Defense Information Systems Agency DISA

How To Use the Index Guide

To assist the reader in locating and reviewing the particular record system of interest, the various agency offices and the prefix letter symbols represented as part of the record system identification for that office are set forth below.

Subject series System Identification Series
General Counsel KCIV
Defense Communications Engineering Center KDCE
Defense Commercial Communications Office KDEC
Defense Information System Agency--Europe KEUR
Equal Employment Opportunity DISA KMIN
National Communications System KNCS
Defense Information Systems Agency--Pacific KPAC
White House Communications Agency KWHC
Confidential Statement of Employment and Financial Interest K105.01
Investigation of Complaint of Discrimination K107.1
Travel Orders Records System K232.01
Injury Record File K232.02
Security K240
DoD Digital Service Records K270-01
Mishap Report K317.01
Claims Files K660.01
Civilian Personnel K700
Freedom of Information Act Files K890.01
Awards Case History File (Military) K890.03
Military Personnel Management/Assignment Files K890.04
Overseas Rotation Program Files K890.05
Card File for Forwarding Mail of Departed Personnel K890.06
Education, Training, and Career Development Data System K890.07
Recall Roster/Locator Records K890.08
Enterprise Data and Global Exchange (EDGE) Knowledge Management Portal K890.09

REQUESTING RECORDS

Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record.

BLANKET ROUTINE USES

Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy.

LAW ENFORCEMENT ROUTINE USE

In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto.

DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE

A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit.

DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE

A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.

CONGRESSIONAL INQUIRIES ROUTINE USE

Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual.

PRIVATE RELIEF LEGISLATION ROUTINE USE

Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular.

DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE

A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel.

DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE

Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07.

DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE

A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies.

DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE

A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.

DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE

Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur.

DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE

A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.

DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE

A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.

DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE

A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law.

COUNTERINTELLIGENCE PURPOSES ROUTINE USE

A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States.

/KCIV.01 Records Relating to DISA Transactions under the Privacy Act of 1974.

Each office of the Defense Information Systems Agency (DISA) worldwide which is required to submit information it maintains for each system of records maintained under the provisions of the Privacy Act of 1974 and records of information released or withheld under the Act.

All military and civilian personnel currently assigned to or employed by DISA. Also limited historical records on personnel previously assigned or employed by DISA.

All types of records which relate to release or withholding of data relating to the rights of the privacy of an individual.

Pub. L. 93-579, The Privacy Act of 1974

Used by the Civilian Assistant to the Chief of Staff, Headquarters, DISA for periodic reporting under provisions of the Act.

Used by the Comptroller, Headquarters, DISA for budgeting and manpower allocation within the Agency.

Used by the Counsel, Headquarters, DISA in preparing for possible litigation.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Records kept in file cabinets or safes.

By name or Social Security Number.

Records are maintained in areas accessible only to authorized personnel.

Retained for at least 5 years, then destroyed.

Civilian Assistant to the Chief of Staff, Code AD, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Civilian Assistant to the Chief of Staff, Code AD, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

The full name and organizational assignment, of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Office of the Civilian Assistant to the Chief of Staff, DISA, Code AD, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester should present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Civilian Assistant to the Chief of Staff, Code 104, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Accountings submitted by those DISA officials who are system managers of systems of records reportable under the Privacy Act of 1974.

None.

/KD3D.01 Continuity of Operations Plans.

Defense Information Systems Agency, Continuity of Operations Office (D3D), 701 South Courthouse Road, Arlington, VA 22204-2199.

Personnel at Defense Information Systems Agency locations designated to occupy "key" positions that directly support the plan when an emergency situation develops.

Individual's name, home address, office/home telephone numbers. It will also contain medical information on designated personnel requiring medication during Continuity of Operations Plan "button up" situations.

5 U.S.C. 301, Departmental Regulations; E.O. 12656, Assignment of Emergency Preparedness Responsibilities; and DoD Directive 3020.26, Continuity of Operations Policy and Planning.

To apprise designated personnel on the Continuity of Operations Office staff of their responsibilities and relocation assignments in conditions of emergency. This system will incorporate the Continuity of Operations Office plans from agency field offices to create one consolidated agency-wide Continuity of Operations Plan.

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 agency"s compilation of systems of records notices apply to this system.

Storage:

Records are maintained on paper and on electronic media.

Information is retrieved by individual's name.

The building in which the plan is housed employs security guards. Records that are maintained are in areas that are accessible only to authorized personnel who are properly screened, cleared, and trained. Access to personal information is restricted to those who require the records in the performance of official duties and to the individuals who are the subjects of the record or their authorized representatives.

Disposition pending. Records will be retained until final disposition authority has been established by the National Archives and Records Administration.

Chief, Defense Information Systems Agency, Continuity of Operations, D3D, 702 South Courthouse Road, Arlington, VA 22204-2199.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Administrator, Defense Information Systems Agency, Information Resources Management Division, Office of the Chief Information Officer, 3701 North Fairfax Drive, Arlington, VA 22203-1713.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Administrator, Defense Information Systems Agency, Information Resources Management Division, Office of the Chief Information Officer, 3701 North Fairfax Drive, Arlington, VA 22203-1713.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the Privacy Administrator, Defense Information Systems Agency, Information Resources Management Division, Office of the Chief Information Officer, 3701 North Fairfax Drive, Arlington, VA 22203-1713.

Individual.

None.

/KDCE.01 Visit Notification/Clearance Verification Records NR501-11.

Reston Service Center, Code BR, Defense Information Systems Agency, Derey Engineering Building, 1860 Wiehle Avenue, Reston, VA 22090-5500.

Same plus industrial contractors requiring admittance to the facility on official business.

Form listing the name, date and place of birth, Social Security Number, clearance status, and basis for that clearance.

E.O. 10450, as amended.

To identify official visitors to defense installations and organizations responsible for work on Defense Department contracts and verify the level of classification to which each is authorized access.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Destroyed one year after revocation of permit to enter premises.

Storage:

File folders.

By folder identified by contractor or individual's name.

Building security guards. Records maintained in area accessible only to authorized personnel who are appropriately cleared and trained.

Records not permanent. Retained one year after revocation then destroyed.

Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or drivers's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Contact the Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Military and Civilian Personnel whose names appear on the form.

None.
/KDCE.02 Parking Permit Control Files 501-07.

Reston Service Center, Code BR, Defense Information Systems Agency, Derey Engineering Building, 1860 Wiehle Avenue, Reston, VA 22090-5500.

Military and Civilian personnel employed by the Defense Communications Engineering Center and Command and Control Technical Center.

Owner's name and vehicle identification data and parking number assigned.

Federal Property Management Regulations, Temporary Regulation D-47, dated May 22, 1974, issued by the General Services Administration.

To assign specific parking spaces to personnel so authorized; and to identify parked vehicles when circumstances so dictate.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Destroyed upon departure of individual from employment with Defense Communications Engineering Center or Command and Control Technical Center or when no longer authorized to park.

Storage:

File folders.

By parking number.

Building security guards, records maintained in area accessible only to authorized personnel who are appropriately cleared and trained.

Records are not permanent. Retained while individual is authorized reserved parking, then destroyed.

Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090 to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license.

Contact the Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Military and Civilian personnel whose names appear on the form.

None.

/KDCE.03 DA Form 727 Classified Container Information File 503-02.

Reston Service Center, Code BR, Defense Information Systems Agency, Derey Engineering Building, 1860 Wiehle Avenue, Reston, VA 22090-5500.

Classified container information listing the name, address, and telephone number of each person authorized access to the container.

This form records the name, grade, address, and home telephone numbers of the above individuals.

E.O. 10450, as amended; E.O. 12958.

To identify, locate, and contact each person authorized access when the need arises.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Destroy when obsolete, i.e. when person departs, when combination changed, or when container no longer used.

Storage:

File folders.

By capital property number.

Building security guards, records maintained in area accessible only to authorized personnel who are appropriately cleared and trained.

After becoming obsolete, file is destroyed.

Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Branch, Defense Communications Engineering Center (DCEC), 1860 Wiehle Avenue, Reston, VA 22090.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Military and Civilian Personnel whose names appear on the form.

None.
/KDEC.02 Authorization to Sign for Classified Material List.

Defense Commercial Communications Office, ATTN: Code RA, 2300 East Drive, Scott Air Force Base, IL 62225-5406.

Defense Information Technology Contracting Organization (DITCO) personnel who are authorized to review, sign for, receive, and distribute classified materials.

Records consist of a letter containing the name, Social Security Number, and grade of individuals authorized to review, sign for, receive, and distribute classified materials.

E.O. 10450, as amended; E.O. 10865, as amended; E.O. 12356; and E.O. 9397 (SSN).

Information is used by the Chief, Mission Support Directorate, Code D1, Defense Information Technology Contracting Organization and the Commander, 375 Communications Squadron Communications Center to verify the identity of Defense Information Technology Contracting Organization personnel who review, sign for, receive, and distribute classified materials.

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 DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records are stored in a locked file cabinet.

Information is retrieved by name.

Records are accessible only to authorized personnel who are properly screened, cleared, and their duties require them to be in the area where the records are kept.

The records are destroyed 2 years after the authorization for individuals that have access to classified materials has expired.

Chief, Mission Support Directorate, Code DT1, Defense Information Technology Contracting Organization, Building 3600, Scott Air Force Base, IL 62225-5406.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Mission Support Directorate, Defense Information Technology Contracting Organization, Code DT1, 2300 East Drive, Building 3600, Scott Air Force Base, IL 62225-5406.

Individual should furnish their full name, mailing address, and telephone number

For personal visits, individual must present picture identification, such as a current DISA identification badge or a valid driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Mission Support Directorate, Defense Information Technology Contracting Organization, Code DT1, 2300 East Drive, Building 3600, Scott Air Force Base, IL 62225-5406.

Individual should furnish their full name, mailing address, and telephone number

For personal visits, individual must present picture identification, such as a current DISA identification badge or a valid driver's license.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Names of the individuals in the system are furnished by the Chief, Mission Support Directorate, Code DT1, Defense Information Technology Contracting Division, 2300 East Drive, Building 3600, Scott Air Force Base, IL 62225-5406.

None.

To maintain and provide immediate access to current and historical biographical data for official use.

Records are used by authorized Commission personnel whose official duties require access in preparation of introductions for speaking engagements, and news releases to announce appointments of Commissioners and key staff members. Records are also made available to the general public pursuant to the Freedom of Information Act, 5 U.S.C. 552.

/KDEC.06 Nominations/Enrollments for Training Courses.

Defense Commercial Communications Office, ATTN: Code RA, 2300 East Drive, Scott Air Force Base, IL 62225-5406.

Records required on military and civilian members who enroll in government training courses.

Record indicates personnel data and is not revealed to anyone other than individuals involved in obtaining or allocating classroom spaces.

5 U.S. Code, Chapter 41 and E.O. 11348.

Records are used by Chief, Administrative Division to enroll students who have been selected by operating officials to attend government training courses. Information includes name, Social Security Number, office phone, home phone, home address, job title, grade, emergency phone, and emergency address, and name of individual to contact in case of emergency.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Records are kept in a locked file cabinet.

Records are retrieved by name of trainee.

Records are maintained in area which is accessible only to authorized personnel who are properly screened, and their duties require them to be in the area where the records are kept.

Records are retained five years, then destroyed.

Chief, Administrative Division, Defense Commercial Communications Office, Code RA, Scott Air Force Base, IL.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Administrative Division, Defense Commercial Communications Office, Code RA, Scott Air Force Base, IL.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Administrative Division, Defense Commercial Communications Office, Code RA, Scott Air Force Base, IL.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information provided by individuals.

None.

/KDEC.07 601-11 Duty Rosters.

Defense Commercial Communications Office, ATTN: Code RA, 2300 East Drive, Scott Air Force Base, IL 62225-5406.

On a rotation basis all military and civilian Division Chiefs are on call after duty hours to take action on messages received at the 1918 Communications Center.

Records contain names and telephone numbers of DECCO personnel on call for duty after regular work hours.

10 U.S.C. 133(b).

Listing is used to provide names and home telephone numbers of individuals who may be called after duty hours.

The ‘Blanket Routine Uses’ set forth at the beginning of the DISA’s compilation of systems of records notices apply to this system.

Storage:

Rosters are locked in a file cabinet.

Records are retrieved by name of designated individuals.

Records are stored in a locked file cabinet.

Records are retained two years then destroyed.

Chief, Administrative Division, Code RA, Defense Commercial Communications Office, Scott Air Force Base, IL.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Administrative Division, Code RA, Defense Commercial Communications Office, Scott Air Force Base, IL.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Chief, Administrative Division, Code RA, Defense Commercial Communications Office, Scott Air Force Base, IL, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver’s license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Administrative Division, Code RA, Defense Commercial Communications Office, Scott Air Force Base, IL.

The full name of the requesting individual will be required to determine if the system contains a record about him or her.

DISA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Obtained from personnel records retained in D210/D220.

None.
/KDEC.08 101-06 Request and Authorization for Temporary Duty Travel.

Defense Commercial Communications Office, ATTN: Code RA, 2300 East Drive, Scott Air Force Base, IL 62225-5406.

Military and civilian members who travel in performance of conducting DECCO business.

Provides traveler’s name, Social Security Number, purpose, travel schedule, job title, days involved, cost, and fund citation to cover cost of travel.

10 U.S.C. 133(b).

Copies are provided to the Accounting and Finance Officer, Defense Commercial Communications Office, Code D532, to substantiate payment of travel voucher on return to duty.

The ‘Blanket Routine Uses’ set forth at the beginning of the DISA’s compilation of systems of records notices apply to this system.

Storage:

Records are stored in a locked safe.

Records are retrieved by name of traveller.

Records are stored in a locked file cabinet and records are accessible to Administrative Division personnel only.

Records are retained two years then destroyed.

Chief, Administrative Division, Defense Commercial Communications Office, Code D210, Scott Air Force Base, IL.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Defense Commercial Communications Office, Code D210, Scott Air Force Base, IL.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver’s license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Administrative Division, Defense Commercial Communications Office, Code D210, Scott Air Force Base, IL.

DISA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Provided by traveler.

None.
/KEUR.02 DISA Form 605, Personnel Data Sheet.

Management Support Division, Code DER, Defense Information Systems Agency Europe, APO AE 09131-4103.

All personnel assigned to DISA Europe.

Records consist of information on each individual including name, grade, Social Security Number, date and place of birth, permanent home address, marital and dependent status, passport number, rotation date, forwarding address, date of rank, PAFSC/MOS/NEC, date reported, SAFC/MOS/NEC, civilian and military education, BASD/TAFMSD, residence and duty phone numbers, and emergency addressee.

10 U.S.C. 133(b).

Maintained for use by the Management Support Division as a reference file and routine or emergency locator file.

The ‘Blanket Routine Uses’ set forth at the beginning of the DISA’s compilation of systems of records notices apply to this system.

Storage:

Records maintained in file folders

Records filed alphabetically by last name of individuals.

Records maintained in a locked container accessible to authorized personnel only. Military police are posted at entrance of the building.

Record maintained for one year after departure of individual then destroyed.

Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver’s license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103.

DISA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

All information is provided by the individual upon initial assignment.

None.
/KEUR.04 Security Clearance File.

Management Support Division, Code DER, Defense Information Systems Agency Europe, APO AE 09131-4103.

All personnel assigned to DISA Europe.

File contains roster by name and Social Security Number which reflects the U.S. and NATO security clearances held by DISA Europe personnel.

E.O. 10450, as amended.

Information is maintained as a centralized reference document for verification of security clearances held by DISA Europe personnel.

Clearances are certified to other U.S. government agencies as required

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Roster is stored in a locked file container.

Information is retrieved by name.

Roster is maintained in a locked file container with access limited to authorized personnel only.

Records are maintained during the period of current employment with DISA EUR and noncurrent information is deleted from the file at the time of departure of individual.

Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information maintained on the roster is obtained from the original clearance certification by HQ DISA and documents signed by the individual which acknowledge receipt of additional access.

None.

/KEUR.05 Classified Container Information Forms.

Office of Security Officer, Headquarters, Defense Information Systems Agency-Europe, APO AE 09131-4103.

Persons who have been designated for access to the containers and who may be contacted for access in case of emergency.

Retained copies of DA Forms 727, which contain name, home address, and phone number of individual.

E.O. 10450, as amended; E.O. 12958.

Used to maintain current designation of persons who may be contacted for access to the container.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Forms maintained in locked file cabinet.

Information is retrieved by name of individual.

Containers are located in locked or controlled access areas. Military police are posted at entrance of the building.

Forms are renewed every six months or when any individual having access to the container departs, and then destroyed.

Security Officer, Defense Information Systems Agency-Europe, APO NY 09131-4103.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Individuals designated by Division Supervisors.

None.

/KEUR.07 Postal Directory File.

Management Support Division, Code DER, Defense Information Systems Agency Europe, APO AE 09131-4103, and Field Offices.

All individuals currently assigned to DISA Europe and those who departed within preceding 12 months.

Records consist of change of address recorded on DA Form 3955 (change of address and directory record).

U.S.A. Postal Manual, Chapter 1, Part 158.

Information is used by system manager to direct mail delivery to the proper address.

Card files are maintained by the Commander APO 09131-4103 Post Office, and the APO Mail Distribution Center for the Stuttgart, Germany area located at Wallace Barracks. Files are also maintained at Postal Facilities servicing the Field Offices: Worms - APO 09056, UK - APO 09378, Naples - FPO 09524, Athens - APO 09223.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Records are stored in card file boxes in the mail room.

Information is retrieved by name of individual and organizational assignment.

Records are maintained in rooms approved for the storage of U.S. mail and are accessible only to authorized personnel. Military police are posted at the entrance of the building.

Records are maintained in an active file during period of current assignment to DISA Europe and for one year after departure, at which time they are destroyed.

Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information is provided by individuals upon initial assignment to DISA Europe.

None.

/KEUR.08 Travel Order and Voucher File.

Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103.

All personnel who perform official travel under orders issued by DISA Europe.

Records in the system consist of travel orders, transportation requests, commercial carrier transportation tickets, travel advance vouchers, records of travel claims and payments. Data in the system includes the individual’s name, Social Security Number, home phone and address, and other pertinent travel information.

10 U.S.C. 133(b).

Records maintained by system manager for budget and accounting purposes to verify amounts actually spent for travel, and for control of an accountability for travel orders issued by DISA Europe.

Used by prosecution authorities in case of fraud.

The ‘Blanket Routine Uses’ set forth at the beginning of the DISA’s compilation of systems of records notices apply to this system.

Storage:

Records maintained in file folders.

