ZGC 001
System name:
General Counsel
Case Files (July 18, 2008, 73 FR 41334).
System location:
Office of the General Counsel,
Headquarters, Defense Commissary Agency, ATTN: GC, 1300 E. Avenue,
Categories of individuals
covered by the system:
Any individual who has filed a
claim, a complaint or similar pleading or instituted litigation against the
Defense Commissary Agency in a court, administrative body or in an established
administrative dispute resolution procedure in which a Defense Commissary
Agency employee or the Defense Commissary Agency is named as a party concerning
matters under the cognizance of the General Counsel, Defense Commissary Agency.
Categories of records in the
system:
Name of the party
bringing the action, witnesses, other parties; home address, telephone numbers,
location, type of case and other details including settlement and resolution.
Authority for maintenance of the
system:
5 U.S.C. 301, Department
Regulations and 10 U.S.C. 2482, Commissary stores: operation.
Purpose(s):
The records are used to investigate,
evaluate, adjudicate, defend, prosecute, or settle claims or lawsuits.
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 DoD
'Blanket Routine Uses' set forth at the beginning of the Defense Commissary
Agency'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:
Paper records in file folders and
electronic storage media.
Retrievability:
Name of litigant
and case number.
Safeguards:
Paper and automated records are
stored in rooms with restricted access in a secure building. Access is limited
to the General Counsel staff in performance of their official duties.
Retention and disposal:
Records retained for six years
after final action, then destroyed. Paper records are shredded.
System manager(s) and address:
Supervisory Legal Administrative Specialist,
Office of the General Counsel, Headquarters, Defense Commissary Agency, 1300 E.
Avenue, Fort Lee, VA 23801-1800.
Notification procedure:
Individuals seeking to determine
whether this system of records contains information about themselves should
address written inquiries to the Freedom of Information Act/Privacy Officer,
Defense Commissary Agency, 1300 E Avenue,
The request should contain the
individual's full name, address, and telephone number. These items are
necessary for the retrieval of information.
Requests submitted on behalf of
other persons must include their written authorization.
Record access procedures:
Individuals seeking access to
records about themselves contained in this system of records should address
written inquiries to the Freedom of Information Act/Privacy Officer, Defense
Commissary Agency, 1300 E. Avenue,
The request should contain the
individual's full name, address, and telephone number. These items are
necessary for the retrieval of information.
Requests submitted on behalf of
other persons must include their written authorization.
Contesting record procedures:
The Defense Commissary Agency's
rules for accessing records, for contesting contents and appealing initial
agency determinations are contained in Defense Commissary Agency Directive
30-13; 32 CFR part 327; or may be obtained from the Freedom of Information
Act/Privacy Officer at 1300 E Avenue, Fort Lee, VA 23801-1800.
Record source categories:
From all sources with information
which may impact upon actual or anticipated litigation, e.g., administrative
boards, other record systems within DeCA, DoD, and
third parties who provide information voluntarily or in response to discovery.
Exemptions claimed for the
system:
None.