DEFENSE PRIVACY AND CIVIL LIBERTIES OFFICE

SYSTEM OF RECORDS NOTICES (SORNs)

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DoD COMPONENT NOTICES

United States Army

A0930-4 CFSC

SYSTEM NAME:

Army Emergency Relief Transaction File (February 22, 1993, 58 FR 10002).

SYSTEM LOCATION:

Army Emergency Relief offices at Army installations. Official addresses may be obtained from the Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0301.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Any of the following who receive Army Emergency Relief financial assistance: Active duty Army personnel and their dependents; members of all Army components retried after completing 20 or more years of active duty and their dependents or retired by reason of physical disability in line of duty and their dependents; dependents of Army personnel missing in action; and eligible widows and orphans of extended active duty Reserve component personnel.

CATEGORIES OF RECORDS IN THE SYSTEM:

Documents accumulated by Army Emergency Relief branches and sections, including financial and loan reports, applications for financial assistance, acknowledgments of remittance and assistance received, collection and indebtedness documents, cash bonds, loan ledgers, control ledgers, canceled checks, prenumbered receipts, and documents.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 3013.

PURPOSE(S):

These records are used by Army Emergency Relief Offices to record and control loans and repayment actions.

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:

The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system.

DISCLOSURE TO CONSUMER REPORTING AGENCIES

Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this system to `consumer reporting agencies' as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Disclosure of records is limited to the individual's name, address, Social Security Number, and other information necessary to establish the individual's identity; the amount, status, and history of the claim; and the agency program under which the claim arose. This disclosure will be made only after the procedural requirement of 31 U.S.C. 3711(f) has been followed.

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

STORAGE:

Paper records in file folders and card files.

RETRIEVABILITY:

By applicant's surname.

Safeguards:

Information in these records is accessible only by Army Emergency Relief Officer and staff.

RETENTION AND DISPOSAL:

Records are active until loan is repaid or determined uncollectible and for 2 years thereafter in the Army Emergency Relief Office; transferred to the records holding area for 1 additional year, following which they are destroyed.

System Manager(s) and Address:

Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0301.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Army Emergency Relief Offices at installations.

Individual should provide full name, rank, Social Security Number, military status, date and place where last Army Emergency loan was obtained, current military or dependent ID card, and signature.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Army Emergency Relief Office which is believed to have pertinent information.