Records filed sequentially by travel order number.

Records maintained in locked file containers accessible only to authorized personnel. Military police are posted at building entrance during duty hours.

Records are maintained for two calendar years and then destroyed.

Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE, 09131-4103.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver’s license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103.

DISA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Personal information is obtained from individual travelers and entered on the travel order form.

None.
/KEUR.09 Noncombatant Information Card, AEZ Form 6-106.

Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103.

All legal dependents of United States Forces personnel.

United States civilian employees of DOD Agencies and their dependents.

DOD or a military service department sponsored United States technical representatives.

Bonafide members of households of United States Forces personnel and of persons in paragraphs 2 and 3 above.

United States personnel who are special invitees possessing current DOD or a military service department invitational travel orders.

Dependents of United States personnel assigned to United States elements of any North Atlantic Treaty Organization military headquarters or agency when common facilities are used and that the Secretary of Defense has authorized to receive United States support.

Other United States nongovernmental, nonmilitary individuals and agencies in overseas military commands for whom military logistical support is authorized in joint military regulations (e.g., USO, American Red Cross).

AEZ Form 6-106, Noncombatant Information Card. It contains information on the following:

Sponsor. Name, grade, date arrived in theater, data of return from overseas; Social Security Number; organization and duty section; occupation specialty; branch of service or agency; military post or base name and city location; building number; room number; duty phone; ZIP Code; and APO or FPO.

Noncombatant. Local residence street number and name and city; area; building number; apartment number; home phone; ZIP Code; date assigned; Continental United States residence street number and name or Post Office Box number; city; state or territory; and ZIP Code.

Vehicle. Vehicle number(s) and make(s); year(s); and capacity.

Names of all noncombatants. For each: Passport number; Social Security Number; relationship; month and year of birth; whether or not has an identification tag; immunization record; and if or if not a driver of vehicle.

Briefings. Briefing by supervisor to sponsor; warden to noncombatant; route reconnaissance; and noncombatant Evacuation Operations rehearsal. For each of the above items, dates information given; by whom given; frequency of review items; date and signature of sponsor and supervisor for each of the items to authenticate that all above items reviewed as required.

10 U.S.C. 3012.

Used by the Chief, Management Support Division, to determine preparedness of noncombatants for evacuation, if required.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Information is recorded on 8 x 10 1/2 cardboard cards and filed in notebook binder.

Information is retrieved manually by name.

Records are filed in file cabinet and maintained in a restricted area which is accessible only to authorized personnel who are required to be in the area where records are kept.

Records are not permanent. Records are updated as changes occur and destroyed on departure of the sponsor from DISA-Europe.

Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103.

The full name of the requesting individual will be required to determine if the system contains a record of the requester. As proof of identity, the requester, if assigned to DISA European Area, must present a current DISA identification badge or current motor vehicle operator's license. If not assigned to the DISA European Area but still in the military service the requester must provide a current motor vehicle driver's license or Social Security Number. If no longer affiliated with the DOD must provide Social Security Number.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information is furnished by the individual concerned; or from official records provided by personnel offices of the 1141st U.S. Air Force Special Activities Squadron; Headquarters, European Command, Army, Navy, Air Force and Marine Corps Elements; Stuttgart Area Civilian Personnel Office; and the U.S. Finance and Accounting Office, Europe.

None.

/KEUR.10 Personnel File.

Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103.

DISA Europe Military and Civilian Personnel.

Records consist of security clearance data (Air Force Form 47: Certificate of Eligibility and Record of Personnel Security Clearance, and DISA Form 548: Status of Clearance); record of requests for changes to assignment; job title and position (Air Force Form 2095: Assignment/Personnel Action, and Standard Form 52: Request for personnel action); leave data; special orders published by the DISA European Area pertaining to additional duties; and sponsorship information.

10 U.S.C. 136(b).

Used by the Chief, Management Support Division, to verify security clearance status, initiate personnel actions such as effectiveness reports, changes in position, title or assignment; record of additional duties, and related routine personnel and administrative matters.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records filed in folder.

Information is retrieved by name.

Records are maintained in a safe accessible only to personnel authorized in the performance of their official duties.

Records are maintained one year after departure of the individual from the DISA-European Area and then destroyed.

Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103.

The full name of the requesting individual will be required to determine if the system contains a record of the requester. As proof of identity, the requester, if assigned to DISA-Europe, must present a current DISA identification badge or current motor vehicle driver's license or Social Security Number. If no longer affiliated with the DOD must provide Social Security Number.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103, for assistance.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information is furnished by the individual concerned; or from official records provided by personnel offices of the 1141st U.S. Air Force Special Activities Squadron; Headquarters, European Command, Army, Navy, Air Force and Marine Corps Elements; Stuttgart Area Civilian Personnel Office; and the U.S. Finance and Accounting Office, Europe.

None.

/KMIN.01 Minority Identification File List.

Office of the Director of Equal Employment Opportunity, Code AO, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

Each civilian employee of DISA.

Employee's name; Social Security Number; grade and step; salary, job title; race or national origin; sex; DISA office code; and occupation code.

Federal Personnel Manual Chapter 713, Section 3-4(c), Use of Statistical Data; Agency Self-Evaluation; 10 U.S.C. 136.

Used exclusively by the Director of Equal Employment Opportunity in studies and analyses that contribute affirmatively to achieving the objectives of the Equal Employment Opportunity Program. That is, the list is used to identify whether or not any bias patterns may exist in hiring, advancement, and training opportunities and also to provide information to the Office of Personnel Management in affirmative action plans.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

The record is stored in a locked file cabinet.

Retrieved by the grade, job title, race or sex of employees, and Social Security Number.

Building employs security guards. List locked in file cabinet. Only the Director of Equal Employment Opportunity has access.

The record is destroyed annually.

Director of Equal Employment Opportunity, Headquarters, Defense Information Systems Agency, ATTN: Code 107, 701 South Courthouse Road, Arlington, VA 22204-2199.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director of Equal Employment Opportunity, Headquarters, Defense Information Systems Agency, Code 107, 701 South Courthouse Road, Arlington, VA 22204-2199.

The individual's full name and organization will be required to determine if the system contains a record about him or her. The requester may visit the Office of Equal Employment Opportunity, Headquarters, Defense Information Systems Agency, Code 107, to obtain information on whether the system contains records pertaining to him or her. Proof of identity will be by presentation of current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director of Equal Employment Opportunity, Headquarters, Defense Information Systems Agency, Code 107, 701 South Courthouse Road, Arlington, VA 22204-2199.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Personnel Processing Clerks and personnel records.

None.

/KNCS.01 National Communications System Continuity of Operations Plan (NCS COOP) Automated Support.

Office of the Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199 and the NCS Regional Offices.

All members of the National Communications Systems Staff.

Selected individuals of the National Communications System/ Defense Information Systems Agency Operations Center (NCS DISAOC).

Selected telecommunications officials of the NCS Member Entities and selected personnel of Federal agencies in the Washington Metropolitan Area.

Selected key personnel of the commercial communications carriers, represented in the National Coordinating Center (NCC).

File contains a plan which provides the guidance and procedures for insuring the continuity of operations of the Office of the Manager, NCS, and the NCS/DISAOC in the event of enemy attack, periods of international crisis, tension, or national catastrophe. It provides a roster giving the residence addresses and office and residence phone numbers of personnel to contact as an emergency situation develops.

E.O. 12472 Subject: Assignment of National Security and Emergency Preparedness Telecommunications Functions, April 3, 1984.

Office of the Manager, NCS - To apprise individuals on the staff and the regional staffs of their responsibilities and emergency relocation assignments in conditions of emergency.

Selected telecommunications officials of the Federal Government - Certain designated personnel of the Office of Science and Technology Policy (OSTP), Executive Office of the President, the Executive Agent of the NCS (who is the Secretary of Defense), the Department of State, DOD, Federal Aviation Administration, General Services Administration, National Aeronautics and Space Administration, the Central Intelligence Agency, and all other Government agencies with a National Security Emergency Preparedness (NSEP) responsibility who use this plan as their guidance for procedures to follow under conditions of emergency. Provides them the focal point for contacts and coordination on short notice.

Certain telecommunications officials of the Office of Science and Technology Policy (OSTP), Executive Office of the President, the Executive Agent of the NCS (who is the Secretary of Defense), the Department of State, the DOD, Federal Aviation Administration, General Services Administration, Central Intelligence Agency, the Department of Commerce, Department of the Interior and all other Government agencies with an NSEP responsibility, to be informed of their responsibilities in the face of worsening emergency conditions and to know where to report.

Selected personnel of the major commercial carriers represented in the NCC - to be knowledgeable of current telecommunications problems so that certain priorities for support and services can be coordinated with designated Federal officials.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

This is a classified plan filed in standard secure safes. The automated portions are housed in a classified computer system.

Filed by category of plan. The automated portion is filed by communication network.

Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained.

This is a permanent plan. It will be an active file indefinitely and will be updated periodically by the Manager, NCS and the Regions.

The Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199.

Written requests should contain the full name of the individual, current address and telephone number.

For personal visits, the individual should be able to provide some acceptable identification.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Informal coordination with representatives of the agencies concerned. Informal telephonic coordination with personnel of the major telecommunication carriers represented in the National Coordinating Center (NCC).

None.

/KNCS.02 National Communications System (NCS) Plan for Emergencies and Major Disasters.

Office of the Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199.

Federal Disaster Assistance Administration (FDAA) Regional Directors.

General Services Administration (GSA) Regional Emergency Communications Coordinators.

Selected members of the National Communications System Staff.

Federal Emergency Management Agency (FEMA) Regional Directors.

File contains a plan which prescribes procedures for providing communication support in Presidentially declared emergency and major disaster operations. It provides the names, office and residence phone numbers of the key Federal personnel nationwide to contact and coordinate communications support in emergencies and major disasters.

Presidential Memorandum, Subject: Establishment of the National Communications System, August 21, 1963.

Office of the Manager, NCS - To ensure that Federal agencies and certain telecommunications officials understand what their responsibilities and functions are in pre-disaster planning.

Regional representatives of FDAA, GSA, and FEMA - To know under which conditions of emergency they are to function and what roles they perform under each phase.

Personnel assigned to States' Emergency Operations Center - To know where the focal points are to contact for assistance.

Quasi-government agencies - (i.e., American National Red Cross) - To know where the focal points are to contact for assistance.

Major U.S. telephone companies - To be informed on the plan and which regional representative will be contacting the telephone companies for assistance in conditions of disaster.

All Federal departments and agencies of the U.S. Government in the Washington Metropolitan area - To be knowledgeable of the provisions made in the plan to assist their agencies located outside the Washington Metropolitan area.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

The plan is filed in the office bookcases.

Filed by category of plan.

Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained.

This is a permanent plan. It will be an active file indefinitely and will be updated periodically by the Manager, NCS.

The Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of NCS Plans and Operations, 701 South Courthouse Road, Arlington, VA 22204-2199.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Manager, National Communications Systems, 701 South Courthouse Road, Arlington, VA 22204-2199.

Written requests should contain the full name of the individual, current address and telephone number.

For personal visits, the individual should be able to provide some acceptable identification.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Names of regional representatives, state officials, and Federal agency representatives secured through an Interagency Task Group established for the purpose of publishing the plan with this information. Information on major U.S. telephone companies secured from an American Telephone and Telegraph Company Washington office representative.

None.
/KNCS.03 National Communications System Emergency Action Group (NEAG).

Office of the Manager, National Communications System (NCS), 701 South Courthouse Road, Arlington, VA 22204-2199.

Selected communications officials of the major operating agencies of the National Communications System who are designed by name as members of an interagency telecommunications group (NEAG) which is convened under national communications emergencies.

Selected personnel on the National Communications System Staff.

This file contains the objectives, membership and activation procedures for the National Communications System Emergency Action Group (NEAG) which is an on-call interagency telecommunications group whose purpose is to assist the Manager, NCS, in dealing with national communications emergencies. This NCS Instruction 45-1 lists the members of the group by name and gives the office and residence phone numbers.

Presidential Memorandum, Subject: Establishment of the National Communications System, August 21, 1963.

Office of the Manager, NCS, - To inform the NCS staff of its responsibilities under conditions of a worsening emergency and who to contact in the Federal agencies to keep them apprised.

Selected telecommunications officials of the Major Operating Agencies of the NCS which are: Department of State, DOD, Federal Aviation Administration, General Services Administration, National Aeronautics and Space Administration, and the Central Intelligence Agency -- To be informed on the conditions of emergency under which the NEAG convenes and the total membership thereof for purposes of immediate coordination.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

This is a classified directive which is filed in standard secure safes.

Filed by category of plan.

Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained.

This is a permanent directive. It will be an active file indefinitely and will be up-dated periodically by the Manager, NCS.

The Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of NCS Plans and Operations, 701 South Courthouse Road, Arlington, VA 22204-2199.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199.

Written requests should contain the full name of the individual, current address and telephone number.

For personal visits, the individual should be able to provide some acceptable identification.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Informal coordination with representatives of the NCS member agencies concerned.

None.

/KPAC.01 Classified Container Information Form DA 727.

Headquarters, Defense Information Systems Agency-Pacific, Wheeler AFB, HI 96854-5000.

Any DISA-PAC employee who is responsible for the combination of a vault or container used for the storage of classified material.

DA Form 727 which contains name, address, and phone number.

E.O. 10450, as amended; E.O. 12958.

Used to obtain the names of persons who have direct knowledge of the combination of a safe or vault.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records in safe.

Filed numerically by divisions.

Records are maintained in a locked vault.

Destroyed when obsolete.

Security Officer, Defense Information Systems Agency-Pacific, APO AP, CA 96515.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Security Officer, Defense Information Systems Agency-Pacific, APO AP, CA 96515.

The full name of the individual will be required to determine if the system contains a record about him or her. The requestor may visit the Security Officer, DISA-PAC, APO AP 96515, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Security Officer, Defense Information Systems Agency-PAC, APO AP, CA 96515.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Security Officer, DISA-PAC, APO AP, CA 96515.

None.

/KPAC.02 Authorization To Sign For Classified Material Lists.

Primary Systems Management. Headquarters, Defense Information Systems Agency-Pacific, Wheeler AFB, HI 96854-5000.

Decentralized Segments - Individual divisions of DISA-PAC.

All employees of DISA-PAC authorized to receipt for, have custody of or access to classified material by level and type of classification.

Records include lists of individuals authorized to receipt for or have access to classified material, appointing letters as primary and alternate custodians, control officers, etc., and other miscellaneous documents.

E.O. 10450, as amended; E.O. 12958.

Information from these files is used to determine who has authority to receipt for and maintain custody of classified material.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Records are paper records stored in file folders.

Records are filed by the type of material the individual is authorized access.

Records are stored in locked vault or with copies maintained in locked file cabinets in the office of the division to which the file is applicable.

Records are maintained during the period the employee is authorized access to the particular material, then destroyed.

Security Officer, Defense Information Systems Agency-Pacific, APO AP, CA 96515.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Security Officer, Defense Information Systems Agency-Pacific, APO AP, CA 96515.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Security Officer, DISA-PAC, APO AP, CA 96515, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification Badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Security Officer, Defense Information Systems Agency-Pacific, APO AP, CA 96515.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information obtained from the Army, Navy, Air Force, Civil Service Commission files or security files of DISA Headquarters.

None.

/KPAC.03 420-20 Permanent Change of Station and Temporary Duty Travel Order File.

Primary System, Management Support Division, Headquarters, Defense Information Systems Agency-Pacific, Wheeler AFB, HI 96854-5000.

Decentralized segments: NCS PEARL Harbor, FPO AP, California 96610; CCPD WBO, NAS Barbers Point, FPO AP, California 96611, and appropriate offices of the Army, Navy, and Air Force.

Those DISA-PAC personnel who are required to perform temporary travel and individuals who are transferred from this headquarters on permanent change of station orders issued by competent authority.

Records would include copies of original travel order, travel claims and substantiating documents, i.e., receipts for car rental, air line tickets, travel requests, laundry services, lodging, records of advance travel payments and other miscellaneous vouchers.

10 U.S.C. 133(b).

Copies of temporary duty and permanent change of station orders issued by Headquarters, DISA-PAC are used by Chief, Management Support Division to obligate funds for payment of claims, obtain transportation requests and to account for the movement of assigned personnel. Permanent change of station orders are filed in order to forward mail.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders.

Information is accessed and retrieved by name, Social Security Number and/or order number.

Records are stored in file cabinets in offices locked during non-duty hours.

Permanent change of station and temporary duty orders issued by Headquarters, DISA-PAC are temporary. They are retained in the active files for one year, held for three additional years, then destroyed. Permanent change of station orders issued by other commands/agencies are maintained for one year and subsequently destroyed.

Chief, Management Support Division, P200, Headquarters, Defense Information Systems Agency-Pacific.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, P200, Headquarters, Defense Information Systems Agency-Pacific.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Management Support Division, P200, Headquarters, DISA-PAC, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, P200, Headquarters, Defense Information Systems Agency-Pacific.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information supplied by Headquarters, DISA-PAC, Army, Navy or Air Force as appropriate plus individual travel claims filed in conjunction with a particular permanent change of station temporary duty movement.

None.

/KPAC.04 Time and Attendance Cards and Labor Distribution Cards.

Primary Systems Management, Headquarters, Defense Information Systems Agency-Pacific, Wheeler AFB, HI 96854-5000.

Decentralized segments - Individual Division of Defense Information Systems Agency-Pacific.

All civilian employees assigned to Headquarters, DISA-PAC.

Forms included in this file are: NAVCOMPT FM 911A (REV 7-55) and Labor Distribution Card. 14ND NSC 5230/28 (9-69).

Federal Personnel Manual Supplement 293-11, Subchapter 57-2.

Information from these files is used to compute payrolls, compute the amount of annual/sick leave accumulated and used as set forth in Civil Service Regulations.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Records are stored on paper cards maintained in file folders.

Files individually identified by name and Social Security Number.

Records are stored in locked file cabinets located in offices locked during non-duty hours.

Records are maintained during the period the employee is attached to DISA-PAC, then destroyed.

Chief, Management Support Division, Headquarters, Defense Information Systems Agency-Pacific, APO AP, CA 96515.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Headquarters, Defense Information Systems Agency-Pacific.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Management Support Division, Headquarters, DISA-PAC, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Headquarters, Defense Information Systems Agency-Pacific.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Records prepared from individual's attendance (duty) compiled by Headquarters, DISA-PAC in accordance with Civil Service Commission Regulations.

None.

/KPAC.05 403-03 Injury Records.

Management Support Division, Headquarters, Defense Information Systems Agency-Pacific, Wheeler AFB, HI 96854-5000.

Those DISA-PAC employees, both military and civilian, who sustain an injury in the performance of their duties.

Records would include copies of investigative reports compiled by police, either military or civilian, statements from witnesses, medical records, insurance claims, and other miscellaneous documents relating to specific accident.

10 U.S.C. 133(b).

To maintain records on industrial safety and make periodic reports to higher headquarters.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders.

Retrieved by name and Social Security Number.

Records are stored in locked file cabinets.

Records are temporary. They are retained in active files for one year, held one additional year and destroyed.

Chief, Management Support Division, Defense Information Systems Agency-Pacific, APO AP, CA 96515.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Pacific, APO AP, CA 96515.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Management Support Division, DISA-PAC, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Pacific, APO AP 96515.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information supplied by the individual, witnesses, investigative and medical agencies.

None.

/KWHC.01 Agency Training File System.

Primary System-Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA’s compilation of systems of records notices.

Decentralized Segments-Defense Communications Operations Unit, White House Communications Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA’s compilation of systems of records notices.

Any military employee undergoing formal, informal, on the job, or MOS training.

File contains individual training cards and information on training progress and testing during the course of instruction and application.

5 U.S. Code Chapter 41.

Provide agency and individual training for job efficiency and advancement. Used to increase efficiency and individual production. Qualify individuals in all occupations and details within agency. Meet service requirements for annual occupation testing. Instill confidence and motivation for self-improvement and enhance promotion potential. Establish clear path for increase in qualification throughout career development.

The ‘Blanket Routine Uses’ set forth at the beginning of the DISA’s compilation of systems of records notices apply to this system.

Storage:

Paper records and cards in file folders.

Filed alphabetically by last name of individual.

Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained.

Records are permanent. They are retained in active file during active career, retired to service transfer point on release from active duty.

Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver’s license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374

Written requests for information should contain the full name of the individual, current address and telephone number and category information requested.

For personal visits, the individual should be able to provide some acceptable identification, that is driver’s license, employee identification or military identification card.

DISA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Application and related forms from individual, performance tests, recommendations, service departments, written tests, previous commands and records custodians.

None.
/KWHC.02 Military Personnel Files System.

Primary System - Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

Decentralized Segments - Defense Communications Operations Unit, White House Communications, Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

All assigned or attached military personnel.

Files contain individual's enlistment contract, MOS evaluation data, Serviceman Life Insurance Elections, Emergency Data, Record of Induction, Qualification Record, Oath of Office, Recommendation for Promotion, Medical Examination, Retirement Application, Correction of Records, Report of Transfer or Discharge, Review for Correction of Discharge, Language Proficiency, Police Records Check, Statement of Personal History, Application for ID Cards, Recommendations for Awards, Awards, Certificate of Security Clearance, Cryptographic Training and Experience Record, Defense National Agency Check Request, Oath of Enlistment, Certificate of Achievement, Reports of Change to Qualification Record, In/Out Processing Check Sheet, Installation Clearance Record, Hold Letters, Personnel Data Card, Assignment, Waiver of Enlistment, Enlisted Evaluation Report, Change in Reporting Official, Career Counseling Record, Training Upgrade, Passport Application, Letters of Recommendation and Appreciation, Commendation, Special Orders, TDY Orders, Personnel Action requests, Certificates of Appreciation and Commendation, Extension Certificates, Officer Evaluation Reports, Application for Appointment, Application for Active Duty, Application for Social Security Number, Suspension of Favorable Personnel Action, Sign In/Out Register, Morning Reports, Leave Request, Suspense File, Duty Roster.

10 U.S.C. 3012, 6011, 8012.

Provide management and control of military personnel and monitor and assist in personnel actions affecting their entire career. Used to classify and reclassify personnel and monitor testing, assign and reassign personnel, process and assign overseas and Continental United States (CONUS), provide port call instructions, provide rosters, promotion and reduction, training schooling, special assignments, details, disciplinary action rotation, fix personnel authorization, determine authorizations, submit personnel requisitions, monitor utilization, identify personnel for elimination, proficiency testing, report promotion eligible, process retirement, enlistments, branch transfers, extensions, curtailments, Awards, foreign service decorations, special correspondence, security clearance, photographs, appointment, emergency leave, report casualties, dependent travel, marriage, adoption, readiness files, travel clearance, passports, visa, service benefits, life insurance, voting, control of identification cards and tags, maintain historical record of service, strength, prepare rosters and reports for personnel information systems, process incoming and out going personnel, prepare personnel data cards, obtain security clearance. Transfer information to Department of the Army, Air Force, and Navy, Washington, DC 20310.

Disclosure to investigate Authorities on possible prosecution Action. Department of Service, Staff Agencies and commands, to coordinate and control and accomplish assigned mission of military personnel. Develop requirements and training of military personnel world-wide.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records and cards in file folders.

Filed alphabetically by last name of individual.

Buildings employ securities are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained.

Records are permanent. They are retained in active file during active career, retired to service transfer point on release from active duty.

Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current Defense Information Systems Agency identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

Written request for information should contain the full name of the individual, current address and telephone number and category information requested.

For personal visits, the individual should be able to provide some acceptable identification, that is drivers license, employee identification or military identification card.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Application and related forms from the individuals, service departments, Defense investigative service, previous commands, Federal and State Agencies and records custodians.

None.

/KWHC.03 Personnel Locator File System.

Primary System-Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

Decentralized Segments-Defense Communications Operations Unit, White House Communications, Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

All assigned, attached or controlled personnel.

Files contain individual information categories of states, occupation, MOS, marital status, dependents, active service dates, separation, rank, home telephone, duty title, station, home of record, unit, emergency contact and location, and rotation.

10 U.S.C. 133(b).

Provides individual and supervisors a purely internal management tool designed to be used when individuals do not have immediate access to military personnel files. Used for Emergency location and notification of personnel under unusual circumstances. Used in normal notification and forwarding of information, messages and mail. Used in event of loss of individual military records and in preparation of recommendations for promotion, awards, reduction, discipline and personnel actions. Used on leave approval, travel, enlistments, training and security clearances.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records and cards in file folders.

Filed alphabetically by last name of individual.

Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained.

Records are retained during individual assignment and destroyed upon transfer.

Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

Written requests for information should contain the full name of the individual, current address and telephone number and category information requested.

For personal visits, the individual should be able to provide some identification or military identification card.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Military Personnel Files and individual submission.

None.

/KWHC.04 Military Financial File System.

Primary System - Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

Decentralized Segments - Defense Communications Operations Unit, White House Communications, Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

All assigned or attached military personnel

File contains individual's military pay records, substantiating documents, such as certificates for deduction's and retained pay orders, records of travel and dislocation pay, record data folder, miscellaneous vouchers, leave records, withholding exemption certificate, civilian clothing voucher and various collection vouchers.

10 U.S.C. 133(b).

Maintain historical record of all pay. Administer military pay and allowance in a accurate and legal manner. Provide maximum benefits, provide input data, substantiate pay, process morning reports, provide pay allowances, provide income tax information, referrals to Department of Justice and DoD, prompt processing miscellaneous pay, post travel cards, audit leave record, process adjustments, notice of exemptions and levy, provide copies to individual, verify VA benefits, audits, reimburse travel, maintain accuracy.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records and cards in file folders.

Filed alphabetically by last name of individual.

Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained.

Records are permanent. They are retained in active file during active career, retired to service transfer point on release from active duty.

Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20370

Requests from individuals should be addressed to Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20370.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20370.

Written requests for information should contain the full name of the individual, current address and telephone number and category information requested.

For personal visits, the individual should be able to provide some acceptable identification, that is, driver's license, employee identification or military identification card.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Application and related forms from the individual requesting pay action, service departments and command document, state and federal agencies and records custodians, birth certificates, marriage licenses, previous employees, and financial institutions.

None.

/KWHC.05 Personnel Information System.

Primary System - Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

Decentralized Segments-Defense Communications Operations Unit, White House Communications, Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

All assigned or attached personnel.

Files contain individual information categories of procurement, positions, duty, hold, location, address, suspense actions, passports, separation, birthdays, service badges, medal eligibility, survivor benefits, promotion, photographs, physicals, projected loss, orders, MOS testing, information change, rotation, state, age dependents, travel and duty status change.

10 U.S.C. 133(b).

Provide verification and notification to individual on accuracy of military personnel file. Used to verify, correct and update procurement summaries, locator files, address, suspense items, passports, separation dates, service badge eligibility, medal eligibility, clothing allowance eligibility, survivor benefits, promotion eligibility, photograph and physical completion, personnel rosters, loss reports, issuance of orders, MOS testing, notification change and new dependents. Used by individual to insure accuracy of Agency information.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records and cards in file folders.

Filed by information category.

Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained.

Records are destroyed after verification by individual and posting in military personnel files.

Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

Written requests for information should contain the full name of the individual, current address and telephone number and category of information requested.

For personal visits, the individual should be able to provide some acceptable identification, that is, drivers license, employee identification or military identification card.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Military Personnel File, application from individual, service departments, previous commands, Federal and State Agencies and record custodians.

None.

/KWHC.06 Personnel Security Files.

Primary System-Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

Decentralized Segments-Defense Communications Operations Unit, White House Communications, Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

Active duty military personnel, DOD Civilian employees, and DOD Contractor Personnel nominated and approved for assignment to the White House Communications Agency (WHCA).

Files contain individual nominations for assignment to the WHCA. Files include retained copies of individuals' Statements of Personal History; periodic updates of statement of personal history data; individual building pass and identification security badge requirements; security briefing certificates; reports of involvements in accidents and incidents; retained copies of application for off-duty employment; notification of security clearance indoctrination/debriefing; notification of completion of spouse National Agency Checks; individual certificates of clearances; personal interview results.

E.O. 10450, as amended; E.O. 10865.

Nomination files for assignment to WHCA are initiated to transmit completed background investigations to the following activities (in the order listed):

The Office of the Special Assistant to the Secretary and Deputy Secretary of Defense.

The Office of the Military Assistant to the President.

Nomination files are used to evaluate the background, character, and qualifications of persons for assignment to the agency.

Individual pass and security identification requirements records are collected to control or limit access of personnel to sensitive facilities.

Individual reports of involvements in accidents or incidents are used to monitor the security and security-related conduct of personnel who are assigned to a Presidential support activity and who have access to classified information.

Individual requests for approval of off-duty employment of active duty military personnel. The formal request documents that a determination has been made that the off-duty employment does not involve any conflict of interest.

Retained copies of notifications of the indoctrination of personnel for various security clearances and special access programs. Notifications are used to insure that only properly indoctrinated personnel are permitted access to these security clearances and records.

Retained copies of correspondence advising the Commander, Naval Support Facility, Camp David, Maryland, of the completion of a National Agency Check on the spouses of WHCA personnel assigned to Camp David. Notifications are used as the basis for the preparation of access lists to Camp David.

Individual certificates of security clearances issued by the Defense Information Systems Agency. These certify that personnel assigned to the agency have met all requirements for access to classified material.

Interview notes dealing with the personal interview of individuals tentatively accepted for assignment to the White House Communications Agency, pending completion of the background investigation. Notes are used to assess the overall qualifications of personnel tentatively selected for assignment to the agency.

Nomination files for assignment to WHCA are initiated to transmit completed background investigations to the following activities (in the order listed):

The Staff Assistant for Security, Office of the Counsel to the President;

Special Agent in Charge, Technical Security Division, United States Secret Service.

Statements of Personal History, as well as the periodic update of personal history data, is used to furnish the Defense Information Systems Agency, the White House Office, and other Federal Agencies personal data on applicants for assignment or duty with the agency. Statements of Personal History serve as the basis for initiation of background investigations and assessing the eligibility of individual for special access programs.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records and cards in file folders.

Filed alphabetically by last name of individual.

Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel properly screened, cleared and trained.

Records are permanent. They are retained in active status during period of access and retired to records storage facility.

Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requestor must present a current Defense Information Systems Agency (DISA) identification badge or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

Written requests for information should contain the full name of the individual, current address and telephone number and category information requested.

For personal visits, the individual should be able to provide some acceptable identification, that is driver's license, employee identification or military identification card.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Statements of Personal History and related personal information forms and reports from each individual; Notification of personal (security) clearance from the Defense Information Systems Agency and other appropriate Federal Agencies; incident and accident reports from the investigating agency.

Card files are originated in the Security Office, White House Communications Agency, extracting pertinent information from the Statement of Personal History and related personal information forms which the individual provides.

None.

/KWHC.07 Agency Access/Pass File System.

Primary System - Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

Decentralized Segments-Defense Communications Operations Unit, White House Communications, Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

Assigned and attached personnel, contractors, visitors and civilian employees, whose trustworthiness has been established (in accordance with appropriate regulations), who applies for and are granted access to classified records, sites, equipment, containers, or areas within agency's scope of responsibilities.

File contains registers for recording pertinent information on persons authorized entry or access to classified records, sites, equipment, containers and areas.

E.O. 10450, as amended; E.O. 10865.

Used to record names, signatures and identity of those authorized access.

Used to obtain and grant clearance or extension of clearance for access to classified information, equipment, sites or containers. Used to prevent unauthorized access or disclosure of classified material or information.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records and cards in file folders.

Filed alphabetically by last name of individual.

Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained.

Records are permanent. They are retained in active status during period of access and retired to records holding facility.

Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requestor must present a current DISA identification badge or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

Written requests for information should contain the full name of the individual, current address and telephone number and category of information requested.

For personal visits, the individual should be able to provide some acceptable identification, that is a driver's license, employee identification or military identification card.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Application and related forms from the individual requesting access, personnel security clearance from Defense Investigative Service, service staffs, commands and other Federal agencies. Records of custodians.

None.

/K105.01 208.10 Confidential Statement of Employment and Financial Interest.

Office of the Counsel, Headquarters, Defense Information Systems Agency, Code AL.

Those DISA military personnel, on duty, in the rank of Lieutenant Colonel, Commander, or above and those DISA civilian personnel, on duty, in the grade of GS-13 and above whose duties require them to exercise judgment in actions relating to contracting or procurement.

The completed DD Form 1555, Confidential Statement of Employment and Financial Interests - DOD Personnel; lists of those DISA employees who must fill out the form. The responsibility for determining the list of which employees must fill out the form is vested in: (1) The Director, DISA, for the Office of the Director; (2) the Deputy Directors, the Comptroller, and the Assistants to the Director for Administration and Personnel for their respective organizations; (3) the Chairman or Chief responsible individual for source selection boards, committees, etc., or bid or proposal evaluation groups, formally designated; and (4) the Chief of Staff, Headquarters, DISA, for any other positions not covered in (1) through (4) above.

18 U.S.C. 208.

Office of Counsel, DISA - To assure that the applicable DISA personnel refrain from any private business or professional activity or refrain from having any direct or indirect financial interest which would put them in a position where there is a conflict between their private interest and the public interests of the United States, particularly those related to their duties and responsibilities as DISA personnel. And even though a technical conflict may not exist, the Counsel, DISA, must assure that DISA personnel avoid the appearance of such a conflict from a public confidence point of view. The resolution of a conflict or appearance of a conflict may be accomplished by one or more means, such as changes in assigned duties, divestment of a conflicting interest, disqualification for a particular assignment, disciplinary action, or criminal action. A DISA employee who falls within the applicable categories will have his OF8 (the covering form with his position description) stamped with the notation, ‘Requires confidential statement of employment and financial interest as required by DOD Directive 5500.7’.

DISA Management - To review where there is an unresolved conflict of interest and an adverse action is to be taken.

The ‘Blanket Routine Uses’ set forth at the beginning of the DISA’s compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders.

Information is accessed and retrieved by name and organizational assignment.

Building employs security guards. Records are stored in locked safe and are accessible only to the Office of Counsel, DISA.

Records are temporary. They are destroyed when 6 years old except that documents needed in an ongoing investigation will be retained until no longer needed in the investigation.

Counsel, Code 105, Headquarters, Defense Information Systems Agency.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Counsel, Defense Information Systems Agency, Code 105,

The full name and organizational assignment of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Office of Counsel, DISA, Code 105, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present either a current DISA identification badge or a driver’s license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Counsel, Defense Information Systems Agency, Code 105.

DISA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Completed DD Form 1555 supplied by the individual.

None.
/K232.01 Travel Orders Records System.

Arlington Service Center, Code BL, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

Those DISA military and civilian personnel who have performed official travel in connection with DISA business or employment.

Records in the system would cover authorized official travel for civilian, military, and contractor personnel and be comprised of travel orders, transportation requests, commercial carrier transportation and excess baggage tickets, travel advance vouchers, records of travel claims and payments, DD Form 1056, Authorization to Apply for a ‘No Fee’ Passport. Also supporting documentation including messages, correspondence, and coordination papers. Data in the system would include names, Social Security Numbers, office assignments, rank/grade, DISA office code number, DISA telephone number, home addresses, transportation and per diem allowances and actual amounts paid, and itineraries.

10 U.S.C. 133(b).

Used by personnel in the Services Branch, Code 232, and personnel in the Travel Branch, Code 234, Headquarters, DISA, in maintaining appropriate and accountable records for individuals performing official travel on DISA business and to ensure individual travel advances are liquidated.

Disclosures may be made from this system to ‘consumer reporting agencies’ as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Credit Bureaus and Debt Collection Agencies - Records may be referred to private contract organizations to comply with the provisions of the Debt Collection Act of 1982 (10 U.S.C. 136) for non-payment of an outstanding debt.

Other Federal Agencies - Records of debtors obligated to DOD, but currently employed by another Federal agency may be referred to the employing agency under the provisions of the Debt Collection Act of 1982 for the purpose of the debt.

The ‘Blanket Routine Uses’ set forth at the beginning of the DISA’s compilation of systems of records notices apply to this system.

Storage:

Records are stored in file folders.

Information is accessed and retrieved by the name of the individual.

Building employs security guards. Records are kept in security file (MP combination lock) and are accessible only to authorized personnel that are properly screened, cleared and their duties require them to be in the area where records are maintained.

Records maintained in the Travel Branch, Code 234 are not permanent. They are retained in active file until travel advances are liquidated and then transferred to completed files and held for one fiscal year and subsequently retired to the appropriate Washington National Records Center.

Records maintained in the Services Branch, Code 232, are retained for two years, then destroyed.

Chief, Supply and Services Division, Code 230, Headquarters, DISA. Decentralized Segment - Chief, Management Services Office, Defense Communications Engineering Center, Code R120.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Supply and Services Division, Code 230, Headquarters, Defense Information Systems Agency.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the Services Branch, Code 232, Headquarters, DISA, to obtain information whether the system contains records pertaining to him or her for local travel. For other than local travel, the requester may visit the Travel Branch, Code 234, Headquarters, DISA, to obtain information on whether the system contains records pertaining to him or her. In either instance, as proof of identity, the requestor must present either a current DISA identification badge or a driver’s license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Supply and Services Division, Code 230, Headquarters, Defense Information Systems Agency.

