active duty for training or extended active
duty and mobilization billets.
Users of these Records are Coast Guard employees in performance of
official duties.
See DOT Prefatory Statement of General Routine Uses.
Records maintained on paper, punched cards and magnetic tape.
Individual Reservists are indexed by name and/or social security
account number.
Safeguards and controls afforded this system of records are similar
to those normally employed ``For Official Use Only'' material, both at
Headquarters and District Offices. Records are maintained in locked
secure areas when not in use and personnel screening is employed prior
to granting access.
Individual records are maintained at CG Districts and at
Headquarters throughout the members active Reserve status and during
any period in a Retired Status thereafter (as applicable, and for as
long as that member is considered a mobilizing resource). A ``dead
file'' is often maintained for those Reservists transferred,
discharged, or otherwise separated (this procedure varies from District
to District).
The majority of records in this system (in any form) are generally
destroyed immediately after the expiration of their useful life, except
those retained in the aforementioned ``dead files'' (which are
subsequently destroyed one year after placement in the file). The major
exceptions to this policy are the Screening and Qualification
Questionnaires, which are filed in the Reservists District Service
Record.
Records are destroyed by mutilating, shredding or burning.
Commandant (G-WT), United States Coast Guard Headquarters, Chief,
Office of Reserve and Training, 2100 2nd Street, SW., Washington, DC
20593-0001.
Department of Transportation, Commandant (G-SII), United States
Coast Guard Headquarters, 2100 2nd Street, SW., Washington, DC 20593-
0001. Written request must by signed by the individual.
Individual should contact Commandant (G-SII) in person or in
writing at the address in ``Notification Procedure.'' For records
maintained at the District, individual should contact the Commander(s)
at the District to which the individual is assigned. Refer to Appendix
I for addresses.
Same as ``Record Access Procedures.''
Information contained in this system of records is obtained from
the following sources: The individual himself, CG Headquarters. and CG
District Offices.
DOT/CG 678
Reserve Personnel Management Information System (Automated).
Department of Transportation (DOT), Commandant (G-WT), Office of
Reserve Training, United States Coast Guard Headquarters, 2100 2nd
Street, SW., Washington, DC 20593-0001.
Reserve officers and enlisted personnel in an active or inactive
status,
[[Page 56357]]
including retired reservist, and those reservists released from
extended active duty to fulfill a specific term of inactive obligated
service.
Included in RPMIS are the following data concerning each Coast
Guard Reservist in this system which are necessary to administer the
Coast Guard program: name, social security number, present and last
five grades or rates, educational background, civilian and military,
foreign language and proficiency, history of unit assignments and dates
assigned, duty status, date of birth, date of enlistment, appointment
or extension, AFQT scores, source of entry, date of commission, prior
service, date of expiration of obligation, anniversary data on pay base
date, aviation pay and administrative pay, training rate, reserve
category and class, training/pay category, data on ADT for last five
years, number of dependents, Federal withholding exemptions, Selective
Service induction certification, date of completion of Ready
obligation, officer experience indicator, last screening date and
result, civilian occupation, date of last National Agency Check,
Background Investigation and security clearance, domestic emergency
volunteer, date of last physical and immunization, data on special
active duty for training and extended active duty, annual training
date, total retirement points and satisfactory years of service for
retirement purpose, current year retirement point accounting data,
including inactive duty training participation, correspondence course
activity, taxable wages paid and withholdings, uniform allowances,
Servicemen's Group Life Insurance (SGLI) information, mailing address,
and work and home phone number.
The RPMIS is used for the personnel administration of individual
reservists and the overall management of the reserve program. Se
prefatory Statement of General Routine Uses. The Master Personnel File
provides status and qualification listing, expiration of enlistment and
physical reports, strength management reports, unit and district
roster, and advancement and promotion reports. The Pay and Point axle
provides point count statements, budgeting reports, inactive duty and
active duty pay, and retirement eligibility listings. The addresses of
individual reservists are used for mailing paychecks, earning
statements, `The Reservist', and Annual Screening questionnaires.
Records in this system are routinely disclosed to the Treasury
Department to complete payroll checks. Used by: Authorized personnel
from the Office of Readiness and Reserve and the Office of the
Comptroller, authorized personnel on the staff of the various district
commanders in the normal performance of their official duties, the
Deputy Assistant Secretary of Defense for Manpower, Logistics and
Reserve Affairs and others as authorized by Chief, Office of Readiness
and Reserve or his representative.
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be
made from this systems to ``consumer reporting agencies'' collecting on
behalf of the U.S. Government) as defined in the Fair Credit Reporting
Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1982
(31 U.S.C. 3701(a)(3)).
The storage is on computer disks with magnetic tape backups. The
file is updated weekly.
Individual records in the system are retrieved by Social Security
Number.
Magnetic tapes are stored in locked storage areas when not in use
and are accounted for at all times during actual use. Personnel
screening is employed prior to granting access.
Magnetic tapes are used, corrected and updated until the tapes
become physically deteriorated after which they are destroyed. A
reservist's address is maintained on file for approximately one year
after discharge, to allow for processing of annual point statements and
W-2 forms. Audit trails are maintained indefinitely and the Master
Personnel file and Pay and Points file are continually updated.
Commandant (G-WT), Chief, Office of Reserve Training, United States
Coast Guard Headquarters, 2100 2nd Street, SW, Washington, DC 20593-
0001.
Requests to determine if this system contains information on any
individual should be made in person or in writing to: Department of
Transportation, United States Coast Guard Headquarters, Commandant (G-
SII), 2100 2nd Street, SW, Washington, DC 20593-0001. Written request
must be signed by the individual.
Procedures for access to record may be obtained by writing to or
visiting Commandant (G-SII) at the address in ``Notification
Procedure.'' Prior written notification of personal visit will insure
that the record will be available at the time of visit. Proof of
identity will be required prior to release of records. A military
identification or similar document will be considered suitable
identification.
Same as ``Record Access Procedures.''
Information contained in the system is obtained from the
individual, Coast Guard Headquarters and district offices, and the
various operating units of the Coast Guard.
[FR Doc. 96-27733 Filed 10-30-96; 8:45 am]
BILLING CODE 4210-62-P