SYSTEM NAME:

SCOUT and Public Affairs Files  (June 28, 2012,  77 FR 38598)

SYSTEM LOCATION:

Office of the Inspector General Department of Defense, 4800 Mark Center Drive, Alexandria, Virginia 22350-1500.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Any individual(s) who writes or contacts the OIG DoD requesting general information.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records created or compiled in response to an inquiry, to include the response to the inquiry. Records may include staff packages, complaints, appeals, grievances, investigations, news media reports and articles pertaining to the DoD OIG military and civilian officials and Presidential Appointees to document the nature and details of inquiries; news media reports and articles pertaining to DoD OIG components, commands and/or systems; Congressional testimony and/or hearing transcripts; DoD military and civilian personnel speeches; Presidential and Congressional speeches pertaining to DoD OIG interests.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

The Inspector General Act of 1978 (Public Law 95-452), as amended; DoD Directive 5106.1 (32 CFR part 312), Inspector General of the Department of Defense; DoD Directive 5122.5, Assistant Secretary of Defense for Public Affairs; DoD Directive 5230.9, Clearance of DoD Information for Public Release; and OIG Memorandum, Subject: Public Release of Information from the Office of the Inspector General, Department of Defense, June 27, 2003.

PURPOSE(S):

To collect information about DoD OIG activities and functions and maintain a record of actions taken and responses.

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' published at the beginning of the OIG DoD 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 and electronic records are stored in file folders, computerized index listings and electronic storage media on local area network.

RETRIEVABILITY:

Retrieved by name, subject or document date.

SAFEGUARDS:

Paper records are stored in file cabinets located in an office suite, accessible only to OIG DoD personnel who must use the records to perform their duties. Computer systems in which records reside are protected through the use of assigned user identification(s) and multiple levels of passwords restricting access. Records are secured in a guarded building.

RETENTION AND DISPOSAL:

Recordkeeping copies (paper) destroy after 1 year. Copies created on electronic mail and word processing systems delete after recordkeeping copy has been produced.

SYSTEM MANAGER(S) AND ADDRESS:

Office of the Inspector General Department of Defense, 4800 Mark Center Drive, Alexandria, Virginia 22350-1500.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, Office of the Inspector General, Department of Defense, 4800 Mark Center Drive, Alexandria, Virginia 22350-1500.

Written request should contain the individual's full name, all former names and any alias(s) of the requester under which the file may be maintained. The request must be signed.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information and Privacy Act Office, Office of the Inspector General Department of Defense, 4800 Mark Center Drive, Alexandria, Virginia 22350-1500.

Written request should contain the individual's full name, all former names and any alias(s) of the requester under which the file may be maintained. The request must be signed.

CONTESTING RECORD PROCEDURES:

The OIG's rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in DoD Directive 5106.1 (32 CFR part 312) or may be obtained from the System Manager.

RECORD SOURCE CATEGORIES:

Information obtained from the Department of Defense Military Services and Components, U.S. Congress, DoD OIG Hotline, general public, public media, and source documents such as reports of investigation and/or audit.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

During the course of processing a request, exempt materials from other systems of records may become part of the records in this system. To the extent that copies of exempt records from those other systems of records are entered into this system, the Office of the Inspector General, DoD, hereby claims the same exemptions for the records from those other systems that are entered into this system, as claimed for the original primary systems of records which they are a part. 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 312. For additional information contact the system manager.

FEDERAL REGISTER HISTORY:

June 28, 2012, 77 FR 38598; August 7, 2006, 71 FR 44667