SYSTEM NAME:

Civilian Overseas Quarters and Lodging Allowances  (March 18, 1997,  62 FR 12806)

SYSTEM LOCATION:

Overseas organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices.

Appropriated and non-appropriated fund U.S. civilian employees eligible for allowance.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

CATEGORIES OF RECORDS IN THE SYSTEM:

Employee's name, grade, address, rent and utility expenses, living quarters and lodging allowance, and name of family and/or members.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations and E.O.s 9397 (SSN), 10903, 10970, 10853, and 10982.

PURPOSE(S):

To record civilian overseas employee's living quarters and/or temporary lodging allowance entitlement.

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

To officials of the Department of State for the purpose of monitoring the level of allowances that Navy is authorized.

The 'Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records notices apply to this system.

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

STORAGE:

Paper records and computerized data base.

RETRIEVABILITY:

Name and Social Security Number.

SAFEGUARDS:

Access provided on need to know basis only. Access to computerized and manual records is limited he control of authorized personnel during working hours. The office space in which the file cabinets are located is locked outside of official working hours. Access to computerized data base is password protected.

RETENTION AND DISPOSAL:

Files are retained for four years and then destroyed.

SYSTEM MANAGER(S) AND ADDRESS:

Overseas commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Commanding Officer at the overseas activity where he or she is assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records.

Requester should include full name, Social Security Number, and dates assigned to the activity.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer at the overseas activity where he or she is assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records.

Requester should include full name, Social Security Number, and dates assigned to the activity.

CONTESTING RECORD PROCEDURES:

The Navy's 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:

Individual and official personnel files.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY: