SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

United States Marine Corps

SYSTEM NAME:

NonAppropriated Fund (NAF) Employee File (February 22, 1993, 58 FR 10630).

SYSTEM LOCATION:

Primary system-Marine Corps Exchange Service Branch, Facilities and services Division, Installations and Logistics Department (Code LFE), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775.

Decentralized segments-Marine Corps commands employing NAF personnel. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Personnel, to include off-duty military personnel, applying to or hired by Marine Corps commands which salaries are paid with NAF. File covers NAF employees whose employment was terminated for cause and those who resigned while the subject of a formal investigative proceedings.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records may contain any of the following documents and information on NAF employees - name, home address, home and office telephone number, Social Security Number, employee application, personal history statement, reference data, education, work experience, photograph, work permit, union participation, date of birth, emergency contact information, employee number, military grade (if applicable), job description, job assignment, application for group insurance and retirement plans (or signed waiver), leave and pay data, performance reviews, reports of physical examinations, reports of accident/traffic violations, warning notices of excessive absence and tardiness, reports of grievances hearings/disciplinary action, record of court attendance, certified copy of completed military order for any annual duty tours with recognized military Reserve organizations, security clearance data, bad debt notices, employment compensation documents, commendations and awards, separation information (to include the mailing address of the command from which the individual was separated.)

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations; and 10 U.S.C. 5031.

PURPOSE(S):

To maintain NAF personnel records on employment acceptability , assignments, pay, promotion, performance evaluations, security, growth potential, leave, awards, benefits and entitlements, disciplinary and grievances proceedings, appeals, discrimination complaints, retirement/separation, terminations, physical evaluations and audits.

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 Marine Corps’ compilation of systems of records notices apply to this system.

By court order in connection with matters before a federal, state or municipal court.

To investigative, security and law enforcement agents Federal agencies who have submitted written requests for access to the file, with jurisdiction thereof, pertaining to the conduct of Government business under their respective jurisdictions and the names of specified agents having a need for such access.

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

STORAGE:

Paper records in file folders and binders, magnetic tapes and disc.

RETRIEVABILITY:

Alphabetically, by Social Security Number or NAF identification number.

Safeguards:

Respective commands employ one or more safeguards such as locked containers, locked rooms, locked buildings, access by authorized personnel only, and employment of security guards.

RETENTION AND DISPOSAL:

Records are maintained for period of employment plus five years. Records of employees transferring to another NAF activity are transferred to the new activity. Records of separated employees are transferred to the National Personnel Record Center, 111 Winnebago Street, St. Louis, MO 63118-4199.

System Manager(s) and Address:

Commandant of the Marine Corps, Headquarters, U.S. Marine Corps (Code LFE), Washington, DC 20380-1775.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps, Headquarters, U.S. Marine Corps (Code LFE), Washington, DC 20380-1775.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps, Headquarters, U.S. Marine Corps (Code LFE), Washington, DC 20380-1775.

Contesting Record Procedures:

The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager.

Record Source Categories:

Employee applications, personal interviews, former employers and supervisors, investigative and law enforcement agencies, originators of correspondence, employee references, schools, physicians and employing command.

Exemptions Claimed for the System:

None.