SYSTEM NAME:

DLA OGC Student Loan Repayment Program Records  (November 25, 2011,  76 FR 72692)

SYSTEM LOCATION:

Records will be maintained in Defense Logistics Agency Offices of Counsel. Addresses may be obtained from the System Manager below.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Current DLA Office of General Counsel (OGC) employees participating in the DLA OGC Student Loan Repayment Program.

CATEGORIES OF RECORDS IN THE SYSTEM:

Individuals name and Social Security Number (SSN); qualifying student loan name, amount, date, number, lenders name, address and tax identification number, servicing offices name, address and tax identification number and verification; recommendation for participation; and employee service agreement.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 5379, Student Loan Repayments; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

Information will be used as an employee retention incentive for DLA OGC attorneys.

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 of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

Information is provided to the Office of Personnel Management to meet statutory reporting requirements. Data provided does not include personal identifiers.

Information is provided to financial lender institutions for the purpose of facilitating the student loan repayment under 5 U.S.C. 5379.  

The DoD “Blanket Routine Uses” also apply to this system of records.

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

STORAGE:

Records may be stored on paper.

RETRIEVABILITY:

Records are retrieved by the individual’s name.

SAFEGUARDS:

Access to records is restricted to those users who have an official need-to-know in the performance of their duties for the Program. All users are required to have taken Information Assurance and Privacy training annually. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non-duty hours.

RETENTION AND DISPOSAL:

Records for which the employee has completed the service period specified in the service agreement and no disputes have arisen are destroyed 3 years after the end of the service period. 

Records for which the service agreement has not been fulfilled, there are other disputes regarding the agreement or the loan payouts, or the agreement has become the subject of litigation are destroyed when agency counsel provides notice that all pending claims have been resolved, all litigation concluded, and any applicable period for seeking further review has elapsed, or 6 years from the date the facts giving rise to the dispute occurred, whichever is later.

Records for which debt collection is pursued against the employee for repayments made by the Agency are destroyed when agency counsel provides notice that the debt is fully collected, compromised, or settled finally and any applicable period for seeking further review has elapsed.

SYSTEM MANAGER(S) AND ADDRESS:

DLA Land and Maritime Chief Counsel, DLA Land and Maritime, P.O. Box 3990, Columbus, OH 43218-3990.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN:  DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221. 

Inquiry should contain the individual’s full name, current address, and telephone number.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN:  DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221. 

Inquiry should contain the individual’s full name, current address, and telephone number.

CONTESTING RECORD PROCEDURES:

The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN:  DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221. 

RECORD SOURCE CATEGORIES:

Subject individual and lender institution.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY: