[Federal Register Volume 63, Number 99 (Friday, May 22, 1998)]
[Notices]
[Pages 28438-28440]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-13700]
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DEPARTMENT OF TRANSPORTATION
Office of the Secretary
[Docket No. OST-96-1472]
Privacy Act of 1974; Notice to Amend System of Records to Include
a New Routine Use
AGENCY: United States Coast Guard, DOT.
ACTION: Notice to amend system of records to include a new routine use.
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SUMMARY: The Department of Transportation, on behalf of the United
States Coast Guard, proposes to alter a system of records subject to
the Privacy Act of 1974. The records system is the Military Pay and
Personnel System, DOT/CG-623. The system will be altered to include, as
a Routine Use, the provision of information to duly recognized Coast
Guard auxiliary organizations and personnel whose purpose is to provide
morale and welfare information to members or their dependents.
EFFECTIVE DATE: June 29, 1998.
ADDRESS: Interested individuals may comment on this publication by
writing to Ms. Vanester M.Williams, Privacy Act Coordinator, U.S.
Department of Transportation, Office of the Chief Information Officer,
S-80, 400 7th Street, SW., Washington, DC 20590.
FOR FURTHER INFORMATION CONTACT: Inquiries or comments concerning this
[[Page 28439]]
proposed altered system should be directed to Commandant (G-WR-3),
ATTN: Mr. David M. Swatloski, U.S. Coast Guard Headquarters, 2100
Second Street, SW., Washington, DC 20593-0001. If no comments are
received, the proposed change will become effective on the above-
mentioned date. If comments are received, the comments will be
considered and where adopted, the document will be republished with the
change.
SUPPLEMENTARY INFORMATION: DOT systems of records notices subject to
the Privacy Act of 1974 (5 U.S.C. 552a) as amended, have been published
in the Federal Register and are available from the above mentioned
address. The specific change to the record system being amended is
highlighted in italics below in the notice, as amended, which is being
published in its entirety.
DOT/CG-623
Security Classification:
Sensitive.
System name:
Military Pay and Personnel System.
System location:
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.
Categories of individuals covered by the system:
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.
Categories of records in the system:
All categories of records are electronic and/or paper, and may
include identifying information, such as 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.
Authority for maintenance of system:
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).
Purpose:
This system, as described in the Summary, will be altered to
include, as a Routine Use, the provision of information to duly
recognized United States Coast Guard auxiliary organizations and
personnel whose purpose is to provide morale and welfare information to
members or their dependents.
Routine use of records maintained in the system, including categories
of users and the purposes of such uses:
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.
r. The home mailing addresses and telephone numbers of members and
their dependent's to Coast Guard auxiliary organizations officially
recognized by the Commandant whose purpose is to provide family support
programs which enhance the morale and welfare of active duty Coast
Guard members and their dependent's.
See Prefatory Statement of General Routine Uses; items 3 and 5 do
not apply.
Disclosure to Consumer Agencies: None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
The storage is on computer disks, magnetic tape microfilm, and
paper forms in file folders.
Retrievability:
Retrieval from the system is by name or social security number and
can be accessed by employees in pay and
[[Page 28440]]
personnel offices and other pay and personnel employees located
elsewhere who have a need for the record in the performance of their
duties.
Safeguards:
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.
Retention and disposal:
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.
System manager(s) and address:
a. All information on Coast Guard members other than b, c, and d,
below:
(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-PS), 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.
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.
e. For NOAA members: Commissioned Personnel Center, National
Oceanic and Atmospheric Administration, 1315 East-West Highway, Room
12100, Silver Spring, MD 20910-3282.
Notification procedure:
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.
For data added to the decentralized data segment: The commanding
officer or 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: Commissioned Personnel
Center, National Oceanic and Atmospheric Administration, 1315 East-West
Highway, Room 12100, Silver Spring, MD 20910-3282.
Record access procedures:
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, drivers license, or similar document will be considered suitable
identification.
Contesting record procedures:
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.
Record source categories:
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.
Information is obtained from the individual, Coast Guard personnel
officials, National Oceanic and Atmospheric Administration personnel
officials, and the Department of Defense.
Exemptions claimed for the system:
None.
Dated: May 18, 1998.
Eugene K. Taylor, Jr.,
Office of the Chief Information Officer, Department of Transportation.
[FR Doc. 98-13700 Filed 5-21-98; 8:45 am]
BILLING CODE 4910-62-P