SYSTEM NAME:

Suggestion Files  (June 15, 2012,  77 FR 35946)

SYSTEM LOCATION:

Headquarters, Defense Logistics Agency, ATTN: J14, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221 and the Defense Logistics Agency (DLA) Primary Level Field Activities. Official mailing addresses are published as an appendix to DLAs compilation of records systems notices.

 

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Individuals who have submitted suggestions to improve the economy, efficiency, or operation of the Defense Logistics Agency and the Federal government.

CATEGORIES OF RECORDS IN THE SYSTEM:

File contains individual's name, work address and telephone numbers, organization, background material and evaluations submitted in support of suggestion program, and award or recognition documents authorized for a suggestion.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1124, Cash awards for disclosures, suggestions, inventions, and scientific achievements; and DoD Manual 1400.25-M, DoD Civilian Personnel Manual, subchapter 451, Awards.

PURPOSE(S):

Information is maintained to evaluate suggestions, to process award or recognition documents, and to prepare reports.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

In addition to the 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:

To Federal, state, and local agencies and private organizations to research and evaluate suggestions or to process award or recognition documents.

The DoD 'Blanket Routine Uses' may also apply to this system of records.

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

STORAGE:

Records are maintained on paper.

RETRIEVABILITY:

Records are retrieved by record subject's name, and/or suggestion number.

SAFEGUARDS:

Access is limited to those individuals who require access to the records to perform official, assigned duties. Physical access is limited through the use of locks, guards, card swipe, and other administrative procedures. Individuals granted access to the system of records receives Information Assurance and Privacy training.

RETENTION AND DISPOSAL:

Records are destroyed 3 years after disapproval, completion of testing, or permanent implementation, as applicable.

SYSTEM MANAGER(S) AND ADDRESS:

Defense Logistics Agency Suggestion Policy Office, Human Resources Program Implementation, ATTN: J14, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether this system of records contains information about themselves 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 record subject's full name, work address, type of award, suggestion description, and activity at which nomination or suggestion was submitted.

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 record subject's full name, work address, type of award, suggestion description, and activity at which nomination or suggestion was submitted.

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:

Record subject, DLA supervisors, and individuals who evaluate the suggestions.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

March 8, 2010, 75 FR 10473; June 15, 2012, 77 FR 35946