SYSTEM NAME:
Navy Chaplain Privileged Counseling Files (September 13, 2012, 77 FR 56633)
SYSTEM LOCATION:
Organizational elements of the Department of the Navy. Official mailing addresses are published in the Standard Navy Distribution List.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Navy and Marine Corps members, their dependents and other individuals who have received pastoral counseling from Navy chaplains.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, date and nature of service provided, and Chaplainís notes.
PII that is mentioned by an individual during the course of a counseling interview, even if that PII was not solicited, may become part of a counseling file.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and SECNAVINST 1730.9, Confidential Communications to Chaplains.
PURPOSE(S):
For Navy chaplains to provide and document confidential pastoral care given to counselees.
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:
The DoD Blanket Routine Uses that appear at the beginning of the Navyís compilation of system of records notices may apply to this system.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper and electronic media.
RETRIEVABILITY:
Counseleeís name.
SAFEGUARDS:
Records are maintained in secure, limited access, or monitored areas. Physical entry by unauthorized persons is restricted through the use of locks, guards, passwords, or other administrative procedures. Access to personal information is limited to those individuals who require the records to perform their official assigned duties.
RETENTION AND DISPOSAL:
When no longer needed, chaplain will destroy documents by shredding or other means that leave the information unrecognizable.
SYSTEM MANAGER(S) AND ADDRESS:
Chief of Chaplains, 2000 Navy Pentagon, Washington, DC 20350-2000.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the chaplain who provided the service. Official mailing addresses are published in the Standard Navy Distribution List.
The request should include full name, date of service, and address of the individual concerned and should be signed.
The system manager may require an original signature or a notarized signature as a means of proving the identity of the individual requesting access to the records.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves contained in this system should address written inquiries to the chaplain who provided the service. Official mailing addresses are published in the Standard Navy Distribution List.
The request should include full name, date of service, and address of the individual concerned and should be signed.
The system manager may require an original signature or a notarized signature as a means of proving the identity of the individual requesting access to the records.
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 chaplain.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
FEDERAL REGISTER HISTORY:
February 21, 2008, 73 FR 9549; September 13, 2012, 77 FR 56633