DISA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Names and other personnel information on those individuals in the system are obtained/gathered from authorized and approved travel orders issued to the individual concerned.

None

/K240.01 Personnel Security Investigative Dossier File (PSIDF).

Security Branch, Arlington Service Center, Code BLS, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

This file includes individual personnel security investigative dossiers on: U.S. military personnel who have been selected for assignment to, are now, or have been assigned to the DISA; U.S. Government civilian personnel who are being processed for employment, are now or have been employed by the DISA; U.S. military or civilian personnel who are being processed for, or have been granted, access to sensitive compartmented information (SCI) by the DISA at the request of their parent organization; industrial employees who are performing, expect to perform, or have performed duties under DISA SCI cognizance as a result of a U.S. Government contract; or personnel who are or have been, affiliated with the DISA.

File contains individual personnel security investigative dossiers. Individual dossiers may contain submissions by the individual such as Statement of Personal History/personnel security questionnaire, appropriate release statements and related personal documentation, i.e., educational diplomas, marriage and divorce records, etc.; information obtained as a result of a National Agency Check, investigative action and/or volunteer sources. Information may consist of acquisitions from listed or developed character references, co-workers, supervisors, present and past employers, financial or trade institutions, credit bureaus, personnel of the legal, medical, educational or religious professions, educational institutions, present and former neighbors, courts, U.S. federal, state or local agencies and departments; foreign law agencies, private investigative sources, active and retired U.S. military or civilian personnel records, interview of the individual, his spouse, relatives or associates, fingerprint identification check. This information normally covers the period of the individual's life for a fifteen year period immediately preceding the investigation or from the date of his eighteenth birthday. However, if derogatory information is developed or if the individual has a long tenure of U.S. Government service, the file may cover a greater period of time; information on the individual's spouse, relatives or associates; correspondence between the individual and DISA or other U.S. Government activity or correspondence related to the individual between his employer, organization of assignment and DISA (Code BZS) or other U.S. Government activity; correspondence related to National Agency Checks, investigations, evaluations, clearance or special accesses for the individual; certificates of clearance, security determination or special access authorizations and terminations thereof; content, adjudicative and clearance action sheets; certificates of release or review of personnel security investigative dossiers; results of review of personnel and/or medical files; photographic likeness with identifying data such as name.

E.O. 10450, as amended; E.O. 10865.

Information is collected and used for the purposes of determining the suitability, eligibility or qualification of personnel previously defined for assignment, employment or qualification for access to various levels of U.S. Government classified and sensitive compartmented information and to certify clearances and accesses as required.

Counterintelligence and Security Division (DIA): The personnel security investigative dossier for each individual previously defined who has, or had, a valid requirement for access to compartmented intelligence information is reviewed to determine, for the responsible United States Intelligence Board Member, the individual's eligibility for such access.

Also released to law enforcement and investigatory authorities of the U.S. Government for conduct of official investigations.

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:

Any component or official of the U.S. Government having established a need-to-know: Used as a basis for gaining access to classified information upon reassignment employment, etc.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records, microfiche, in file folders; ADP cards or magnetic tapes.

Information is retrieved by the individual's name.

Building employs security guards. Records are maintained in areas accessible only by authorized personnel that are properly cleared and trained. Records, during non-duty hours, are additionally protected by storage in locked electrical filing cabinets.

Individual records are maintained from the date of initial nomination for assignment, employment or affiliation with the DISA until at least one year but not more than two years, following his departure. Individual records which contain information upon which an adverse determination was based are maintained permanently.

Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency.

Decentralized Segment - Chief, Security Branch, Defense Communications Engineering Center, Code R121, 1860 Wiehle Avenue, Reston, VA 22090.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Branch, Code BZS, Headquarters, Defense Information Systems Agency.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code BLS, Headquarters, Defense Information Systems Agency.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information is placed into the system by the system manager after an individual has been nominated for assignment, employment or affiliation with the DISA as previously defined. Information may be obtained from the individual's submissions, listed or developed character references, co-workers, supervisors, present and past employers, financial or trade institutions, credit bureaus, personnel of the legal, medical, educational or religious professions, educational institutions, present and former neighbors, courts, U.S. federal, state or local law agencies/departments, active and retired U.S. military or civilian personnel records, interview of the individual, his spouse, relatives or associates, any component of the U.S. Government having an identifiable record on the individual or volunteer sources.

None.

/K240.02 Sensitive Compartmented Info (SCI) Posn/Pers Accountability System.

Primary System--Chief, Special Security Officer (SSO), Headquarters, Defense Information Systems Agency, Code BZS, 701 South Courthouse Road, Arlington, VA 22204-2199.

Any individual who requires access to Special Intelligence (SI), Special Activities Office (SAO) information and/or Single Integrated Operational Plan--Extremely Sensitive Information (SIOP-ESI) in order to perform their duties are identified which includes: U.S. military personnel assigned to the DISA or certified to the DISA by their parent organization; U.S. Government civilian personnel employed by the DISA or certified to the DISA by their parent organization; U.S. military or civilian personnel who are being processed for access to SCI by the DISA at the request of their parent organization; industrial employees who are visiting DISA or performing duties under DISA cognizance as a result of a U.S. Government contract, or who are certified to the DISA as authorized representatives of industrial firms concerned with matters related to contractual, advisory or consultant support, or whose functions are such that visits to the DISA, or to facilities under DISA cognizance, are required.

File contains the SI/SAO Billet Roster which is a compilation by name, military grade or civilian counterpart, military service or Social Security Number, position number and title and parent organization. The roster identifies those positions (billets) which have been approved for specific SI/SAO access and lists the incumbents of those billets with the categories of access for which they have been briefed; the SIOP-ESI Billet Roster which contains the same identifying elements described above but pertains exclusively to SIOP-ESI accesses; the Contractor Facility Control Record which lists all contractor facilities for which the Special Security Branch has security cognizance. Facilities are listed by name and location, with a separate section for each facility. Within each section the contractor employees assigned to that facility are listed by name, clearance and categories of SCI to which they are authorized access; the Special Security Control Card which is an alphabetical card file of all personnel previously defined listing the individual's name, date and place of birth, military service or Social Security Number, billet number, organization of assignment or employment, job title, the status of clearance and access actions, dates National Agency Checks were completed, dates Background Investigations were completed and identification of the agency which conducted them, record of clearances and special accesses granted and dates of briefings. The record also contains, if applicable, the name, date and place of birth and Social Security Number of the individual's spouse and indicates the date of completion of the required partial National Agency Check for compilation of all incoming and outgoing notifications of clearance and access status made in connection with visits of non-DISA personnel to DISA and visits of personnel previously identified to facilities which require request clearance/access notification. Individuals are identified by name, grade, military service number or Social Security Number, position title, and the organization of assignment or employment. The clearance and categories of special access authorized are also listed; Billet Request Records which are a compilation of all requests for establishment of SCI billets received by the Special Security Branch. Proposed incumbents are normally identified by name, grade, position military service number or Social Security Number and organizational affiliation; Special Access Suspense Record which contains the names of individuals on whom actions are in progress; ADP Record consisting of ADP punch cards and magnetic tape as the input and storage media for publication of the SI/SAO Billet Roster All information described above for the SI/SAO Billet Roster is included.

E.O. 10450, as amended; E.O. 10865.

Special Security Branch-Information is collected and used for management and control of access to SCI by personnel previously identified. Individuals are accounted for by name grade, military service number or Social Security Number, position and organization. Also used for the certification of SCI accesses for which an individual has been granted access.

Counterintelligence and Security Division and Systems Operations Division, Defense Intelligence Agency (DIA)-the SI/SAO Billet Roster, previously defined, is used for integration into the DIA Security Management Information System (SMIS).

Strategic Operations Division and Office of the Directorate of Administrative Services, the Joint Staff, Organization of the Joint Chiefs of Staff-the SIOP-ESI Billet Roster, previously defined, is used for integration into the master SIOP-ESI Billet Roster.

Any component of the U.S. Government having an official need-to-know used to verify that an individual has been granted access to a specific category of SCI and verification of information contained in the record as previously defined.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Computer magnetic tapes; visible file cards; computer paper printouts; paper record in three-ring binders; IBM cards; paper records in file folders.

Information on computer magnetic tapes retrieved by a unique ten digit billet number

Information on all other media retrieved by the unique ten digit billet number or by the individual's name.

Records are maintained in safes and vaults and are routinely accessible only by personnel of the Office of the Chief, Security Division, Code 240, and by personnel of the Special Security Branch, Code 241, Headquarters, DISA.

Individual records are maintained from date of initial nomination for access to SCI until 3 years following the individual's debriefing, which is when the individual no longer has a need-to-know for SCI, then records are destroyed.

Chief, Special Security Branch, Code 241, Headquarters, Defense Information Systems Agency.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Security Division, Code 240, Headquarters, DISA, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information is placed into the system by the system manager after an individual is nominated for access to SCI by his organization or employer or after an individual has been certified to the DISA by his cognizant security officer as having such access. System manager obtains required information from the nomination or certification document, individual's personnel/employment records, forms submitted by the individual, formal briefing actions accomplished by personnel of the Special Security Branch, Code 241, Headquarters, DISA, and from information developed during the personnel security investigation conducted on the individual.

None.

/K240.03 Clearance File for Defense Information Systems Agency (DISA) Personnel.

Chief, Security Branch, Arlington Service Center, Code BLS, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

This file includes all DISA personnel requiring a security clearance. Since all positions in DISA are sensitive requiring at least a Secret clearance, all DISA military and civilian personnel world-wide are covered. The file also includes those persons previously assigned to or employed by DISA since 1962.

The Clearance Card File is an alphabetical card file (5' x 8', DISA Form 136) of all personnel requiring a security clearance, listing the individual's name, service or Social Security Number, grade or rank, job title, date and place of birth, date entered on duty with DISA, and date departed DISA if applicable. The file also includes the date requested, date received, and indicated results of each check within the National Agency Check (NAC), and for Background Investigation (BI) requests. Dates interim and final security clearances were granted and some special accesses are indicated.

E.O. 10450, as amended, Security Requirements for Government Employment, April 27, 1953.

Information is used by personnel of the Security Branch, Code 240, Headquarters, DISA, as a convenience or ready reference file to determine the security clearances and dates of issue for personnel assigned to or employed by DISA world-wide.

Used to certify security clearances of individuals in writing or telephonically for attendance at classified conferences at other U.S. Government agencies and at private industry organizations having an industrial clearance and generally engaged in classified contract work for DISA.

Information is available to the individual and to DISA supervisors of the individual to verify that the individual has the necessary security clearances for attendance at meetings and conferences where classified information is discussed.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

This is a manual system consisting of 5' x 8' card records maintained in two rotary file cabinets.

Information is retrieved by the individual's name.

Records are maintained in two rotary file cabinets equipped with key locks. The file cabinets are locked during non-duty hours.

Building employs security guards. Records are maintained in area which is accessible only to authorized personnel who are properly screened, their duties require them to be in the area where the records are kept.

Records have been maintained since 1962 for all DISA personnel presently or previously assigned or employed. Records are destroyed when no longer needed.

Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency.

Decentralized Segment - Chief, Security Branch, Defense Communications Engineering Center, Code R121, 1860 Wiehle Avenue, Reston, VA 22090.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Division Code 240, Headquarters, DISA.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. For the Decentralized Segment requests should be addressed to - Chief, Security Branch, Defense Communications Engineering Center, Code R121, 1860 Wiehle Avenue, Reston, VA 22090.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information is placed into the record system by the system manager after an individual is nominated for assignment to or employment by DISA. Information is obtained from National Agency Checks which may include: Federal Bureau of Investigation (FBI), Civil Service Commission (CSC), Department of State, Central Intelligence Agency (CIA), Immigration and Naturalization Service (INS), Defense Intelligence Agency (DIA), Defense Investigative Service (DIS), investigative offices of the military Department (Army, Navy, Air Force), and the Credit Bureau Incorporated.

None.
/K240.04 Identification Badge System.

Security Branch, Arlington Service Center, Code BLS, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

Civilian and military personnel assigned to Headquarters, DISA and collocated field activities.

Civilian contractors; civilian and military members of the U.S. Government whose official duties require frequent and continuing access to Headquarters, DISA and collocated field activities.

The DISA Permanent Badge, (DISA Form 21), issued to civilian and military personnel assigned to Headquarters, DISA and collocated field activities, contains a photograph of the individual with his or her surname, first name and middle initial, and a badge number. The badge is signed on the reverse side by the individual and countersigned by a representative of the Office of the Chief, Physical Security Branch (Code 243). A duplicate photograph is mounted on a 3' x 5' control card, containing the individual's name, grade or rank, badge number, office code and date of issue, and filed alphabetically.

The DISA Visitor Badge, (DISA Form 80 or 184), is issued to civilian contractors and U.S. Government civilian and military personnel, whose security clearance is on file with the Office of the Chief, Physical Security Branch, Code 243, Headquarters, DISA and who is sponsored by a Headquarters, DISA official. The badge contains a photograph of the individual with his surname, first name, middle initial, badge number, expiration date (not to exceed one year from date of issue) and is signed by the individual and countersigned by the issuing official of the Physical Security Branch (Code). Duplicate photographs are retained in an envelope and filed alphabetically, and are used for renewal of badges.

10 U.S.C. 133(b).

Security Branch, DISA - This system is established for the purpose of issuing identification badges to authorized DISA employees and for maintaining proper processing controls in the authorizations for issuance, the production of, and recall and controlled destruction of, security badges.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Control card or envelope containing duplicate photograph is filed in a locked container.

Control card or envelope containing duplicate photograph is filed alphabetically by name.

Building employs security guards. Records are maintained in an area which is accessible only to authorized personnel who are properly screened, and their duties require them to be in the area where the records are kept.

Badge and control card with extra photographs are destroyed upon termination of the individual's assignment to or need for access to the DISA.

Chief, Security Branch, Code 243, Headquarters, Defense Information Systems Agency.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Division, Code BLS, Headquarters, Defense Information Systems Agency.

The full name of requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code BLS, Headquarters, Defense Information Systems Agency.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

For DISA assigned personnel notification is received from the Office of the Chief, Personnel Security Division, Code 242, Security Division, Headquarters, Defense Information Systems Agency. Information is obtained from application forms submitted by the individuals.

For civilian contractors and civilian or military personnel from other U.S. government agencies the notification is received from the Headquarters, DISA or collocated field activity sponsor.

None.

/K240.05 Visitor Clearance File.

Security Branch, Arlington Service Center Code BLS, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

All civilian personnel cleared under the Defense Industrial Security Program and all civilian or military members of the U.S. Government cleared by their respective components for access to classified material, whose official duties require them to have access to classified information in the performance of contractual obligations, or participation in defense projects with the DISA, or whose functions, services, logistics support are required by the DISA or to facilities under the cognizance of the DISA.

This card records, as applicable, name, Social Security Number, date of birth, place of birth, citizenship, alien registration number, clearance and date, authority, organization, persons or offices to be visited, date visit authorized of the individual requesting access to the DISA and classified information. All data is supplied in letter form by the Security Officer of the individual's company or organization. The file also includes a remarks section which is used to record the DISA's sponsor's request for a badge; badge number, if assigned; a file number cross-indexed to the letter; and disposition instructions. The file is updated as requested by the individual's organization or company, usually once annually.

E.O. 10450, as amended.

Physical Security Branch, DISA - Information is collected and used for management use and control of access to classified information; daily certification of clearances to DISA project officers; certification of clearance on travel orders; request for DISA badges.

Department of Army, Military District of Washington - Identifying data (name, date and place of birth, sex, height, weight and organization) used on DOD and Pentagon Building passes (DD Form 1466 and 1467).

Joint Staff (JS) - Identifying data (name, grade, height, weight, color of hair and eyes, date and place of birth, security clearance) used on JS passes or badges and is submitted on JS Form 8.

Provost Marshal, Fort Ritchie, MD - Identifying data (name, grade, rank, title, branch of service, Social Security Number, date and place of birth, weight, height, color of hair and eyes, sex, organization or employer, security clearance) used on Fort Ritchie badges and is submitted on Fort Ritchie ACCN Form 19.

Certification of clearances to any U.S. government agency or DOD component participating in DISA projects, or where the DISA is a participant in another agency or component project.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Visible file cards (5'x8') in rotary power file; correspondence in file folders, in safe.

Information on file cards filed alphabetically by name.

Correspondence filed with sequential number cross-indexed to file card.

Building employs security guards. Records are maintained in area which is accessible only to authorized personnel who are properly screened, and their duties require them to be in the area where the records are kept.

File cards are maintained indefinitely as long as recertification is received annually from the individual's organizational or company security officer. Inactive cards are removed and destroyed periodically, usually within six months from the expiration of the visit request.

Correspondence files are removed and destroyed annually and as replaced by new certification.

Chief, Physical Security Branch, Code BLS, Headquarters, Defense Information Systems Agency.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Division, Code BLS, Headquarters, Defense Information Systems Agency.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

All information maintained on the individual is furnished by the Security Officer of the individual's organization, company, or institution.

None.

/K240.06 Classified Container Information on Form (SF 700).

Security Branch, Arlington Service Center, Code BLS, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

Civilian and military personnel assigned to Headquarters, DISA and collocated field activities who have been designated responsible officials of a classified container, or who are to be notified if the container is found open and unattended.

This form records the name, grade, address and telephone number of the above individuals.

E.O. 10450, as amended.

Security Branch, DISA - Used to record, in duplicate, each container used for storage of classified material and identify individuals who have knowledge of the combination.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

The original copy is posted on the inside of the container in the DISA office concerned; the carbon copy is attached to the outside of a sealed envelope which contains a smaller envelope containing the classified combination and is stored in an approved classified container in the Office of the Chief, Security Branch, Code BLS, Headquarters, DISA.

Filed numerically by container number.

Building employs security guards. Carbon copy records are maintained in area which is accessible only to authorized personnel who are properly screened, and their duties require them to be in the area where the records are kept.

This form is retained only as long as the information remains accurate, but not to exceed one year, at which time it is destroyed by burning. The original copy on the safe is removed, discarded and replaced by an updated copy.

Chief, Security Branch, Code BLS, Headquarters, Defense Information Systems Agency.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Branch, name of staff element, Code BLS, Headquarters, Defense Information Systems Agency.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Names of the individuals in the system are submitted on the form which is completed by the DISA office concerned.

