SYSTEM NAME:

Army Gift Donation Program  (July 25, 2008,  73 FR 43417)

SYSTEM LOCATION:

Headquarters, Department of the Army, staff and field operating agencies, major commands, installations and activities receiving gifts and donations pursuant to the Army’s gift donation program. Official mailing addresses are published as an appendix to the Army's compilation of record system notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Individuals, corporations or agencies that submit donations and gifts to the Army and soldier and family programs. Such programs include the Soldier and Family Assistance Centers, Family Readiness Groups, Child, Youth and Schools’ Programs, Soldier and Recreation Programs, and Social Entertainment Programs.

CATEGORIES OF RECORDS IN THE SYSTEM:

Individual’s name, address, email address, donation amount, type of gift, intended recipient, credit card information such as account number, card security code and expiration date, bank account numbers, affiliation with private organization or company, and disposition of gift or donation.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 3013, Secretary of the Army; 26 U.S.C. 6041, Information at Source; 10 U.S.C. 2601, Acceptance of Gifts and Services; 10 U.S.C. 2608, Acceptance of Gifts and Services; DoD Financial Management Regulation 7000.14-R, Operation and Use of General Gift Funds of the Department of Defense and Coast Guard; AR 1-100, Gifts and Donations; AR 1-101, Gifts for Distribution to Individuals; and AR 870-20, Army Museums, Historical Artifacts, and Art.

PURPOSE(S):

To approve and facilitate the receipt of gifts and donations to the Army from individuals, corporations or agencies.

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 the Army’s compilation of systems of records notices also apply to this system.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Electronic storage media and paper files.

RETRIEVABILITY:

Individual’s name.

SAFEGUARDS:

Records are kept in datacenter facilities that are secured 24 hours a day with restricted access. Data access is restricted to specific individuals with a business need-to-know or having an official need therefore. Additionally, all applicable Information Assurance controls are in place to ensure security of the information and non-repudiation.

RETENTION AND DISPOSAL:

Disposition pending (until the National Archives and Records Administration has approved retention and disposition of these records, treat as permanent).

SYSTEM MANAGER(S) AND ADDRESS:

Office of the Administrative Assistant to the Secretary of the Army, ATTN: Army Gift Program, 105 Army Pentagon, Room 3E585, Washington DC 20310-0105.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Army activity to which the gift or donation was submitted. If unsure you may submit to Office of the Administrative Assistant to the Secretary of the Army, ATTN: Army Gift Program, 105 Army Pentagon, 3E585, Washington DC 20310-0105.

Individuals or organization must provide name, proof of identification, and details such as the date, amount and designated activity regarding the donation or gift.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Army activity to which the gift or donation was submitted. If unsure you may submit to Office of the Administrative Assistant to the Secretary of the Army, ATTN: Army Gift Program, 105 Army Pentagon, 3E585, Washington DC 20310-0105.

Individuals or organization must provide name, proof of identification, and details such as the date, amount and designated activity regarding the donation or gift.

CONTESTING RECORD PROCEDURES:

The Army’s rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 DFR part 505; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

From the individual and from DoD and Army activities.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY: