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Notice

Privacy Act of 1974; System of Records

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Information about this document as published in the Federal Register.

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This document has been published in the Federal Register. Use the PDF linked in the document sidebar for the official electronic format.

Start Preamble

AGENCY:

Office of the Secretary, DoD.

ACTION:

Notice to alter a system of records.

SUMMARY:

The Office of the Secretary of Defense proposes to alter a system of records notice in its inventory of record systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended. The alteration adds a new category of records being maintained and a new purpose for these records.

DATES:

The changes will be effective on January 16, 2002 unless comments are received that would result in a contrary determination.

ADDRESSES:

Send comments to OSD Privacy Act Coordinator, Records Management Section, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.

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FOR FURTHER INFORMATION CONTACT:

Mr. David Bosworth at (703) 601-4722 x124.

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SUPPLEMENTARY INFORMATION:

The Office of the Secretary of Defense notices for systems of records subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended, have been published in the Federal Register and are available from the address above.

The specific changes to the records systems being altered are set forth below followed by the notices, as amended, published in their entirety.

The proposed systems reports, as required by 5 U.S.C. 552a(r) of the Privacy Act of 1974, as amended, were submitted on October 24, 2001, to the House Committee on Government Reform, the Senate Committee on Governmental Affairs, and the Office of Management and Budget (OMB) pursuant to paragraph 4c of Appendix I to OMB Circular No. A-130, “Federal Agency Responsibilities for Maintaining Records About Individuals,” dated February 8, 1996 (February 20, 1996, 61 FR 6427).

Start Signature

Dated: December 4, 2001.

L.M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

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DPAD 12

System name:

DOD National Media Pool Files (February 22, 1993, 58 FR 10227).

Changes:

* * * * *

System name:

Delete entry and replace with “DoD National Media Pool and Pentagon Correspondent Files”.

* * * * *

Categories of individuals covered by the system:

Add a new paragraph to entry “Pentagon correspondents who may conduct interviews with Pentagon executive level personnel.”

Categories of records in the system:

Add a new paragraph to entry “Pentagon correspondents files consist of their photographs and biographies.”

* * * * *

Purpose(s):

Delete entry and replace with “Media Pool Files are used to issue Pentagon building passes, Media Pool Press Passes, orders, to arrange foreign country clearances and visas, and to determine individual's suitability/preparedness for deployment with the media pool.

“Pentagon correspondent records are used by Pentagon executive level personnel to provide a brief summary of a correspondent's professional experience and background.”

* * * * *

Retrievability:

Delete entry and replace with “Paper records are retrieved by individual’s last name, Social Security Number, bureau, or organization. Electronic records are retrieved by last name, Social Security Number and/or news organization.”

Safeguards:

Add to entry “Electronic records are accessible only by the Directorate of Start Printed Page 64961Defense Information administrative staff.”

* * * * *

DPAD 12.0

System name:

DoD National Media Pool and Pentagon Correspondent Files.

System location:

Office of the Assistant Secretary of Defense (Public Affairs), Directorate for Plans, Room 2D757, 1400 Defense Pentagon, Washington, DC 20301-1400 for Media Pool records.

Office of the Assistant Secretary of Defense (Public Affairs), Directorate of Defense Information, 1400 Defense Pentagon, Room 2E765, Washington, DC 20301-1400 for the Pentagon Correspondent records.

Categories of individuals covered by the system:

Civilian media representatives nominated by their respective bureaus to be members of the DoD National Media Pool.

Pentagon correspondents who may conduct interviews with Pentagon executive level personnel.

Categories of records in the system:

DoD National Media Pool files consist of accreditation and other questionnaires and forms soliciting the media correspondent’s name, age, nationality, Social Security Number, office and home addresses and phone numbers, passport information, medical information, and person to be notified in an emergency effecting individual.

Pentagon correspondent files consist of their photographs and biographies.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 138; and E.O. 9397 (SSN).

Purpose(s):

Media Pool Files are used to issue Pentagon building passes, Media Pool Press Passes, orders, to arrange foreign country clearances and visas, and to determine individual's suitability/preparedness for deployment with the media pool.

Pentagon correspondent records are used by Pentagon executive level personnel to provide a brief summary of the correspondent's professional experience and background.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The DoD “Blanket Routine Uses” set forth at the beginning of OSD's compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:

Paper records in file folders and computerized electronic records.

Retrievability:

Paper records are retrieved by individual's last name, Social Security Number, bureau, or organization. Electronic records are retrieved by last name, Social Security Number, and/or news organization.

Safeguards:

Records are accessed by authorized personnel with an official need-to-know who have been trained for handling Privacy Act information. Electronic records are accessible only by the Directorate of Defense Information administrative staff.

Retention and disposal:

National media files are cut off annually and kept in the office for 5 years. Files are then transferred to the Washington National Records Center for 25 years. They are then offered to the National Archives for permanent retention after 25 years.

Pentagon correspondent files disposition pending (until NARA has approved a retention and disposition schedule, records will be treated as permanent).

System manager(s) and address:

For DoD National Media Pool files: Office of the Assistant Secretary of Defense (Public Affairs), Directorate for plans, Room 2D757, 1400 Defense Pentagon, Washington, DC 20301-1400.

For Pentagon Correspondent files:

Deputy Director, Directorate for Defense Information, Office of the Assistant Secretary of Defense (Public Affairs), 1400 Defense Pentagon, Room 2E765, Washington, DC 20301-1400.

Notification procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the appropriate System manager above.

The request should contain individual's full name, individual's Social Security Number, and bureau or organization where employed.

Record access procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the appropriate System manager above.

The request should contain individual's full name, individual's Social Security Number, and bureau or organization where employed.

Contesting record procedures:

The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.

Record source categories:

Accreditation and other questionnaires and forms completed or provided by the individual and information provided by the individual's employer or bureau.

Exemptions claimed for the system:

None.

End Supplemental Information

[FR Doc. 01-30495 Filed 12-14-01; 8:45 am]

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