None.

/K240.07 Vehicle and Parking Registration Card.

Security Branch, Arlington Service Center, Code BLS, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

All civilian and military personnel assigned to Headquarters, DISA and collocated field activities, and who register their vehicles for parking on base.

Civilian contractor personnel assigned desk space at Headquarters, DISA and who apply for parking privileges on base.

This file records name, address, office code, office telephone number, Social Security Number, make, year, body style, and color of vehicle, license plate number and state, insuring company and policy number, amount of liability insurance, expiration date of insurance policy carpool members and their address, place of employment and Social Security Number. The card also includes a certification statement signed and dated by the individual that he has read and understands the DISA Parking Regulations and attests to the accuracy of the information the individual provided. The amount of liability insurance is restricted to the term 'minimum required by the State of Virginia'. No dollar amounts are requested or required by the DISA.

E.O. 10450, as amended.

Physical Security Branch, DISA - Information is used to report to the GSA statistical data on DISA parking: The total number of parking spaces; the number used for Government-owned or leased vehicle parking; other official parking; visitor vehicle parking; employee parking; number of a assigned to physically handicapped employees; number and percentage of employee parking spaces assigned to executive personnel and persons assigned unusual hours; number of employee parking spaces used by carpools; and total number of persons using carpool spaces.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Visible file cards (5' x 8') in metal file cabinet.

Filed alphabetically by name and parking status, that is, Handicap Area, Carpool Area, Executive Area, and Open Area.

Building employs security guards. Records are maintained in area which is accessible only to authorized personnel who are properly screened, and their duties require them to be in the area where the records are kept.

File cards are maintained during the period of the incumbent's assignment, then removed and destroyed when assignment is terminated.

Chief, Physical Security Branch, Code 243, Headquarters, Defense Information Systems Agency.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Completed form filled out by individual.

None.

/K240.08 Security Violation Case File.

Security Plans, Programs and Oversight Office, Code BZ, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

Civilian and military personnel assigned to Headquarters, DISA and collocated field activities, who committed or contributed to a security violation involving classified defense information.

Civilian and military personnel assigned to Headquarters, DISA and collocated field activities, who discovered the violation, were witnesses in connection with the violation, or were interviewed to determine whether they were involved.

Civilian contractors under contractual obligation to the DISA and who were witnesses in connection with the violation, or were interviewed to determine whether they were involved.

Any individual in the civilian community, government employ, military or civilian, who reported a security violation, or who could furnish information relative to the violation, or who may have been involved in the violation.

This file contains the results of an investigation involving classified defense information which has been compromised or subjected to compromise through loss, unauthorized disclosure, improper handling or transmission, or failure to safeguard. It contains the facts and circumstances surrounding the violation, the personnel involved, the findings, affixes responsibility, and recommendations for remedial, administrative or disciplinary actions.

E.O. 10450, as amended.

Security Division, Headquarters, DISA - This file which consists of a Report of Security Violation, and an Investigation Officer's Report of Investigation, is used to determine the adequacy of the investigation, a review of the circumstances which led to the violation, and a review of the security policies and procedures established by the DISA and the office concerned with the aim of improving the procedures to preclude further violations. It is also used, when compromise cannot be precluded, to notify the original classification authority for the specific classification involved, and to request an impact statement on national security, and whether the information can be downgraded or declassified. A copy may also be furnished to an appropriate military service or government agency involved in prosecution proceedings.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

The correspondence is stored in case folders and secured in a safe.

Each case folder is filed in numerical sequence by calendar year and cross-referenced to an index sheet containing case number, code, date of violation and name(s) of individuals involved.

Building employs security guards. Records are maintained in area which is accessible only to authorized personnel who are properly screened, and their duties require them to be in the area where the records are kept.

Case files that preclude compromise are considered administrative and destroyed upon departure of the individual.

Case files that reflect compromise are retained for two years then retired to the Federal Records Center for an additional eight years, then destroyed.

Chief, Security Branch, Code BZ, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090, and Chief, Security Branch, CCTC, Code C122, Washington, DC 20301.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Division, Code BZ, Headquarters, Defense Information Systems Agency.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. For the Decentralized Segments requests should be addressed to - Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090 or Chief, Physical Security Branch, Command and Control Technical Center, Code C122, Washington, DC 20301.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information developed by the Investigating Officer investigating the violation includes, interviews with the individual(s) involved in the violation; witnesses to or having knowledge of the violation; co-workers and supervisor; it may include sworn statements, depositions, photographs or sketches of the area or equipment involved in the violation; office security procedures or instructions; and, in some cases, a copy of the classified document involved.

None.
/K270.01 DoD Digital Certificate Records.

Defense Enterprise Computing Center-Chambersburg, Letterkenny Army Depot, Building 3, Chambersburg, PA 17201-4186; and

Defense Enterprise Computing Center-C-DE, 6760 East Irvington Place, Denver, CO 80279-8000.

DoD military and civilian personnel, selected reservists; eligible DoD contractor personnel who have been assigned a digital certificate or have had their existing certificates renewed, replaced, revoked, or denied.

The system contains information needed to establish accountability and audit control of digital certificates that have been assigned to DoD personnel who transmit electronic data that requires protection by enabling the use of public key cryptography.

Records include operator's/user's name, organization, work telephone number, Social Security Number, date of birth, Electronic Identification Number, work e-mail address, username and password. Records on the creation, renewal, replacement, or revocation of digital certificates under the DoD Public Key Infrastructure, including evidence provided by applicants for proof of identity and authority, sources used to verify an applicant's identity and authority, and the certificates issued, denied, and revoked, including reasons for denial, and revocation.

5 U.S.C. 301, Departmental Regulations; The Electronic Signatures in Global and National Commerce Act, Pub. L. 106-229; Presidential Directive on Electronic Commerce, July 1, 1997; OASD(C3I) Policy Memorandum dated August 12, 2000, subject: Department of Defense (DoD) Public Key Infrastructure (PKI) and, OASD(C3I) Memorandum dated Jan 2001, subject: Common Access Card (CAC), and Government Paperwork Elimination Act; and E.O. 9397 (SSN).

This system of records is being maintained in order to issue digital certificates to DoD personnel who transmit electronic data that requires protection by enabling the use of public key cryptography.

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 DISA's compilation of systems of records notices apply to this system.

Storage:

Records are stored on paper files and electronic media.

Name, Social Security Number, date of birth, and the electronic identification number.

Facilities where the systems are maintained are locked when not occupied. Paper records are kept in filing cabinets and other storage places that are locked when office is not occupied. Computerized records maintained in a controlled area are accessible only to authorized personnel. Physical and electronic access is restricted to individuals having a need for the record in the performance of their official duties.

Disposition pending (until NARA has approved the retention and disposition schedule for these records, treat records as permanent).

DoD Public Key Infrastructure and Directory Service Project Officer, 5111 Leesburg Pike, Suite 900, Falls Church, VA 22041-3205.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DoD Public Key Infrastructure and Directory Service Project Officer, 5111 Leesburg Pike, Suite 900, Falls Church, VA 22041-3205.

Requests should contain the individual's full name, Social Security Number, and date of birth.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the DoD Public Key Infrastructure and Directory Service Project Officer, 5111 Leesburg Pike, Suite 900, Falls Church, VA 22041-3205.

Requests should contain the individual's full name, Social Security Number, and date of birth.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

The information is obtained from the subject individual, the Defense Manpower Data Center, and other official personnel documents.

None.

/K317.01 Mishap Report.

Installations and Logistics Policy, Plans, and Oversight Office, Code BI, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

Those DISA civilian and military employees who receive a job-related injury or illness.

Name, Social Security Number, age and sex of employee injured, the Department, Agency, Branch, date and time of injury, nature of injury/illness, brief description of injury and corrective action taken.

29 CFR 1960.2; Pub. L. 91-596; EOs 12196 and 9397, DOD Instruction 6055.1

The Mishap Report establishes the requirements and responsibilities for reporting all mishaps which result in injury, occupational illness, and/or property damage, or which interrupt or interfere with the orderly progress of normal DISA activities. The information contained in the report will be used for mishap prevention purposes only.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Currently paper records are stored in file folders, however in the future computer storage will also be used.

Information is retrieved by the name, Social Security Number, and date of injury.

Records are filed in a secure file system, accessible only to authorized personnel who clearly have a need to know the information. Doors are locked at night and the building has security guards.

Records are not permanent. They are retained for at least five years following the end of the calendar year to which they relate and then destroyed.

Defense Information Systems Agency Safety and Occupational Health Manager, Facilities Engineering and Building Services Branch, Code H317, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Facilities Engineering and Building Services Branch, Code H317, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

The full name of the injured person and the date of injury will be required to determine if the system contains a record. The requestor may visit the Facilities Engineering and Building Services Branch, Code H317 during normal working hours to obtain information on whether the system contains records pertaining to him or her.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Facilities Engineering and Building Services Branch, Code H317, Headquarters, Defense Information Systems Agency.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Names and other personal information on those individuals in the system are obtained/gathered by supervisors of injured employees, recorded on DISA Form 73 and 74, and forwarded to the Safety and Health Manager, Facilities Engineering and Building Services Branch, Code H317.

None.
/K660.01 303-41-42 Claims Files, Requests for Waiver of Pay and Allowances.

Accounting and Finance Division, Code CPA, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

Civilian employees or former civilian employees of DISA who submit requests for waiver of claims of the U.S. arising from erroneous overpayment of pay and allowances.

The initial request for waiver of claim. The report of investigation, including copies of all documentation, affidavits, statements, vouchers, and other papers containing information bearing on the case. A summary of the report of investigation and a register of requests for waiver. Correspondence with the General Accounting Office concerning claims waivers. Correspondence with the individual who submitted the waiver request. Decisions concerning waivers of the Comptroller, DISA or the Comptroller General of the United States.

5 U.S.C. 5584, Claims for Overpayment of Pay and Allowances, Other Than Travel and Transportation Expenses and Allowances and Relocation Expenses.

Records residing in these files represent the history of a request for waiver of claim and the action taken thereon, including disposition.

Used by Comptroller, DISA or Comptroller General of the United States to reach a decision concerning requests for waiver. Records are used to administer and process requests for waivers of claims.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

The record is stored in a locked safe.

Retrieved by the name of the individual who submits a request for a waiver of claim.

Records are stored in a locked safe. Access is limited to Code 660, DISA, the investigating officer if other than from Code 660, and the individual concerned, if he so desires, as well as the DISA Counsel, the Director and personnel of the Claims Division of the GAO.

Records are retained by Code 660, HQ DISA for 2 years, then retired to Federal Records Center for permanent storage.

Chief, Financial Services Division, Code 660, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Financial Services Division, Code 660, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

Individual must provide his full name and Social Security Number to determine whether or not the system contains a record on him. For personal visits the individual must present proof of identity to include his full name and Social Security Number as well as positive identification, such as identification card or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Financial Services Division, Code 660, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199 for assistance.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Official Personnel Records of Individuals; Finance and Accounting Offices for financial records; individuals having knowledge concerning the subject of the claim, for statements and affidavits; and any other source from which pertinent information may be drawn.

None.

/K700.01 Employee-Management Relations and Services Files.

Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area.

DISA civilian employees in the Washington Metropolitan Area who have a requirement for the employee-management service except the grievance file which is applicable to all DISA civilian employees.

Blood donor program records, grievance file containing all documents related to a grievance, reconsideration file containing all documents relating to a negative determination of within-grade salary increase and the request for reconsideration of the determination, DISA Form 169, Exit Interview.

Federal Personnel Manual, Supplement 990-1, Book III, Part 531, Section 531.407 Work of an Acceptable Level of Competence, Part 771, Employee Grievances, Part 715, Subpart B. Voluntary Separations; 10 U.S.C 136.

Used by the Civilian Personnel Office staffs and supervisors of employees to process and record actions pertinent to employee-management relations and services.

Used by the Director/Deputy Director and heads of major staff elements DISA Headquarters and Commanders of DISA field activities in the Washington Metropolitan Area to render decisions concerning individual employees and as a basis for future management action.

Used by DOD and Office of Personnel Management inspectors to review records for compliance with applicable Federal Personnel Manual policies.

Used by the Office of Personnel Management to review agency records concerning grievances and negative determinations of within-grade salary increase.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records stored in file folders and card files.

Information is retrieved by name.

Building employs security guards. Records are maintained by operating officials in area accessible only to authorized personnel who are properly screened and cleared and whose duties require them to be in the area where records are maintained. Files are locked in secure file cabinets during non-duty hours.

Records are retained for four years and subsequently destroyed, except for blood donor records which are retained until the employee terminates his/her employment with DISA after which time they are destroyed.

Primary System - Office of the Assistant to the Director for Personnel, Code BC, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code BC, Headquarters, Defense Information Systems Agency or from the decentralized segments at Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code BC, Headquarters, Defense Information Systems Agency or from the decentralized segments at Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Official personnel folder, individual employees, employee representatives, supervisors of employees, civilian personnel staff, hearing examiners reports and other reports of investigation, statements of witnesses and management representatives.

None.

/K700.02 Civilian Awards Program File.

Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Decentralized Segments - DISA field activities.

DISA civilian employees who merit special recognition for performance either within or outside the employee's job responsibilities and length of service to the Government. Suggestions from civilian and military personnel assigned to Defense Information Systems Agency, DOD and other government agencies.

File contains copies of minutes of DISA Awards Board meetings, action by approving officials, record of individuals receiving awards, DISA Form 89, Service Award Work Sheet and Record, suggestions and report of evaluation of suggestions, and related correspondence.

Federal Personnel Manual, Chapters 430 Performance Evaluation, 450 Incentive Awards, 531 Pay Under the General Schedule

DOD Directive 5120.15, DOD Incentive Awards Program; Assignment of responsibility.

DOD Instruction 5120.16, DOD Incentive Awards Program: Policies and Standards.

Used by the civilian personnel office staff to process and record actions for individuals who merit special recognitions.

Used by suggestion evaluators in the Defense Information Systems Agency, DOD and other government agencies to recommend adoption or non-adoption of suggestions.

Used by the DOD and Civil Service Commission to process and approve nominations for awards.

Used by DISA Awards Boards to review nominations for awards and recommend approval/disapproval to the Director, DISA.

Used by the Director DISA to approve/disapprove recommendation for awards.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders.

Information is accessed and retrieved by name and type of award.

Building employs security guards. Records are maintained in file cabinets with a combination locks and are accessible only to authorized personnel who are properly screened and cleared and whose duties require them to be in the area where records are maintained.

Records are not permanent. They are retained in active file for two calendar years and subsequently destroyed except for minutes of Awards Boards which are retained for five years and subsequently destroyed.

Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Directors, Commanders and Chiefs of DISA field activities.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Directors, Commanders and Chiefs of DISA field activities.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code, Headquarters, Defense Information Systems Agency or to the Director, Commander or Chief of the appropriate DISA field activity.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Official Personnel Folder, supervisors of employees, individuals submitting suggestions, evaluators of suggestions, DISA Awards Boards, civilian personnel office staff, DOD, Civil Service Commission.

None.

/K700.03 Manpower and Personnel System (MAPS).

Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Decentralized Segments - DISA Field Activities.

All civilian and military personnel currently or formerly employed by or assigned to the DISA.

System contains personal information in several categories: Biographical data (Name, Social Security Number, Sex, Minority Group Indicator, birth date, citizenship, DISA employment (DISA start date recruitment source, DISA service computation date, geographic location, Submitting Office Number, DISA Area, Office Code, Salary, appointment type, work schedule, pay plan, grade, step, date of grade, pay determinant, pay basis, date of last within-grade, competitive level, tenure-excepted, reemployed employee code, position code, position description number, job title, career field, civilian job code, function code for scientists and engineers, rotation date, not-to-exceed code, not-to-exceed date, nature of action code, performance rating date, performance rating code, supervisor code, reason for departure code, type of promotion, Vietnam era indicator; military service information; service component, branch of service, date of commission, primary job code, secondary job code, tertiary job code, added job code, permanent grade, date of permanent grade, military education level, rating official, military performance rating, military job code, office assignment of military rater, endorsing Official, Office Assignment of Military Indorser, MOS Prefix, MOS Suffix); civilian federal employment (Service Computation Date, Date Entered Federal Service, Veterans Preference, Reduction In Force code, Tenure group, Probation start date, Career start date, Leave Category, Handicap Code, Position Occupied Code); education (education level, academic specialty, year of degree), (Type of training, purpose of training, training facility, course number, course name, on-duty training hours, off-duty training hours, direct training costs, indirect training costs, Date of Training, Training Status, Training Sponsor, Special Interest Training, Degree Program School, Type of Degree Program, academic specialty of degree Total training, - Total training hours, - Type of competitive training; Awards and recognition (Type of award, date of award, amount of award. Intangible awards); Benefits (Federal Employees Group Life Insurance Coverage, Federal Employees Health Benefits Plan, Federal Employees Health Benefits Carrier; Locator Information); (Home Phone Number, Office Phone Number, DISA Building Number, Room Number).

Note: This information is being retained as a result of court order.

10 U.S.C. 133(b).

DISA and DISA Field Activities - collect and maintain personal data for internal management purposes and to meet external report requirements. Data is used by the Director, DISA and those DISA officials to whom the Director has delegated authority to command, organize, direct, and manage the DISA and DISA Field Activities.

Civil Service Commission and DOD - data is used for statistical and by name reports.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Computer magnetic tapes/disks/drums and/or punched cards.

Retrieved by Social Security Number or random access.

System is in areas accessible only to authorized personnel who are properly screened, cleared and trained. Building employs security guards to control access. Computer software restricts access by use of a series of passwords and levels of security codes for each data element.

Records are permanent. They are retained in the active system during the individuals employment/assignment to DISA. Upon departure from DISA, individual records are transferred to a history file within DISA.

Assistant Deputy Director for Civilian Personnel, Code 306, Personnel and Administration Directorate, HQ Defense Information Systems Agency.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Headquarters DISA or the Personnel and Administration Directorate, Defense Information Systems Agency, 701 S. Courthouse Road, Arlington, VA 22204.

Personnel currently assigned to/employed by DISA Field Activities may obtain information by contacting the Commander of their organization.

For personal visits, requests for information concerning an individual must contain name and Social Security Number. Proof of identity is either an employee ID card or driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Personnel and Administration Directorate, Defense Information Systems Agency. The official mailing address is in the DOD directory in the appendix to the DISA systems notice.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information in the system is obtained from the individual either verbally or in writing and from source documents found in individual Official Personnel Folders/Files or submitted by employee supervisors, personnel office employees, EEO officials, and security office employees.

None.

/K700.04 Priority Reassignment Eligible File.

Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

DISA civilian employees who are assigned to DISA activities located at the Headquarters DISA compound and the Military Communications-Electronics Board whose positions have been declared excess to current or planned Joint Table of Distribution (JTD) authorizations.

File contains a Reassignment List comprised of employees who are in positions which are not authorized by current or planned JTD's, positions for which the employee qualifies for reassignment and a record of the action taken for each employee.

Federal Personnel Manual, Chapter 351, Reduction in Force.

Used by personnel in the Civilian Personnel Division, Headquarters, DISA to screen the Reassignment List to identify employees who are qualified for vacant positions and to maintain a record of action taken for each referred employee.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records filed in loose leaf folder.

Information is accessed and retrieved by name

Building employs security guards. Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained.

Records are not permanent. They are retained until the individual is reassigned to an authorized DISA JTD position or terminates his/her employment with DISA and subsequently destroyed.

Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency.

The individual's full name and office code to which assigned will be required to determine if the system contains a record about him or her. The requestor may visit the Civilian Personnel Division, Code 720, Headquarters, DISA to obtain information on whether the system contains records pertaining to him or her. As proof of identity, the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

DISA Comptroller - Joint Table of Distribution; Qualifications Statement in the Official Personnel Folder as analyzed by a personnel specialist; and selecting officials.

None.

/K700.05 Executive Level Position Files.

Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Current and former DISA civilian employees assigned to an executive level position (GS-16,17,18 and 10 U.S.C. 1581 positions) and GS-15 employees proposed for the executive level position category.

Executive Level Position Files contain the names of the individuals, Official Position Description, Civil Service Commission Form 915 Notification of Executive Personnel Vacancy, Civil Service Commission Form 916 Request for Executive Personnel Action, Civil Service Commission Form 917 Request for Approval of Executive Selection, Standard Form 171 Personal Qualifications Statement and a record of correspondence pertinent to the established/proposed super grade position. Executive Level Position Report contains the name of the individual assigned to an established or proposed executive level position, type of executive level authorization, and a summary of projected actions required to obtain DOD and Civil Service Commission approval of executive level positions.

Federal Personnel Manual Chapter 305, Employment Under the Executive Assignment System.

Used by the staff of the Office of the Assistant to the Director for Personnel to compile supporting data for authorized and projected super grades and to provide DISA management with a monthly report of the status of executive level positions.

Used by the Director, Vice-Director, Chief of Staff, Deputy Directors, Deputy Manager, National Communications System, Comptroller; Office of the Counsel, Assistant to the Director for Administration and Commanders, DISA Field Activities located in the Washington Metropolitan Area to determine executive level position needs of the Agency and to keep abreast of the status of current and projected executive level positions.

Used by the DOD to review DISA requests for establishment of super grade positions and approval of selections for executive level positions.

Used by the Civil Service Commission to approve/disapprove the agency request for classification of executive level positions and selection for executive level positions.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records stored in file folders.

Information is accessed and retrieved by name, position title/series/grade and organizational location.

Building employs security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, trained and their duties require them to be in the area where records are maintained.

Records are permanent.

Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the Civilian Personnel Division, Code 720, Headquarters, DISA to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Official Personnel Folder Files; DISA Joint Table of Distribution; correspondence originating in DISA staff organizations, DOD and the Civil Service Commission.

None.

/K700.06 Report of Defense Related Employment.

Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Civilian employees of DISA who were previously employed by or performed services for defense prime contractor.

DOD Form 1787, Report of Defense Related Employment as Required by Pub. L. 91-121 and lists of civilian employees who were previously employed by or performed services for a defense prime contractor.

Pub. L. 91-121, section 410.

Used by the Civilian Personnel Division staff to assure that applicable DISA civilian employees submit a completed DD Form 1787 to review information as submitted for the possibility of a violation of the law or DOD Directive, and to transmit a composite listing by employee name and defense contractor together with completed DD Forms 1787 to the Assistant Secretary of Defense (Manpower and Reserve Affairs).

Used by the Assistant Secretary of Defense (Manpower and Reserve Affairs) to prepare and transmit reports to the President of the Senate and the Speaker of the House of Representatives.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders.

Retrieved by employee name.

Building employs security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, trained and their duties require them to be in the area where records are maintained.

Records are retained for two calendar years and subsequently destroyed.

Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Requests should be addressed to the Chief, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency.

The individual's full name and office code to which assigned will be required to determine if the system contains a record about him or her. The requestor may visit the Civilian Personnel Division, Code 720, Headquarters, DISA to obtain information on whether the system contains records pertaining to him or her. As proof of identity, the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Individual employees submitting the DD Form 1787.

None.

/K700.07 Employee Record File.

These cards are maintained by all supervisors of civilian employees.

Civilian employees of DISA organizations in the Washington Metropolitan Area.

Standard Form 7B, Employee Record Card.

Federal Personnel Manual, Supplement 293-31, Subchapter S7-2, Employee Record.

Used by operating officials as a source of data to initiate requests for personnel actions, to plan and schedule employee training to counsel employees on their performance, to establish a basis for proposing commendations or disciplinary actions and to carry out their personnel management responsibilities in general.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Vertical File Cards.

Information is accessed and retrieved by employee name.

Building employs security guards. Records are maintained in area accessible only to authorized personnel who are properly screened and cleared and whose duties require them to be in the area where records are maintained.

Records are not permanent. Cards for employees who are moving within the Agency are sent to the new operating office. Cards of employees who terminate employment with DISA are destroyed.

Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the employee's supervisor. The individual's full name will be required to determine if the system contains a record about him or her.

Individuals seeking access to information about themselves contained in this system should address written inquiries to his/her supervisor to gain access to the record.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Official Personnel Folder, individual employees, supervisors of employees, official personnel actions, civilian personnel staff.

None.

/K700.09 603-02 Service Record Card Files.

Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Defense Information Systems Agency field activities in the Washington, DC, metropolitan area.

Civilian employees or former civilian employees of DISA organizations.

File contains Standard Form 7, Service Record; Standard Form 7A, Service Record Continuation; and Standard Form 7D, Position Identification Strip.

Federal Personnel Manual, Supplement 293-31, Subchapter S2, The Service Control File.

Used as prescribed by Civil Service Commission regulations.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Vertical file cards in metal and cardboard containers.

Information is accessed and retrieved by name and organizational location.

Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained.

Records are not permanent. They are retained in an active file until the individuals terminate their employment with DISA; held for five additional years in an inactive file in DISA and then transferred to Washington National Records Center where they are held for an additional ten years and subsequently destroyed.

Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Directors of Defense Information Systems Agency field activities in the Washington, DC, metropolitan area.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Official Personnel Folder Files.

None.

/K700.10 603-08 Annual Classification Maintenance Review File.

Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area.

DISA civilian employees.

File contains a report of the annual classification maintenance review by individual employee, position description number, position title/series/grade.

Section 1310 of the Supplemental Appropriation Act, 1952 as amended (5 U.S.C. 3101, Note) Whitten Amendment.

Civilian Personnel organizations -- used to identify positions subject to the annual maintenance classification review and to take appropriate position classification action for positions which require adjustments.

Civilian employees and supervisors--used to identify the need for each position and to certify the accuracy and completeness of each officially classified position.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders.

Retrieved by employee name and position description number. Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained.

Records are not permanent. They are retained in active file for two calendar years and then destroyed.

Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Directors of Defense Information Systems Agency field activities in the Washington, DC, metropolitan area.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Information in the system is obtained from the Personnel Management Information System, Official Position Descriptions, civilian employees and their supervisors, and civilian personnel employees.

None.

/K700.11 602-18 Promotion Register and Record Files.

Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area.

Candidates who apply for job vacancies under the DISA Civilian Merit Promotion Program.

The file contains the Job Opportunity Announcement; list of candidates; rating sheets; evaluation instrument; supervisory appraisals; DISA Form 237, Eligibility List; SF 171, Personal Qualifications Statements; DISA Form 326, Applicants Card Record; and other supporting documentation generated in the evaluation of candidates.

Federal Personnel Manual, Chapter 335, Promotion and Internal Placement.

Used by the Civilian Personnel Office staffs to prepare and issue Job Opportunity Announcements; evaluate candidates' qualifications and develop promotion certificates in coordination with promotion panels and supervisors, notify candidates of selection or nonselection, monitor the DISA Civilian Merit Promotion Program, and to otherwise complete and document merit promotion actions.

Used by supervisors and members of promotion panels to evaluate candidates, interview candidates and to notify the Civilian Personnel Office staffs when selections are made.

Used by DOD and Civil Service Commission inspectors to review promotion actions for compliance with merit promotion policy.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders.

Information is accessed and retrieved by employee name and Job Opportunity Announcement Number.

Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained.

Records are not permanent. They are retained in active file for two calendar years and subsequently destroyed.

Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Decentralized segments - Directors of DISA field activities in the Washington, DC, metropolitan area.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Job application from individuals, current and former supervisory appraisals, Official Personnel Folder, promotion panels and civilian personnel office staff, selecting officials.

None.

/K700.12 602-10 Civil Service Certificate Files.

Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area.

Applicants who are eligible for competitive appointments from Civil Service Commission registers to positions in DISA organizations.

File contains copies of Standard Form 39, Request for Certification, Civil Service Commission Form 1844, Certificates of Eligible, Civil Service Commission Form 2934, Statement of Reasons for Passing Over and Preference Eligible and Selecting a Nonpreference Eligible, Civil Service Commission Form 775, Authority to Examine and Appoint Under Open Examination, and related correspondence supporting the action.

Federal Personnel Manual, Chapter 332, Recruitment and Selection Through Competitive Examination.

Used as prescribed by Civil Service Commission regulations.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders.

Information is accessed and retrieved by position title and position description number.

Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained.

Records are not permanent. They are retained for two calendar years and subsequently destroyed.

Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Civil Service Commission certificates of eligible and reports of action taken on certificates of eligible.

None.

/K700.13 602-26 Retention Register Files (Reduction-in-Force).

Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area.

Civilian employees of organizations who compete during a Reduction-In-Force (RIF); civilian employees who receive a RIF notice and are eligible for registration in the Department of Defense Program for Stability of Civilian Employment and the Civil Service Commission Displaced Employee Program and the Reemployment Priority List.

File contains copies of Retention Registers and Reduction-in-Force Notices, Civil Service Commission Displaced Employee Program Registration; DOD Form 1817, Program for Stability of Civilian Employment Registration; Reemployment Priority List, Qualifications Appraisal.

Federal Personnel Manual, Chapter 351, Reduction-in-Force

DOD Directive 1400.20, Program for Stability of Civilian Employment in the DOD.

DOD Program for Stability of Civilian Employment Policies, Procedures and Programs Manual, DOD 1400.20-1-m.

Used as prescribed by Civil Service Commission and DOD regulations.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders and computer printout of Retention Registers.

Information is accessed and retrieved by name.

Records are maintained in area accessible only to authorized personnel who are properly screened and cleared and whose duties require them to be in the area where records are maintained.

Records are not permanent. They are retained for five years and subsequently destroyed.

Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Official Personnel Folder, computer printout of retention register, DISA management, individual employees and supervisors, civilian personnel office staff, official position description, Civil Service Commission, DOD.

None.

/K700.15 603-05 Chronological Journal Files.

Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area.

Civilian employees or former civilian employees of DISA organizations for whom a personnel action affecting their employment with DISA was processed within the last two calendar years.

File contains copies of Standard Form 50, Notification of Personnel Action, Standard Form 50A, Notice of Short Term Employment and list forms used in lieu of Standard Form 50.

Federal Personnel Manual, Supplement 239-31, Subchapter S3, The Chronological Journal File.

Used as prescribed by Civil Service Commission regulations.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records filed in three-ring binders.

Information is accessed and retrieved by name or type of personnel action.

Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained.

Records are not permanent. They are retained for two calendar years and subsequently destroyed.

Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Official Personnel Folder Files, official position description, individual employees, supervisors of employees, civilian personnel staff members, and Civil Service Commission.

None.

/K700.16 Classification Appeals File.

Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area.

Civilian employees of DISA who appeal a position classification action to the Agency; civilian employees who appeal a classification action to the Civil Service Commission and Agency appeals to the Civil Service Commission.

Official position description of the employee and the supervisor evaluation statements, organizational charts, employee/supervisor statements concerning completeness and accuracy of the position description and related correspondence.

Federal Personnel Manual, Chapter 511, Classification Under the General Schedule; Chapter 532, Coordinated Federal Wage System.

Used by the civilian personnel office staff to process classification appeals and render classification decisions; to advise employees of classification decisions; to submit information concerning employee and agency appeals to the Civil Service Commission; and as a reference document for future classification actions.

Used by the Civil Service Commission to process classification appeals and to notify the agency and employees of classification decisions.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders.

Information is accessed and retrieved by employee name.

Building employs security guards. Records are maintained in area accessible only to authorized personnel who are properly screened and cleared and whose duties require them to be in the area where records are maintained.

Records are not permanent. They are destroyed when obsolete.

Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Civilian personnel office employees, DISA management officials appellant and their supervisors, and Civil Service Commission.

None.

/K700.17 603-01 Official Personnel Folder Files (Standard Form 66).

Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area.

Civilian employees of DISA organizations.

Standard Form 171 Personal Qualifications Statement Standard Form 172 Supplemental Experience and Qualifications Statement Standard Form 50 Notification of Personnel Action Standard Form 50A Notice of Short Term Employment Standard Form 52 Request for Personnel Action Standard Form 15 Claim for Veteran's Preference Standard Form 51 Request for Insurance Standard Form 176 Election, Declination, or Waiver of Life Insurance Coverage, FEGLI Standard Form 176A The Federal Employees Group Life Insurance Program Standard Form 54 Designation of Beneficiary, Group Life Insurance Standard Form 61 Appointment Affidavits Standard Form 61B Declaration of Appointee Standard Form 70 Proof of Residence Standard Form 78 Health Qualification Placement Record Standard Form 144 Prior Federal and Military Service Standard Form 2809 Health Benefits Registration Form Standard Form 2810 Notice of Change in Health Benefits Enrollment Standard Form 39 Request for Certification Standard Form 39A Request for FSEE Certification Standard Form 59 Request for Approval of Noncompetitive Action Standard Form 75 Request for Preliminary Employment Data Standard Form 144 Statement of Prior Federal and Military Service Standard Form 161 Executive Inventory Record Standard Form 161A SF 161 Continuation Sheet DA Form 2515 Payroll Change Slip Standard Form 1126 Payroll Change Slip Standard Form 1152 Designation of Beneficiary, Unpaid Compensation of Deceased Employee CA1/CA-1d Notice of Injury of Occupational Disease DA2515 Notice of Within Grade/Pay Adjustment WA18, WA8 Direct Hire Authority Optional Form 8 Position Description DD Form 214 Armed Forces of the United States Report of Transfer or Discharge DD Form 1559/1917 Employee Career Appraisal (Test) DD Form 1617 Transportation Agreement - Overseas Employee DD Form 1618 Transportation Agreement - Transfer of DOD Civilian Employees to and within Continental United States CSC Form 2800A Proof of Selection for Career/Career Conditional Appointment CSC Form 813 Request for Verification of Military Service DISA Form 89 Service Award Work Sheet and Record DISA Form 103 Notice of Performance Rating DISA Form 104 Recommendation for Outstanding Performance Rating DISA Form 222 Quality Salary Increase Recommendation and Approval DISA Form 105 Recommendation for Performance Award Records of Training Civil Service Commission Letters authorizing waivers and exceptions Official Letters of Commendation Debt Correspondence Official Disciplinary Actions Reduction-in-Force Letters.

Federal Personnel Manual, Supplement 293-31, Subchapter S5, The Official Personnel Folder File.

Used as prescribed by Civil Service Commission Regulations and to provide data for the automated Defense Information Systems Agency Manpower and Personnel System (MAPS).

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records stored in file folders.

Information is accessed and retrieved by name.

Records are maintained in Lektriever with combination lock and are accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained.

Temporary Records - Must be retained in the Official Personnel Folder (left side) for a minimum period of one year or until the employee transfers or separates, whichever occurs first, except that official letters of admonishment, warning, caution, reprimand, and similar disciplinary action papers may be removed at any time if it is decided later that the action was unwarranted. Otherwise, most temporary records may remain in an employee's personnel folder as long as he remains with the same agency, except that letters of caution, warning, admonishment, reprimand, and similar disciplinary action papers must not be kept in the folder longer than three years, unless the agency has received an exception from the Civil Service Commission.

Permanent Records - Personnel action reports and other documents filed on the right side of the folder are permanent records and 'travel' with the employee throughout his or her entire Federal career. Records are maintained in DISA until the individuals terminate their employment with DISA and subsequently are transferred to another government agency or if the employee is separated from the Federal service the records are transferred to the National Personnel Records Center (Civilian), St. Louis, MO.

Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area.

Administrative grievance, disciplinary and adverse action files are maintained for four years and then destroyed.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Former government agencies with which the individual was employed, individual employees, supervisors of employees, official personnel actions, military service records, Civil Service Commission records, and information listed in the records category and civilian personnel staff.

None.

/K700.035 602-11 Active Application Files (Applicant Supply Files).

Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area.

Applicants for employment with DISA organizations in the Washington Metropolitan Area for positions which the organizations have been authorized by the Civil Service Commission to make temporary or term appointments outside Civil Service Commission registers.

File contains copies of Standard Form 170, Application for Federal Employment, Standard Form 171, Personal Qualifications Statement, Standard Form 172 Supplemental Experience and Qualifications Statement, Qualifications evaluations of the applicants, positions for which application is made, opening date for acceptance of applications and date that recruitment for the position is closed, priority groupings, alphabetic index of applications on file, index to the eligible applicants by occupational area, priority group and grade, name of individual selected and date of selection for appointment, qualifications standard used, written record of the positive efforts made to recruit preference eligible for any appointment of a non-preference eligible to a restricted position and correspondence relating to the file.

Federal Personnel Manual, Chapter 333, Appendix A, Mechanics of the Applicant Supply System.

Used as prescribed by Civil Service Commission regulations.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders.

Information is accessed and retrieved by name.

Building employs security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, trained and their duties require them to be in the area where records are maintained.

Records are not permanent. They are retained for two years or after receipt of a Civil Service Commission report of inspection of the agency's civilian personnel program, whichever occurs first, and then destroyed.

Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Individuals submitting applications for employment, civilian personnel office staff, selecting officials, Office of Personnel Management.

None.

/K890.01 Freedom of Information Act File (FOIA).

Office of the Chief of Staff, Code AD, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199

Decentralized - DISA Field Activities World-wide. Official mailing addresses are published as an appendix to DISA’s compilation of systems of records notices.

Persons who request information under FOIA.

Consists of (1) Policy File which contains DOD Directive 5400.7, Availability to the Public of DOD Information, February 14, 1975; DISA Instruction 210-225-1, Availability to the Public of DISA Information March 31, 1975; USAF Regulation 12-30, Disclosure of Air Force Records to the Public, February 19, 1975; Department of Health, Education and Welfare, Public Information, contained in Federal Register Vol 39, Number 248, Part II, December 24, 1974; Commanders Digest, Vol 17, Number 8, Freedom of Information Actions, February 18, 1975; DOD Directive 5400.9, Publication of Proposed and Adopted Regulations Affecting the Public, December 23, 1974; and DISA Messages to Field Activities implementing the FOIA. (2) Log File which consists of a record of all written requests for information under the FOIA which have been processed within DISA since January 1, 1975. (3) Correspondence received in DISA relating to FOIA, including replies thereto.

5 U.S.C. 552, as amended by Pub. L. 93-502, Freedom of Information Act; DOD Directive 5400.7, February 14, 1975, Availability to the Public of DOD Information.

For making available to the public the maximum amount of information concerning the operations and activities of DISA. DISA Management - to receive, process, and respond to requests for information under FOIA. Director, DISA - to review and deny requests for information under provisions of FOIA and to forward applicable correspondence to DOD when the denial may be contested or appealed.

DOD and Department of Justice - for review and in event of judicial action.

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 DISA’s compilation of systems of records notices apply to this system.

Storage:

The paper records in file folders.

Retrieved by the control number and the name of the individual who requested the information.

Records are stored in a locked safe. Records pertaining to policy are permanent. Correspondence maintained for two years, then destroyed. Records are maintained in areas accessible only to authorized personnel.

All records (except the Authorities which are permanent) are retained by Code 104, Headquarters, DISA, for two years. Logs are kept until reference need expires.

Civilian Assistant to the Chief of Staff, Headquarters, Defense Information Systems Agency, Code 104, 701 South Courthouse Road, Arlington, VA 22204-2199.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Information Systems Agency Headquarters or Defense Information Systems Agency Field Activities in the Washington Metropolitan area should be addressed to the Civilian Assistant to the Chief of Staff, Code 104, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199.

Requests from individuals relating to information from DISA Field Activities outside the Washington Metropolitan area should be addressed to the Commanders of those activities. Individual must provide his full name, a detailed description of the record desired. For personal visits, the individual must present proof of identity to include full name and e full name and Social Security Number as well as positive identification, i.e., such as driver’s license, etc., and fully identify record desired.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Civilian Assistant to the Chief of Staff, Headquarters, Defense Information Systems Agency, Code 104, 701 South Courthouse Road, Arlington, VA 22204-2199.

DISA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

From individuals concerned.

None.
/K890.03 Awards Case History File.

Military Personnel Division, Code BP, HQ, Defense Information Systems Agency.

Records are maintained on military personnel of the Army, Air Force, Navy and Marine Corps, assigned to the Defense Information Systems Agency, that have been recommended for an award while assigned/received an award that was presented by the Director/Vice Director/or received a promotion and the ceremony was conducted by the Director/Vice Director.

Records contain recommendation for an award, citation, memorandum and copy of ceremony announcement and the Director’s brief sheet, biographical summary sheet and minutes of the awards board meetings. Categories of information are: Personnel identification and narrative justification for an award.

10 U.S.C. 1121.

Used by the DISA awards personnel to manage the awards program of this Agency.

Department of the Army uses to grant or deny service awards.

Department of the Navy uses to grant or deny service awards.

Department of the Air Force uses to grant or deny service awards.

The ‘Blanket Routine Uses’ set forth at the beginning of the DISA’s compilation of systems of records notices apply to this system.

Storage:

Records are stored in file folders and locked in filing cabinets.

Information is accessed and retrieved by name.

Building employs security guards. Records are maintained in area which is accessible only to authorized personnel that are properly screened, cleared, and their duties require them to be in the area where the records are maintained.

Records are not permanent. They are destroyed 2 years after individual has departed from this Agency/or upon approval of the award whichever is later.

Assistant to the Director for Personnel, Code BP, Headquarters, Defense Information Systems Agency.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant to the Director for Personnel, Code BP, HQ, Defense Information Systems Agency.

The full name, rank, and Social Security Number of the requesting individual will be required to determine if the system has a record about the individual. The requester may visit the Military Personnel Division, Code, HQ, DISA to obtain information on whether the system contains records pertaining to the individual. As proof of identity the requester will present his U.S. Armed Forces ID Card.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Assistant to the Director for Personnel, Code, HQ, Defense Information Systems Agency. Official mailing addresses are published as an appendix to DISA’s compilation of systems of records notices.

DISA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Activity/Area Commanders, Deputy Directors, Vice Director, Director, Comptroller, Assistant to the Director for Administration and Assistant to the Director for Personnel, who submit recommendations for awards on individuals assigned to their activity. Source data documents are: DA Form 638, Recommendation for Award (Army), AF Form 642, Recommendation for Decoration (Air Force), NAVPERS Form 1650/6, Recommendation for Award (Navy). Letter recommendations following the format prescribed in DISA Instruction 220-15-39.

None.
/K890.03 Awards Case History File.

Military Personnel Division, Manpower, Personnel, and Security Directorate, HQ, Defense Information Systems Agency, 701 S. Courthouse Rd, Arlington, VA 22204-4502 and organizational elements that maintained records for the Joint Military Award approval authorities.

Official mailing addresses are published as an appendix to the DoD Component's compilation of system of records notices.

Military members assigned to the Defense Information Systems Agency (DISA) that have been recommended and/or received an award that was approved by the Director, Vice Director, Chief of Staff, or other Joint Awards approval authorities.

Individual's name, Social Security Number (SSN), organization name, telephone number, and office symbol, citation, orders, biographical summary sheet, minutes of the awards board meetings, award recommendation (DISA Form 530), narrative justification, personnel briefs, memorandums, and similar relevant information.

DoD 1348.33-M, Manual of Military Decorations and Awards; AR 600-8-22, Military Awards; SECNAVINST 1650.1G, Navy and Marine Corps Awards Manual; AFI 36-2803, The Air Force Awards and Decorations Program; 10 U.S.C. 1121, Legion of Merit: Award and E.O. 9397 (SSN).

Used by the DISA awards personnel to manage the awards program of this Agency and the information that the Department of the Defense uses to grant or deny joint awards.

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 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 DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders and electronic storage media.

Individual's name and Social Security Number (SSN).

Building employs security guards. Records are maintained in area which is accessible only to authorized personnel that are properly screened, cleared, and their duties require them to be in the area where the records are maintained.

For Approval Authorities: Military Awards Record Sets are kept on file for 15 years. Destroyed upon the 16th year after the approval, disapproval, or downgrade of the award.

For Non-Approval Authorities: Military Awards Record Sets are kept on file for 2 years. Destroyed upon the 3rd year of receipt of the approval, disapproval, or downgrade of the award.

The Defense Information Systems Agency Joint Military Awards Manager, Defense Information Systems Agency, 701 S. Courthouse Rd., Arlington, VA 22204-4502.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Joint Military Awards Manager, Attn: Military Personnel Division/MPS2E, HQ, Defense Information Systems Agency, 701 S. Courthouse Rd., Arlington, VA 22204-4502.

Requests should contain individuals' name, rank, and Social Security Number (SSN).

The requester may visit the Military Personnel Division, MPS2E, HQ, Defense Information Systems Agency, 701 S. Courthouse Rd., Arlington, VA 22204-4502. As proof of identity the requester will present their U.S. Armed Forces ID Card or Common Access Card (CAC).

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Joint Military Awards Manager, Defense Information Systems Agency, 701 S. Courthouse Rd., Arlington, VA 22204-4502.

Requests should contain individuals' name, rank, and Social Security Number (SSN).

The requester may visit the Military Personnel Division, MPS2E, HQ, Defense Information Systems Agency, 701 S. Courthouse Rd., Arlington, VA 22204-4502. As proof of identity the requester will present their U.S. Armed Forces ID Card or Common Access Card (CAC).

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 220-25-8, or may be obtained from the system manager.

Individual, military recommendations, and military reports and forms.

None.
/K890.04 Military Personnel Management/Assignment Files.

Military Personnel Division, Code BP, Headquarters, Defense Information Systems Agency.

Records are maintained on military personnel of the Army, Air Force, Navy and Marine Corps currently assigned to the Defense Information Systems Agency.

Records contain qualification records, duty status, special orders, assignment actions, personnel action requests, and suspense items for individuals to update Military Personnel Records maintained by the Military Department’s Personnel Office. The category of data maintained is: Personnel identification, assignment history and eligibility, medical profile status and military and civilian education history.

10 U.S. Code 3012, 6011, 8012.

DISA uses this information to manage the military personnel assigned. The majority of the information is furnished by the Military Departments. This information is used: To determine acceptance/non-acceptance for assignment to this Agency, to determine requisition base, to determine qualifications for requirements peculiar to the Agency, performance evaluations, position manning reports, strength accountability, data upon which to base individual requests for personnel actions, and biographical and statistical reports to top DISA management.

The ‘Blanket Routine Uses’ set forth at the beginning of the DISA’s compilation of systems of records notices apply to this system.

Storage:

Records are stored in file folders in filing cabinets.

Information is accessed and retrieved by name.

Building employs security guards. Records are maintained in area which is accessible only to authorized personnel who are properly screened, cleared, and their duties require them to be in the area where the records are maintained.

Records are not permanent. They are destroyed upon reassignment from DISA.

Assistant to the Director for Personnel, Code BP, Headquarters, Defense Information Systems Agency.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant to the Director for Personnel, Code BP, Headquarters, Defense Information Systems Agency.

The full name, rank, and Social Security Number of the requesting individual will be required to determine if the system has a record about the individual. The requester may visit the Military Personnel Division, Code, HQ, DISA to obtain information on whether the system contains records pertaining to the individual. As proof of identity the requester will present his U.S. Armed Forces Identification Card.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Assistant to the Director for Personnel, Code BC, HQ, Defense Information Systems Agency. Official mailing addresses are published as an appendix to DISA’s compilation of systems of records notices.

DISA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Basic sources of data are the Military Departments: Army, Air Force and Navy. Qualification records furnished when the individual is nominated for assignment to the Agency. The types of forms that are used as source data are: Army DA Form 2475-2 (Personnel Data-SIDPERS), DA Form 31 (Request and Authority for Leave), DA Form 2/2-1 (Qualification Record), PERSINCOM Form 260 Officers Record Brief), Special Orders; Air Force AF Form 47 (Personnel Security Certificate), AF Form 298-1 (Career Brief Officer), AF Form 1074 (Career Brief Enlisted), AF Form 899 (Reassignment Orders), AF Form 152/988 (Leave Forms), AF Forms 2095/2096/2097/2098 (Personnel Actions Forms); Navy Career Brief Officers, NAVPERS 1070/602 (Dependency Application/Record of Emergency Data), Orders, OPNAV Form 5521-420 (Certificate of Clearance), NAVPERS 601-3 (Enlisted Classification Record). NAVPERS 601-4 (Navy Occupation and Training History), NAVPERS 601-9 (Enlisted Performance Record), NAVPERS Form 1616/18 (Performance Evaluation Report); Marine Corps, Career Brief. All services file letters, messages and general correspondence, DA Form 2490 (Disposition Form), relative to the individuals assigned to the Agency.

None.
/K890.05 Overseas Rotation Program Files.

Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency.

Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area.

Civilian employees of DISA organizations in the Continental United States (CONUS) assigned to a position with a government organization outside the CONUS.

File contains copies of Standard Form 30, Notification of Personnel Action; Standard Form 55, Notice of Conversion Privilege, Group Life Insurance; Standard Form 56, Agency Certification of Insurance Status; Standard Form 171, Personnel Qualifications Statement; Standard Form 172, Supplemental Experience and Qualifications Statement; Standard Form 2810, Notice of Change in Health Benefits Enrollment; DD Form 1617, Transportation Agreement-Overseas Employees; DA Form 2515, Payroll Change Slip; Statement of Agreement; Position Description; Request for Extension of Reemployment Rights; General correspondence pertaining to the overseas assignment.

Federal Personnel Manual, Chapter 301, Overseas Employment.

DOD Instruction 1404.3, Standardized Overseas Tours of Duty for United States Citizens Employees of the DOD; DOD Instruction 1404.8, Rotation of Employees from Foreign Areas and the Canal Zone.

DOD Directive 1400.6, Statement of Personnel Policy for Civilian Personnel of the DOD in Overseas Areas; DOD Program for Stability of Civilian Employment Policies, Procedures and Programs Manual, DOD 1400.20-1-M.

Used by the personnel office staff as a source document to resolve questions concerning overseas employees who have reemployment rights to DISA/CONUS activities, to determine placement rights and to process actions for the exercise of reemployment rights.

The 'Blanket Routine Uses' set forth at the beginning of the DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders.

Information is accessed and retrieved by name and occupational location.

Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained.

Records are not permanent. They are retained until the employee exercises reemployment rights within the CONUS and are subsequently destroyed.

Primary System - Office of the Assistant to the Director for Personnel, Code BC, Headquarters, Defense Information Systems Agency.

Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code BC, Headquarters. Defense Information Systems Agency or the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present either a current DISA identification badge or a driver's license.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code BC, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area.

Decentralized Segments - Commander, DISA-Western Hemisphere, Building 6286, Fort Carson, Colorado 80913; Commander, Defense Commercial Communications Office, Scott Air Force Base, IL 62225.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Official personnel folder; individual employees; personnel office staff.

None.

/K890.06 Card File for Forwarding Mail of Departed Personnel.

Correspondence and Mail Processing Branch, Code BLA, Headquarters, Defense Information Systems Agency.

Records system contains the names of personnel who have been reassigned who had been receiving their mail through the correspondence and Mail Processing Branch, Code 212, Headquarters, DISA.

Card file consisting of individual’s name and forwarding address for mail.

Post Office Department, U.S.A., Postal Manual, Chapter 1, Part 158.

Used by personnel of the Correspondence and Mail Processing Branch, Code BLA, Headquarters, DISA for forwarding mail to personnel of Headquarters, DISA; Headquarters, National Communications System; and the Defense Information Systems Agency Operations Center, who have departed.

The ‘Blanket Routine Uses’ set forth at the beginning of the DISA’s compilation of systems of records notices apply to this system.

Storage:

Records are stored in a card file box.

Information is accessed and retrieved by name.

Building employs security guards. Records are maintained in area which is alarmed and is accessible only to authorized personnel that are properly screened, cleared, and their duties require them to be in the area where the records are maintained.

Records are not permanent. They are retained for one year after an individual’s departure and are then destroyed.

Chief, Administrative Division, Code 210, Headquarters, Defense Information Systems Agency.

Decentralized Segment - Chief, Management Services Office, Defense Communications Engineering Center, R120.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Administrative Division, Code 210, Headquarters, Defense Information Systems Agency.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Correspondence and Mail Processing Branch, Code 212, Headquarters, DISA, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver’s license. Decentralized Segment - Chief, Management Services Office, Defense Communications Engineering Center, R120.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Administrative Division, Code 210, Headquarters, Defense Information Systems Agency. Official mailing addresses are published as an appendix to DISA’s compilation of systems of records notices.

DISA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

Names and addresses of individuals in the system are furnished by the individuals who have been reassigned who had been receiving their mail through the Correspondence and Mail Processing Branch, Code 212, Headquarters, DISA.

None.
/K890.08 Recall Roster/Locator Records.

Defense Information Systems Agency (DISA), ATTN: SPI21, P.O. Box 4502, Arlington, VA 22204-4502 and DISA organizations elements.

DISA Civilian employees, Military personnel assigned or detailed to DISA, including DISA field activities.

Individual's name, duty title, grade, social security number, home address, work/home/cellular telephone numbers, work and home electronic mail addresses, facsimile number, pager number (if applicable).

5 U.S.C. 301, Departmental Regulation; 10 U.S.C. chp 8; DoD Directive 5105.19, Defense Information Systems Agency (DISA); E.O. 9397 (SSN).

Information is collected and maintained to ensure that DISA has the capability to recall personnel to their place of duty when required for operational reasons. Sure emergency notification may be required when necessary to perform relevant functions/requirements/actions consistent with the DISA mission.

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 DISA's compilation of systems of records notices apply to this system.

Storage:

Paper records are maintained in file folders, index cards, Rolodex-type files, loose-leaf and bound notebooks. Computer files are maintained on magnetic tape, diskette, or other machine-readable media.

Records are retrieved by Social Security Number and/or name of individual.

Buildings are secured by guards during non-duty hours. Access to records is controlled by management personnel, who are responsible for maintaining the confidentiality of the records and using the information contained therein only for official purposes related to emergency notification. Access to computerized data is restricted by passwords.

Records are continuously updated. Records that are no longer current are destroyed by tearing into pieces, shredding, pulping, or burning. Obsolete computer records are erased or overwritten.

Records Manager, SPI21, Defense Information Systems Agency, P.O. Box 4520, Arlington, VA 22204-4502.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Records Manager, SPI21, Defense Information Systems Agency, P.O. Box 4520, Arlington, VA 22204-4502.

The individual should make reference to the office where he/she is/was assigned or affiliated and include address and telephone number applicable to the period during which the record was maintained. Social Security Number should be included in the inquiry for positive identification.

Individuals seeking access to information about themselves contained in this system should address written inquiries to Records Manager, SPI21, Defense Information Systems Agency, P.O. Box 4520, Arlington, VA 22204-4502.

The individual should make reference to the office where he/she is/was assigned or affiliated and include address and telephone number applicable to the period during which the record was maintained. Social Security Number should be included in the inquiry for positive identification.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2 at 32 CFR part 316 or may be obtained from the system manager.

Individuals.

None.

/K890.09 Enterprise Data and Global Exchange (EDGE) Knowledge Management Portal.

Defense Information Systems Agency (DISA), ATTN: SPI21, P.O. Box 4502, Arlington, VA 22204-4502.

DISA Civilian employees, Military personnel assigned or detailed to DISA, and Contractors assigned to all DISA elements, including DISA field activities.

Individual's name, duty title, grade, social security number, address and phone number.

5 U.S.C. 301, Departmental Regulation; 10 U.S.C. chp 8; DoD Directive 5105.19, Defense Information Systems Agency (DISA); E.O. 9397 (SSN).

The purpose of this system is to provide valid DISA users centralized access to agency information, data and applications via web-based technology.

