SYSTEM NAME:

Administrative Grievance Files  (April 01, 2008,  73 FR 17337)

SYSTEM LOCATION:

Organizational elements of the Department of the Navy. Official mailing addresses are published in the Standard Navy Distribution List that is available at http//doni.daps.dla.mil/sndl.aspx.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Navy and Marine Corps civilian employees paid from appropriated funds serving under career, career-conditional, temporary and excepted service appointments by whom grievances exist.

CATEGORIES OF RECORDS IN THE SYSTEM:

Information pertaining to administrative grievances to include but not limit to individuals name, address and Social Security Number (SSN).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN).

PURPOSE(S):

To support management in the processing, administration, and adjudication of grievances and for program evaluation purposes.

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 representatives of the Office of Personnel Management on matters relating to the inspection, survey, audit, or evaluation of Navy and Marine Corps civilian personnel management programs or personnel actions, or such other matters under the jurisdiction of the Office of Personnel Management.

To disclose information on any source from which additional information is requested in the course of processing a grievance to the extent necessary to identify the individual, to inform the source of the

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

STORAGE:

Paper files in folders and electronic storage media.

RETRIEVABILITY:

Filed by last name. SSN is used to differentiate individuals who have the same name.

SAFEGUARDS:

Password controlled system, file, and element access based on predefined need-to-know. Physical access to terminals, terminal rooms, buildings and activities' grounds are controlled by locked terminals and rooms, guards, personnel screening and visitor registers. For contractor operated facilities, client data is kept in a certified data facility. At no time is client data removed from the secure hosting environment and access to client data is only to those employees with a direct functional need. Password complexity, expiration, minimum length, and history will assist in assuring only appropriate personnel have access to client data.

RETENTION AND DISPOSAL:

Complaint records are retained for six years after final adjudication. All other records are retained for two years or destroyed upon separation of the employee, whichever is later.

SYSTEM MANAGER(S) AND ADDRESS:

For Navy Employee Relations Program Manager, Office of Civilian Human Resources, 614 Sicard Street SE, Suite 100, Washington Navy Yard, DC 20374-5072.

For Marine Corps Commandant of the Marine Corps (Code MPC-30), Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-5103.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Commander/Commanding Officer of the activity assigned. Official mailing addresses are published in the Standard Navy Distribution List that is available at http//doni.daps.dla.mil/sndl.aspx.

Written request should contain full name, last four digits of Social Security Number (SSN), and signed request.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Commander/Commanding Officer of the activity assigned. Official mailing addresses are published in the Standard Navy Distribution List that is available at http//doni.daps.dla.mil/sndl.aspx.

Written request should contain full name, last four digits of Social Security Number (SSN), and signed request.

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:

Supervisors; individual; witnesses; correspondence files; emails; and databases.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None. 

FEDERAL REGISTER HISTORY: