SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

United States Army

SYSTEM NAME:

Corps of Engineers Management Information System Files (February 22, 1993, 58 FR 10002).

SYSTEM LOCATION:

Finance and accounting offices in Corps of Engineers Division and District Offices; addresses may be obtained from the Chief of Engineers, Headquarters, Department of the Army, ATTN: CERM-F, Washington, DC 20314-1000.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Civilians and military employees of the Corps of Engineers located at Division and District Offices.

CATEGORIES OF RECORDS IN THE SYSTEM:

Employees name, Social Security Number, pay rate, employing office, organizational location, cost codes, functional designator funds, coverage under Fair Labor Standards Act, travel advance record, and similar information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN).

PURPOSE(S):

To compute employee labor and travel costs charged to the job worked on in the management of financial expenditures.

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.

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

STORAGE:

Computer magnetic tape and printouts; microfilm.

RETRIEVABILITY:

By Social Security Number.

Safeguards:

Computers in which system information resides are located in locked rooms which are accessible only to authorized persons possessing a special badge or password. Microfilm produced by contract with vendors is maintained by the contractor under lock and key.

RETENTION AND DISPOSAL:

Cost data as input documents and voucher output listings comprising employee labor and travel costs, and audit trail tapes of valid transactions, are destroyed after 6 years and 3 months; punched cards which process these data are destroyed upon completion of audit by General Accounting Office. Internal/external output files containing these data are destroyed after 30 years. Utility files (output reports for maintaining and controlling transactions) are destroyed after 5 years. Magnetic tape data base containing transactions results processed by the update programs are retained for 30 years. Computer printouts and magnetic tapes are retained on microfilm. Records prior to July 2, 1975 are destroyed after 10 years and 3 months; those on/after July 2, 1975 are December 2, 1975 are destroyed after 6 years and 3 months.

System Manager(s) and Address:

Chief of Engineers, Headquarters, Department of the Army, Washington, DC 20314-1000.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the servicing Comptroller office within the Corps of Engineers, District/Division.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the servicing Comptroller office within the Corps of Engineers, District/Division.

Individuals must provide his/her full name, and Social Security Number.

Contesting Record Procedures:

The Army's rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager.

Record Source Categories:

From the individual; official Army records and reports.

Exemptions Claimed for the System:

None.