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 DISA'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:

Records are stored in an encrypted format and maintained on magnetic tapes and disks, and are housed in a controlled computer media library.

Records are retrieved by name and Social Security Number.

Buildings are secured by guards during non-duty hours. Access to records is controlled by management personnel, who are responsible for maintaining the confidentiality of the records and using the information contained therein only for official purposes. Access to personal information is restricted to those who require the records in the performance of their official duties. Access to personal information is further restricted by the use of passwords.

Records are continuously updated. Obsolete computer records are erased or overwritten.

Records Manager, SPI21, Defense Information Systems Agency, P.O. Box 4520, Arlington, VA 22204-4502.

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to Records Manager, SPI21, Defense Information Systems Agency, P.O. Box 4520, Arlington, VA 22204-4502.

The individual should make reference to the office where he/she is/was assigned or affiliated and include address and telephone number applicable to the period during which the record was maintained. Social Security Number should be included in the inquiry for positive identification.

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Records Manager, SPI21, Defense Information Systems Agency, P.O. Box 4520, Arlington, VA 22204-4502.

The individual should make reference to the office where he/she is/was assigned or affiliated and include address and telephone number applicable to the period during which the record was maintained. Social Security Number should be included in the inquiry for positive identification.

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2 at 32 CFR part 316 or may be obtained from the system manager.

Individuals and Manpower Systems (MPS) records.

None.

DEFENSE INFORMATION SYSTEMS AGENCY

STATION LIST DIRECTORY*

(Alphabetically by state)

Alaska

Defense Commercial/Communications Office-Alaska, ATTN: RT, Elmendorf AFB, AK 99506-5000

Arizona

Joint Interoperability Test Center (JITC), Ft Huachuca, AZ 85613-7020

California

DISA Guam Field Office, Box 141, NAVCAMS WEST PAC, FPO AP 96630-1837

DISA Northwest Pacific Region, APO AP 96328-5000

DISA Korea Field Office, APO AP 96301-0069

DISA Southwest Pacific Region, APO AP 96274-5000

Colorado

Headquarters, Defense Information Technology Services Organization, 6760 East Irvington Place, Denver, CO 80279-1000

District of Columbia

Commander, White House Communications Agency, Building 399, Anacostia Naval Station, Washington, DC 20374-5000

Florida

DISA Field Office, Building 540, MacDill AFB, FL 33608-7001

Georgia

DISA Field Office, ATTN: FCDJ-DISA, Ft McPherson, GA 30330-6000

Hawaii

DISA-Pacific Area, Wheeler AFB, HI 96854-5000

Defense Commercial Communications Office-Pacific, Ft Shafter, HI 96858-5490

DISA-Camp Smith Field Office, Box 29, Camp H. M. Smith, HI 96861-5025

Illinois

Defense Commercial Communications Office, ATTN: Code RA, 2300 East Drive, Building 3600, Scott AFB, IL 62225-5406

Telecommunications Management Services Office, ATTN: Code QA, 2300 East Drive, Building 3600, Scott AFB, IL 62225-5406

New Jersey

Joint Interoperability Engineering Organization (JIEO), Ft Monmouth, NJ 07703-5513

New York

DISA-European Area, APO AE 09131-4103

DISA Field Office Turkey, JUSTMMAT, APO AE 09254-5365

Defense Commercial Communications Office-Europe, ATTN: RS, APO AE 09130-5000

Virginia

Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199

National Communications System/Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199

Defense Network System Organization, 701 South Courthouse Road, Arlington, VA 22204-2199

Defense Systems Support Organization, 701 South Courthouse Road, Arlington, VA 22204-2199

Joint Interoperability Engineering Organization, 11440 Isaac Newton Square North, Reston, VA 22090-5006

Washington

DISA-Okinawa Field Office, Box 959, FPO AP 98773-5001

Addendum to DISA Station List Directory

The Director, DISA is also the Manager, National Communications Systems (NCS), and the Director, Worldwide Military Command and Communications System (WWMCCS) Systems Engineering. To the extent that the Director, DISA performs these other functions, the records systems described herein pertain to and are available to employees of these organizations and may be corrected by means of the same process described for DISA files systems, unless specified otherwise herein

*The official military personnel records of military personnel assigned to DISA are maintained by the parent department and that department has the only complete official copies of the military members personnel records file. Responsibility for the completeness and accuracy of these files is invested in the military department. While the DISA commander or office chief may assist the military members in obtaining access or making corrections, DISA does not have the authority either to grant access or make corrections. The documents maintained by DISA on military personnel are nomination process, copies of personnel correspondence generated during the members tenure in DISA, promotion rosters furnished by the military departments, and copies of orders published by the departments. A few documents are maintained as a result of requirements imposed by the departments (leave forms for Army, Navy

National Defense Office of the Secretary of Defense DEFENSE INFORMATION SYSTEMS AGENCY PRIVACY PROGRAM

Sec.

316.1 Purpose.

316.2 Applicability.

316.3 Authority.

316.4 Definitions.

316.5 Policy.

316.6 Procedures and responsibilities.

316.7 Questions.

316.8 Exemptions.

Authority: Pub. L. 93-579, 88 Stat. 1986 (5 U.S.C. 552a).

Source: 40 FR 55535, Nov. 28, 1975, unless otherwise noted. Redesignated at 57 FR 6074, Feb. 20, 1992.

§ 316.1 Purpose.

This part delineates responsibility and provides guidance for the implementation of Pub. L. 93-579 (Privacy Act of 1974).

§ 316.2 Applicability.

This part applies to Headquarters, Defense Information Systems Agency (DISA) and DISA field activities.

[40 FR 55535, Nov. 28, 1975. Redesignated at 57 FR 6074, Feb. 20, 1992, as amended at 62 FR 26389, May 14, 1997]

§ 316.3 Authority.

This part is published in accordance with the authority contained in 32 CFR part 310, August 1975.

[40 FR 55535, Nov. 28, 1975. Redesignated and amended at 57 FR 6074, Feb. 20, 1992]

§ 316.4 Definitions.

Add to the definitions contained in 32 CFR 310.6 the following:

System Manager: The DISA official who is responsible for policies and procedures governing a DISA System of Record. His title and duty address will be found in the paragraph entitled Sysmanager in DISA’s Record System Notices which are published in the Federal Register in compliance with provisions of the Privacy Act of 1974.

[40 FR 55535, Nov. 28, 1975. Redesignated and amended at 57 FR 6074, Feb. 20, 1992; 62 FR 26389, May 14, 1997]

§ 316.5 Policy.

It is the policy of DISA:

(a) To preserve the personal privacy of individuals, to permit an individual to know what records exist pertaining to him in the DISA, and to have access to and have a copy made of all or any portion of such records and to correct or amend such records.

(b) To collect, maintain, use, or disseminate any record of identifiable personal information in a manner that assures that such action is for a necessary and lawful purpose; that the information is timely and accurate for its intended use; and that adequate safeguards are provided to prevent misuse of such information.

[40 FR 55535, Nov. 28, 1975. Redesignated at 57 FR 6074, Feb. 20, 1992, as amended at 62 FR 26389, May 14, 1997]

§ 316.6 Procedures and responsibilities.

(a) The Counsel, DISA, is hereby designated the Privacy Act Officer for DISA and is responsible for insuring that an internal DISA Privacy Program is established and maintained. He will also insure that all echelons of DISA effectively comply with and implement 32 CFR part 310.

(b) The Civilian Assistant to the Chief of Staff will be responsible for the annual reporting requirements contained in 32 CFR 310.5.

(c) DISA System Managers and other appropriate DISA officials will:

(1) Insure compliance with the provisions of 32 CFR 310.9.

(2) Comply with the provisions of 32 CFR 286a.11. In this area the Assistant to the Director for Administration will provide assistance.

(3) Adhere to the following:

(i) Within DISA, the System Manager of any record system will assure that records pertaining to an individual will be disclosed, upon request, to the individual to whom the record pertains. The individual need not state a reason or otherwise justify the need to gain access. A person of the individual’s choosing may accompany the individual when the record is disclosed. The System Manager may require the individual to furnish a written statement authorizing discussion of the individual’s records in the presence of the accompanying person. If requested, the System Manager will have a copy made of all or any portion of the record pertaining to the individual in a form comprehensible to the requester.

(ii) The System Manager may release records to the individual’s representative who has the written consent of the individual. The System Manager will require reasonable identification of individuals to assure that records are disclosed to the proper person. No verification of identity will be required of an individual seeking access to records which are otherwise available to any member of the public under the Freedom of Information Act. Identification requirements should be consistent with the nature of the records being disclosed. For disclosure of records to an individual in person, the System Manager will require that the individual show some form of identification. For records disclosed to an individual in person or by mail, the System Manager may require whatever identifying information is needed to locate the record; i.e., name, social security number, date of birth. If the sensitivity of the data warrants, the System Manager may require a signed notarized statement of identity. The System Manager may compare the signatures of the requester with those in the records to verify identity. An individual will not be denied access to his record for refusing to disclose his social security number unless disclosure is required by statute or by regulation adopted before 1 January 1975. An individual will not be denied access to records pertaining to him because the records are exempted from disclosure under the provisions of the Freedom of Information Act.

(iii) The System Manager will not deny access to a record or a copy thereof to an individual solely because its physical presence is not readily available (i.e. on magnetic tape) or because the context of the record may disclose sensitive information about another individual. To protect the personal privacy of other individuals who may be identified in a record, the System Manager shall prepare an extract to delete only that information which would not be releasable to the requesting individual under the Freedom of Information Act.

(iv) When the System Manager is of the opinion that the disclosure of medical information could have an adverse effect upon the individual to whom it pertains, the System Manager will promptly request the individual to submit the name and address of a doctor who will determine whether the medical record may be disclosed directly to the individual. The System Manager will then request the opinion of the doctor named by the individual on whether a medical record may be disclosed to the individual. The System Manager shall disclose the medical record to the individual to whom it pertains unless, in the judgment of the doctor, access to the record could have an adverse effect upon the individual’s physical or mental health. In this event the System Manager will transmit the record to the doctor and immediately inform the individual.

(v) The fees to be charged, if any, to an individual for making copies of his record, excluding the cost of any search for and review of the record, will be in accordance with the "Schedule of Fees" as set forth in 32 CFR 286.5 and 286.10.

(vi) The System Manager of the record will permit an individual to request amendment of a record pertaining to the individual. Requests to amend records shall be in person or in writing and shall be submitted to the System Manager who maintains the records. Such requests should contain as a minimum, identifying information needed to locate the record, a brief description of the item or items of information to be amended, and the reason for the requested change.

(vii) The System Manager will provide a written acknowledgment of the receipt of a request to amend a record to the individual who requested the amendment within 10 days (excluding Saturdays, Sundays, and legal public holidays) after the date of receipt of such request. Such an acknowledgment may, if necessary, request any additional information needed to make a determination. No acknowledgment is required if the request can be reviewed and processed and the individual notified of compliance or denial within the 10 day period.

(viii) The System Manager will promptly take one of the following actions on requests to amend records:

(A) Refer the request to the agency or office that has control of and maintains the record in those instances where the record requested remains the property of the controlling office or agency.

(B) In accordance with existing statute, regulation, or administrative procedure, make any correction of any portion thereof which the individual believes is not accurate, relevant, timely or complete, or

(C) Inform the individual of the System Manager’s refusal to amend the record in accordance with the individual’s request, the reason for the refusal, and the individual’s right to request a review of the refusal by the Director, DISA, through the DISA Privacy Act Board.

(ix) The DISA Privacy Act Board will be comprised of the DISA Counsel, as Chairman; the Assistant to the Director for Administration, and the Assistant to the Director for Personnel; or in their absence, their authorized representatives. The individual who disagrees with the refusal of the System Manager to amend his record may request a review of this refusal by the DISA Privacy Act Board. The request for the review may be made orally or in writing and shall be made to the System Manager. The System Manager will promptly forward the request for review to the Chairman of the Board to make a proper review. The Board will promptly review the matter. If, after review, the Board is unanimous in its decision that the record be amended in accordance with the request of the individual then the Chairman of the Board shall so notify the System Manager. The System Manager will immediately make the necessary corrections to the record and will promptly notify the individual. The System Manager will, if an accounting of disclosure of the record has been made, advise all previous recipients of the record, which was corrected, of the correction and its substance. This will be done in all instances when a record is amended. If, after review, the Board decides that the request for amendment should be denied, it will promptly forward its recommendation to the Director, DCA. A majority vote of the members of the Board will constitute a recommendation to the Director.

(x) The Director, DISA, upon receipt of the Board’s recommendation, will complete the review and make a final determination.

(xi) If the Director, DISA, after his review, agrees with the individual’s request to amend the record, he will, through the DISA Counsel, so advise the individual in writing. The System Manager will receive a copy of the Director’s decision and will assure that the record is corrected accordingly and that if an accounting of disclosure of the record has been made, advise all previous recipients of the record which was corrected of the correction and its substance.

(xii) If, after his review, the Director refuses to amend the records as the individual requested, he will, through the DISA Counsel, advise the individual of his refusal and the reasons for it; of the individual’s right to file a concise statement setting forth the reasons for the individual’s disagreement with the decision of the Director, DISA; that the statement which is filed will be made available to anyone to whom the record is subsequently disclosed together with, at the discretion of the Agency, a brief statement by the Agency summarizing its reasons for refusing to amend the record; that prior recipients of the disputed record will be provided a copy of any statement of dispute to the extent that an accounting of disclosures was maintained; and of the individual’s right to seek judicial review of the Agency’s refusal to amend a record.

(xiii) The Director’s final determination on the individual’s request for a review of the System Manager’s initial refusal to amend the record must be concluded within 30 days (excluding Saturdays, Sundays, and legal public holidays) from the date on which the individual requested such review unless the Director determines that a fair and equitable review cannot be made within that time. If additional time is required, the individual will be informed in writing of reasons for the delay and of the approximate date on which the review is expected to be completed.

(xiv) After the Director, DISA has refused to amend a record and the individual has filed a statement setting forth the reasons for the individual’s disagreement with the decision of the Director, the System Manager will clearly note any portion of the record which is disputed. The System Manager’s notation should make clear that the record is disputed and this should be apparent to anyone who may subsequently have access to, use, or disclose the record. When the System Manager has previously disclosed or will subsequently disclose that portion of the record which is disputed he will note that that portion of the record is disputed and will provide the recipients of the record with a copy of the individual’s statement setting forth the reasons for the individual’s disagreement with the decision of the Director not to amend the record. The System Manager will also provide recipients of the disputed record with a brief summary of the Director’s reasons for not making the requested amendments to the record.

(xv) Nothing herein shall allow an individual access to any information compiled in reasonable anticipation of a civil action or proceeding.

(xvi) Any requests by an individual for access to or copies of his records shall be processed in accordance with this part and 32 CFR part 310.

(d) DISA System Managers will be:

(1) Responsible for complying with the provisions contained in 32 CFR 310.8 relating to the disclosure to others of personal records, obtaining the written consent of individuals to whom the record pertains, and for keeping an accurate accounting of each disclosure of a record.

(2) Responsible for providing to the Civilian Assistant to the Chief of Staff the information requested in 32 CFR 310.5. However, the information will be reported on a quarterly basis with the first report due to the Civilian Assistant to the Chief of Staff by 31 December 1975.

(e) The Assistant to the Director for Administration, Headquarters, DCA will:

(1) Be responsible for furnishing written guidelines to assist System Managers and other DISA officials in evaluating and implementing paperwork management procedures required under the Privacy Act of 1974. In this regard it should be noted that the Act establishes a number of requirements. Among these are the requirements:

(i) To disclose records contained in a system of records only under conditions specified in the law,

(ii) To maintain an accounting of such disclosures,

(iii) To establish procedures for the disclosure to an individual of his record or information pertaining to him,

(iv) For reviewing a request concerning the amendment of such record, and

(v) For permitting individuals to file a statement of disagreement which will be forwarded with subsequent disclosures.

The guidelines will cover those portions of the Privacy Act which requires paperwork systems for implementation. In preparing those guidelines the Assistant to the Director for Administration will make use of the "Records Management System for Implementing the Privacy Act" as provided by the GSA and National Archives and Records Service, Office of Records Management. The GSA and NARA procedures and guidelines will be adapted and modified as required to meet DISA needs.

(2) Be responsible for providing the "Forms" which are required to comply with 32 CFR 310.9(b).

(f) The Assistant to the Director for Personnel, Headquarters, DISA will:

(1) Be responsible for development, within DISA, of an appropriate training program for all DISA personnel whose duties involve responsibilities for systems of records affected by the Privacy Act.

(2) Assure that DISA personnel involved in the design, development, operation, or maintenance of any system of records, as defined in 32 CFR 310.6 are informed of all requirements to protect the privacy of the individuals who are subjects of the records. The criminal penalties and civil suit aspects of the Privacy Act will be emphasized.

(3) Assure that within DISA administrative and physical safeguards are established to protect information from unauthorized or unintentional access, disclosure, modification or destruction and to insure that all persons whose official duties require access to or processing and maintenance of personal information are trained in the proper safeguarding and use of such information.

[40 FR 55535, Nov. 28, 1975. Redesignated and amended at 57 FR 6074, Feb. 20, 1992; 62 FR 26389, May 14, 1997]

§ 316.7 Questions.

Questions on both the substance and procedure of the Privacy Act and the DISA implementation thereof should be addressed to the DISA Counsel by the most expeditious means possible, including telephone calls.

[40 FR 55535, Nov. 28, 1975. Redesignated at 57 FR 6074, Feb. 20, 1992, as amended at 62 FR 26390, May 14, 1997]

§ 316.8 Exemptions.

Section 5 U.S.C. 552a (3)(j) and (3)(k) authorize an agency head to exempt certain systems of records or parts of certain systems of records from some of the requirements of the act. This part reserves to the Director, DISA, as head of an agency, the right to create exemptions pursuant to the exemption provisions of the act. All systems of records maintained by DISA shall be exempt from the requirements of 5 U.S.C. 552a (d) pursuant to 5 U.S.C. 552a(3)(k)(1) to the extent that the system contains any information properly classified under Executive Order 11652, "Classification and Declassification of National Security Information and Material," dated March 8, 1972 (37 FR 10053, May 19, 1972) and which is required by the executive order to be kept secret in the interest of national defense or foreign policy. This exemption, which may be applicable to parts of all systems of records, is necessary because certain record systems not otherwise specifically designated for exemptions may contain isolated information which has been properly classified.

[42 FR 20298, Apr. 19, 1977. Redesignated at 57 FR 6074, Feb. 20, 1992, as amended at 62 FR 26390, May 14, 1997]