Sorn S500.41

DOD COMPONENT NOTICES
Defense Logistics Agency
S500.41

SYSTEM NAME:
Vehicle/Traffic Incident Files (April 24, 2009, 74 FR 18698).

SYSTEM LOCATION:
Public Safety and Security Office, Headquarters, Defense Logistics Agency, 8725 John J.
Kingman Road, Suite 3533, Fort Belvoir, VA 22060-6220 and the Public Safety and Security
Offices of the DLA field activities. Addresses may be obtained from the system manager.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Any person involved in a vehicle traffic accident or traffic incident on property controlled by
the Defense Logistics Agency (DLA), and individuals involved in traffic incidents while operating
or occupying a DLA-controlled vehicle.

CATEGORIES OF RECORDS IN THE SYSTEM:
The file includes name, addresses, Social Security Number (SSN), telephone numbers, vehicle
description and data, vehicle license data, operator license data, insurance data, emergenc y
contact and similar data. The file also includes reports, sketches, photographs, medical reports
and related papers concerning traffic accident investigation and case disposition, traffic
tickets, documents relating to withdrawal of driving privileges, s ubstance influence reports,
and reports of corrective or disciplinary action taken.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; National
Highway Safety Act of 1966 (23 U.S.C. 401, Highway Safety, et seq.); and E.O. 9397 (SSN).

PURPOSE(S):
Information is maintained for purposes of accident cause identification and to formulate
accident prevention programs for improvement in traffic patterns and for preparation of
statistical reports required by higher authority.
Information is used by Security Officers and DLA police to determine actions required to correct
the cause of the accident. In cases involving personal injury, to provide verification in
processing workmen's compensation cases.
Claims Officers to determine validity of claims against U.S. Government, when such are filed by
a person involved in an accident.
DoD Medical personnel to make medical determinations about individuals involved in accidents.

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 of
1974, these records contained therein may specifically be disclosed ou tside the DOD as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
To medical and emergency personnel to make medical and safety determinations about
individuals involved in accidents.
To the Department of Labor, Office of Workers' Compensation for the purpose of processing
workers' compensation claims.
The DoD Blanket Routine Uses also apply to this system of records.

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

Records may be stored on paper and/or on electronic storage media.

RETRIEVABILITY:
Records are retrieved by name of person involved, Social Security Number (SSN), ticket or
police report number.

SAFEGUARDS:
Records are maintained in areas accessible only t o DLA Headquarters and field activities
security supervisory and staff personnel who use the records to perform their duties. All
records are maintained on closed military installations with security force personnel performing
installation access control and random patrols. Common Access Cards and personal
identification numbers are used to authenticate authorized desktop and laptop computer
users. Computer servers are scanned quarterly or monthly to assess system
vulnerabilities. Systems security updates are accomplished daily. The computer files are
password protected with access restricted to authorized users with a need for the
information. Records are secured in locked or guarded buildings, locked offices, or locked
cabinets during non duty hours, with access restricted during duty hours to authorized users
with a need for the information.

RETENTION AND DISPOSAL:
Destroy after 2 years; however, where the possibility for a claim exists, the record will be
destroyed after 6 years, 3 months.

SYSTEM MANAGER(S) AND ADDRESS:
Program Manager, Law Enforcement Operations, Headquarters, Defense Logistics Agency, Office
of Public Safety, 8725 John J. Kingman Road, Suite 3533, Fort Belvoir, VA 22060 -6220, and the
Security Managers within the DLA field activity responsible for the operation of security forces
and staff at the DLA field activity.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this
system of records should address written inquiries to t he Privacy Act Office, Headquarters,
Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA
22060-6221.
Inquiry should contain the individuals full name, date and the location of the incident.

RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves contained in this system of records
should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics
Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvo ir, VA 22060-6221.
Inquiry should contain the individuals full name, date and the location of the incident.

CONTESTING RECORD PROCEDURES:
The DLA rules for accessing records, for contesting contents, and appealing initial agency
determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Act
Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite
1644, Fort Belvoir, VA 22060-6221.

RECORD SOURCE CATEGORIES:
Individuals involved in accidents, traffic offenders, witnesses, security and police force
personnel, law enforcement agencies, and medical and emergency personnel.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.