SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

National Geospatial-Intelligence Agency

SYSTEM NAME:

Leave Record Files (February 22, 1993, 58 FR 10189).

SYSTEM LOCATION:

Office of the Comptroller, Finance and Accounting Division. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

All civilian employees of DMA.

CATEGORIES OF RECORDS IN THE SYSTEM:

Record of official annual accumulation and use of employee's leave.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

21 U.S.C. 1175

PURPOSE(S):

To record official annual accumulation and use of employee's leave.

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 DMA's 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:

Magnetic tapes and printouts.

RETRIEVABILITY:

Files are by payroll block number, organization, and name.

Safeguards:

Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access.

RETENTION AND DISPOSAL:

Applications for leave - Destroy on receipt of audit completion letter.

Remaining Files: Destroy after 6 years, 3 months old, or 90 days after receipt of audit completion letter.

System Manager(s) and Address:

Finance and Accounting Division, ST L-5, DMA St. Louis, 3200 South Second Street, St. Louis, IL 63118-3399.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Finance and Accounting Division, ST L-5, DMA St. Louis, 3200 South Second Street, St. Louis, IL 63118-3399.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to Finance and Accounting Division, ST L-5, DMA St. Louis, 3200 South Second Street, St. Louis, IL 63118-3399.

Written requests for information should contain the full name of the individual, current address and telephone number, and Social Security Number. Visits are limited to normal working hours.

For personal visits, the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified.

Contesting Record Procedures:

DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager.

Record Source Categories:

Time and attendance cards initialed by employee. Accumulation and use of leave.

Exemptions Claimed for the System:

None.