Department of the Navy (Navy and Marine Corps)
Resources Group Personnel Records (April 30, 2008, 73 FR 23442)
Exchange Service Command, 3280
Virginia Beach Boulevard, Virginia Beach,
and at all Navy Exchanges.
addresses for Navy Exchanges are available from the Commander, Navy Exchange
Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
employees, former civilian employees, and applicants for employment with the
Navy Exchange Service Command and Navy Exchanges located worldwide.
Employees who are paid from nonappropriated funds are
regular full time, regular part‑time, temporary full time, temporary part‑time and intermittent.
CATEGORIES OF RECORDS IN THE SYSTEM:
jackets, including but not limited to Personnel Information Questionnaire,
Personnel Action; Certification of Medical Examination Indoctrination
Checklist; Election forms for all life, health, and retirement programs,
applicant participation data for each program; notice of excessive absence and
tardiness and warnings; disciplinary actions; certified record of court
attendance; certified copy of completed military orders for any annual duty
tours with recognized reserve organizations; employee job description; tuition
assistance records; examination papers and tests, if any; evidence of date of
birth, where required; official letters of commendation; cash register
overage/shortage records; report of hearings and recommendations relative to
employees grievances; official work performance rating; designation
beneficiary for unpaid compensation; reference check records; applicant files;
employee profiles; personnel security information (including copies of National
Agency Check (NAC) and Naval Criminal Investigative Service (NCIS) reports);
Certificate of Standards of Conduct and Fraud, Waste and Abuse training; travel
requests, travel allowance and claims record; transportation agreements;
employee affidavits; privilege card application, work assignments, work
performance capability, counseling records, work‑related records,
training records including courses, type and completion dates; and related
Employee Relations Records include notices of excessive absence, tardiness and
warnings; disciplinary actions; unsatisfactory work performance evaluations;
grievances, appeals, complaint and appeal records; reports of potential
grievances and appeals; congressional correspondence; investigative reports and
summaries of personnel administrative actions.
Benefits Records include data relating to Quality Salary Increase, Superior
Accomplishment Recognition Awards, beneficial suggestions and similar awards;
and personnel listings of the aforementioned services.
for all life, health, and retirement programs and claims made for those
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
U.S.C. 301, Departmental Regulations; 29 U.S.C. 201; 29 U.S.C. 633a; 29 U.S.C.
791 and 794a; Pub.L. 93-259, Equal
Employment Act of 1972; and E.O. 9397 (SSN).
suitability for employment, transfer, promotion or retention; to verify
employment; to track travel performed and verify employee received proper
remuneration for the travel performed; to process appraisals and salary
increases; to provide a unique identification number that can be extracted into
other systems with employee credentials (i.e., name, title, supervisor,
department) for Information Technology systems account access and user
provisioning purposes; to recognize accomplishments and contributions made by
employees, and to administer and adjudicate discipline, grievances, complaints,
appeals, litigation, and program evaluations.
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
officers and complaints examiners of the Equal Employment Opportunity
Commission for the purpose of conducting hearings in connection with employees
appeals from adverse actions and formal discrimination complaints.
To a federal
agency in response to its request in connection with the hiring or retention of
an employee, the issuance of a security clearance, the conducting of a security
or suitability investigation of an individual, the classifying of jobs, the
letting of a contract or the issuance of a license, grant or other benefit by
the requesting agency, to the extent that the information is relevant and
To the National
Archives and Records Administration (GSA) in records management inspection
conducted under authority of 5 U.S.C. 2904 and 2906.
In response to a
request for discovery or for appearance of a witness, information that is
relevant to the subject matter involved in the pending judicial or administrative
To officials of
labor organizations recognized under the Civil Service Reform Act when relevant
and necessary to their duties of exclusive representation concerning personnel
policies, practices and matters affecting working conditions.
The DoD 'Blanket Routine Uses that appear at the beginning of
the Navys compilation of systems notices also apply to this system.
NOTE Records of
identity, diagnosis, prognosis or treatment of any client/patient, irrespective
of whether or when he/she ceases to be a client/patient, maintained in
connection with the performance of any alcohol or drug abuse prevention and
treatment function conducted, requested, or directly or indirectly assisted by
any department or agency of the United States, shall, except as provided
herein, be confidential and be disclosed only for the purposes and under the
circumstances expressly authorized in 42 U.S.C. 290dd-2. These statutes take
precedence over the Privacy Act of 1974 in regard to accessibility of such
records except to the individual to whom the record pertains. The DoD 'Blanket Routine Uses do not apply to these records.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
The media in
which these records are maintained vary, but include file folders; magnetic
tapes; automated minicomputer database, compact disks and diskettes (hard
drive); rolodex files; cardex files; ledgers; and
and/or Social Security Number (SSN); employee payroll number.
Locked desks in
supervisors office and also, locked cabinets in locked offices supervised by
appropriate personnel; periodic system backup and microcomputer records to data
cartridge, microcomputer power supply locks and/or hard drive locks; security
RETENTION AND DISPOSAL:
National Personnel Records Center (NPRC), Civilian Personnel Records, St. Louis, MO , 30
days after separation. NPRC will destroy
75 years after birth date of employee (60) years after date of the earliest
document in the file if the date of birth cannot be ascertained) or 5 years
after the latest separation, whichever is later.
SYSTEM MANAGER(S) AND ADDRESS:
Official Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia
Beach, VA 23452-5724.
Holder Director, Benefits/Labor/employee Relations, Navy Exchange
Service Command, 3280 Virginia
Beach Boulevard, Virginia Beach, VA 23452-5724.
Manager at the local Navy Exchange. Mailing Addresses are available from the
Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard,
Virginia Beach, VA
seeking to determine whether this system of records contains information about
themselves should address written inquiries to the Commander, Navy Exchange
Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724,
or to the manager of the local Navy Exchange where employed.
should contain full name, Social Security Number(SSN),
activity where last employed or where last application for employment was filed
and be signed. A list of other offices the requester may visit will be
provided after initial contact is made at the office listed above.
At the time of a
personal visit, requester must provide proof of identity containing the
RECORD ACCESS PROCEDURES:
seeking access to records about themselves contained in this system of records
should address written inquiries to the Commander, Navy Exchange Service
Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724, or to
the manager of the local Navy Exchange where employed.
should contain full name, Social Security Number, activity where last employed
or where last application for employment was filed and be signed. A list
of other offices the requester may visit will be provided after initial contact
is made at the office listed above.
At the time of a
personal visit, requester must provide proof of identity containing the
CONTESTING RECORD PROCEDURES:
The Navys rules
for accessing records, and for contesting contents and appealing initial agency
determinations are published in Secretary of the Navy Instruction 5211.5; 32
CFR part 701; or may be obtained from the system manager.
RECORD SOURCE CATEGORIES:
to whom the record pertains; current and previous supervisors/employers; other
records of the activity concerned; counseling records and comparable papers;
educational institutions; applicants; applicants previous employees; current
and previous associates of the employee named by the employee as references;
other records of activity investigators; witnesses; correspondents;
investigative results and information provided by appropriate investigative
agencies of the Federal Government.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
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.
examination material used solely to determine individual qualifications for
appointment or promotion in the federal or military service, if the disclosure
would compromise the objectivity or fairness of the test or examination process
may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would
compromise the objectivity or fairness of the test or examination process.
rule for this system has been promulgated in accordance with the requirements of
5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and
published in 32 CFR part 701, subpart G. For additional information, contact
the system manager.
FEDERAL REGISTER HISTORY: