SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Defense Logistics Agency

SYSTEM NAME:

Military Clothing Database (April 12, 2011, 76 FR 20339).

SYSTEM LOCATION:

Data regarding recruits is located at participating Recruit Induction/Training Centers. Please contact the System Manager for more information.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Recruits being inducted at participating Recruit Induction/Training Centers (the Department of the Army, the Department of the Air Force, the U.S. Marine Corps, and the Department of the Navy). These include recruits with special measurement clothing requirements.

CATEGORIES OF RECORDS IN THE SYSTEM:

Individuals name, Social Security Number (SSN), gender, rank, Military Occupational Specialty, duty station, roster ID, Platoon/Company assigned, records of receipts, sales, exchanges, replacements, and returns of individual clothing items, uniform sizes, quantities of clothing items ordered by individuals and branch of military service cost center data which reflects the funding citation that represents which military service is responsible for the individual recruits clothing bag costs.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; DoD Directive 1338.5, Armed Forces Clothing Monetary Allowance Policy; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To establish a database for the purpose of managing military recruit clothing inventories to forecast future clothing needs; to reduce costs and lead times; and to improve the efficiency of clothing distribution for the participating military services. Records are also used to record receipts, sales, exchanges, replacements, and returns of individual clothing items by the recruit.

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 of 1974, these records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

Measurement and size information may be disclosed to garment manufacturers for the purpose of producing military clothing in the necessary sizes.

The DoD Blanket Routine Uses as set forth at the beginning of the Defense Logistics Agencys compilation of systems of records notices also apply to this system.

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

STORAGE:

Records are maintained on paper and electronic storage media.

RETRIEVABILITY:

Individuals name and/or Social Security Number (SSN).

Safeguards:

Records are maintained in secure, limited access, or monitored areas. Database is monitored and access is password protected. Physical entry by unauthorized persons is restricted through the use of locks, guards, passwords, or other administrative procedures. Archived data is stored on discs, or magnetic tapes, which are kept in a locked or controlled access area. Access to personal information is limited to those individuals who require the records to perform their official assigned duties.

RETENTION AND DISPOSAL:

Database/Master maintain for 3 years, followed by 2 years in archive, and then destroy.

Input/source records destroy after 1 year.

Outputs

a. Hard copies destroy after 1 year.

b. Source data (electronic) maintain for 3 years online, followed by 2 years in archive, then destroy.

System Documentation maintain current version and two prior versions for 5 years, then destroy.

System Manager(s) and Address:

Chief, Process Integration Branch, DLA Information Operations, Philadelphia, 700 Robbins Avenue, Philadelphia, PA 19111-5062.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Office, DLA Troop Support, ATTN: BPCA, 700 Robbins Avenue, Building 36, Philadelphia, PA 19111-5096.

Written requests must contain the individuals full name, and the Recruit Induction/Training Centers where inducted/trained. Please contact the System Manager for more information.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Office, DLA Troop Support, ATTN: BPCA, 700 Robbins Avenue, Building 36, Philadelphia, PA 19111-5096.

Written requests must contain the individuals full name, and the Recruit Induction/Training Centers where inducted/trained. Please contact the System Manager for more information.

Contesting Record Procedures:

The DLA rules for accessing records for contesting contents and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.

Record Source Categories:

Information is provided by the recruits being inducted at the participating Recruit Induction/Training Centers and their affiliated Military Service.

Exemptions Claimed for the System:

None.