SYSTEM NAME:

Defense Logistics Agency Enterprise Hotline Program Records  (May 03, 2012,  77 FR 26260)

SYSTEM LOCATION:

Inspector General, DLA Office of the Inspector General, Headquarters, Defense Logistics Agency, ATTN: DA, 8725 John J. Kingman Road, Stop 2358, Fort Belvoir, VA 22060-6221, and at the offices of the designated Hotline Points of Contact of DLA Primary Level Field Activities or DLA Headquarters Elements. Mailing addresses may be obtained from the System manager below.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Covered individuals include those who use the DLA Enterprise Hotline Program to report suspected fraud, waste, abuse, or mismanagement. Also included are other individuals identified during the inquiry, such as persons interviewed, complainants, witnesses, subjects, and contractor employees.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records resulting from the receipt of a DoD/DLA Hotlines and resulting inquiries number including the date of the complaint; the hotline control number; the name of the complainant(s); the name of the suspect(s); the actual allegations; witness; hotline documents from components transmitting the DoD/DLA Hotline Reports, which normally contain the name of the examining official(s) assigned to conduct the inquiry; background information regarding the inquiry itself, such as the scope of the inquiry; relevant facts discovered; National Stock Number; information received from witnesses and specific source documents reviewed; the examining official's findings, conclusions and recommendations; the disposition of the inquiry; and internal DLA Hotline forms documenting review and analysis of hotline reports; contract number and contractor name and employees name.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; 5 U.S.C., Appendix 3, Inspector General Act of 1978, as amended; DoD Directive 5106.1, Inspector General of the Department of Defense; DoD Directive 7050.1, Defense Hotline Program; DoD Instruction 7050.7, Defense Hotline Procedures; DoD Instruction 7050.8, Defense Hotline Quality Assurance Review (QAR) Program; DoD Directive 5505.6, Investigations of Allegations Against Senior Officials of the Department of Defense; and DLA Instruction 5104, DLA Enterprise Hotline Program.

PURPOSE(S):

To conduct inquiries of reported instances of alleged / suspected fraud, waste, abuse, or mismanagement; to compile statistical information to disseminate on an as needed basis to DLA HQ Elements, DLA Primary Level Field Activities, and the Defense Hotline, DoD; and to provide a record of hotline disposition. Hotlines appearing to involve criminal wrongdoing will be referred to the Defense Criminal Investigative Service or other criminal investigative units of DoD Components.

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 having jurisdiction over or investigative interest in the substance of the allegations for investigative, corrective action, debarment, or reporting purposes. To Government contractors employing individuals who are subjects of a hotline. To DLA contractors or vendors when the Hotline pertains to a person they employ or to a product or service they provide to DoD when disclosure is necessary to accomplish or support corrective action. The DoD 'Blanket Routine Uses' 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 retained in either hard copy or electronic/image format.

RETRIEVABILITY:

Records are retrieved by the name of complainant, witness, contractor employee, and/or subjects; hotline topic; inquiry number; National Stock Number; and/or contract number.

SAFEGUARDS:

Physical entry is restricted by the use of guards, locks, and administrative procedures. System is password controlled with system-generated, forced password-change protocols or also equipped with "Smart Card" technology that requires the insertion of an embedded identification card and entry of a PIN. In addition, computer screens lock after a preset period of inactivity with re-entry controlled by passwords. The DLA Enterprise Hotline Program Database is also password controlled. Access to the database is limited to those DLA Enterprise Hotline Program personnel who require the records in the performance of their official duties. Employees are periodically briefed on their responsibilities regarding privacy information. All individuals granted access to this system of records are to have taken Privacy Act training.

RETENTION AND DISPOSAL:

Records are destroyed/deleted 10 years after completion of case.

SYSTEM MANAGER(S) AND ADDRESS:

Inspector General, DLA Office of the Inspector General, Headquarters, Defense Logistics Agency, ATTN: DA, 8725 John J. Kingman Road, Stop 2358, Fort Belvoir, VA 22060-6221.

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.

Individuals are required to provide their full name, address, and either a notarized signature or a signed and dated unsworn declaration, in accordance with 28 U.S.C. 1746, stating under penalty of perjury under U.S. law that the information contained in the request, including their identity, is true and correct.

If an unsworn declaration is executed within the United States, its territories, possessions, or commonwealths, it shall read I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).

If an unsworn declaration is executed outside the United States, it shall read I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).

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.

Individuals are required to provide their full name, address, and either a notarized signature or a signed and dated unsworn declaration, in accordance with 28 U.S.C. 1746, stating under penalty of perjury under U. S. law that the information contained in the request for access, including their identity, is true and correct.

If an unsworn declaration is executed within the United States, its territories, possessions, or commonwealths, it shall read I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).

If an unsworn declaration is executed outside the United States, it shall read I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).

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:

Information is provided by the DLA Enterprise Hotline, the Defense Hotline, subjects, complainants, witnesses, investigators, examining officials, personnel interviewed, and the Federal/State/DoD/DLA Hotline Program Offices.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information, except to the extent that disclosure would reveal the identity of a confidential source.

Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.

An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and 3, (c) and (e) and published in 32 CFR part 323. For more information, contact the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.

FEDERAL REGISTER HISTORY: