<?xml version="1.0" encoding="UTF-8"?>
<pai>
<agency toc="yes">
<name>Department of Defense Offices</name>
<abbrev>DoD</abbrev>
		<routineUses id="routine" toc="yes">
<xhtmlContent>
<p><b>DEFENSE COMMISARY AGENCY (Prefix: ZCC, ZDO, and ZGC )</b></p>
<p><i>Requesting Records
</i></p><p>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.
</p><p><i>Blanket routine uses</i>
</p><p>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.
</p><p><i>Law enforcement routine use
</i></p><p>In the event that a system of records maintained by this component to carry out its functions indicates violation or potential violation of law, whether civil, criminal or regulatory iNature, 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.
</p><p><i>Disclosure when requesting information routine use
</i></p><p>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.
</p><p><i>Disclosure of requested information routine use
</i></p><p>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.
</p><p><i>Congressional inquiries routine use
</i></p><p>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.
</p><p><i>Private relief legislation routine use
</i></p><p>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.
</p><p><i>Disclosures required by international agreements routine use
</i></p><p>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.
</p><p><i>Disclosure to State and local taxing authorities routine use
</i></p><p>Any informatioNormally 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 BulletiNumber 76-07.
</p><p><i>Disclosure to the Office of Personnel Management routine use
</i></p><p>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 informatioNecessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies.
</p><p><i>Disclosure to the Department of Justice for litigation routine use
</i></p><p>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.
</p><p><i>Disclosure to military banking facilities overseas routine use
</i></p><p>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 for 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.
</p><p><i>Disclosure of Information to the General Services Administration routine use
</i></p><p>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.
</p><p><i>Disclosure of Information to the National Archives and Records Administration routine use
</i></p><p>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.
</p><p><i>Disclosure to the Merit Systems Protection Board routine use
</i></p><p>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.
</p><p><i>Counterintelligence purposes routine use
</i></p><p>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 purposes 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.
</p>
		<p><b>DEFENSE CONTRACT AUDIT AGENCY (Prefix: DSCA and RDCAA)</b></p>
<p><i>REQUESTING RECORDS
</i></p><p> 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.
</p><p><i>BLANKET ROUTINE USES
</i></p><p>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.
</p><p><i>LAW ENFORCEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>CONGRESSIONAL INQUIRIES ROUTINE USE
</i></p><p>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.
</p><p><i>PRIVATE RELIEF LEGISLATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE
</i></p><p>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.
</p><p><i>COUNTERINTELLIGENCE PURPOSES ROUTINE USE
</i></p><p>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.
</p>
<p><b>DEFENSE FINANCE AND ACCOUNTING SERVICE (Prefix: T)</b></p>
<p><i>REQUESTING RECORDS
</i></p><p>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.
</p><p><i>BLANKET ROUTINE USES
</i></p><p>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.
</p><p><i>LAW ENFORCEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>CONGRESSIONAL INQUIRIES ROUTINE USE
</i></p><p>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.
</p><p><i>PRIVATE RELIEF LEGISLATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE
</i></p><p>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.
</p><p><i>COUNTERINTELLIGENCE PURPOSES ROUTINE USE
</i></p><p>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.
</p>

<p><b>DEFENSE INTELLIGENCE AGENCY (Prefix: LDIA)</b></p>
<p><i>REQUESTING RECORDS</i>
</p><p>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.
</p><p><i>BLANKET ROUTINE USES
</i></p><p>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.
</p><p><i>LAW ENFORCEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>CONGRESSIONAL INQUIRIES ROUTINE USE
</i></p><p>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.
</p><p><i>PRIVATE RELIEF LEGISLATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE
</i></p><p>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.
</p><p><i>COUNTERINTELLIGENCE PURPOSES ROUTINE USE
</i></p><p>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.
</p>
<p><b>DEFENSE LOGISTICS AGENCY (Prefix: S)</b></p>
	<p><i>DEFENSE LOGISTICS AGENCY OFFICIAL MAILING ADDRESSES
</i></p><p>Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. The following officials are located at the Headquarters address:
</p><p>Assistant Director, Information Systems and Technology
</p><p>Assistant Director, Policy and Plans
</p><p>General Counsel
</p><p>Comptroller
</p><p>Staff Director, Congressional Affairs
</p><p>Staff Director, Public Affairs
</p><p>Staff Director, Command Security
</p><p>Staff Director, Administration
</p><p>Staff Director, Civilian Personnel
</p><p>Staff Director, Installation Services and Environmental Protection
</p><p>Staff Director, Military Personnel
</p><p>Staff Director, Small and Disadvantaged Business Utilization
</p><p>Executive Director, Contracting
</p><p>Executive Director, Supply Operations
</p><p>Executive Director, Technical and Logistics Services
</p><p>Executive Director, Contract Administration
</p><p>Executive Director, Quality Assurance
</p><p>Executive Director, Program and Technical Support
</p><p>Commander, Defense Contract Management Command
</p><p>Director, Defense Manpower Data Center, 1600 Wilson Boulevard, Arlington, VA 22209-2593
</p><p><i>DEFENSE LOGISTICS AGENCY PRIMARY LEVEL FIELD ACTIVITIES
</i></p><p><b>(Alphabetically by state)
</b></p><p><i>California
</i></p><p>Defense Contract Management, District West, 222 N. Sepulveda Boulevard, El Segundo, CA 90245-4320.
</p><p>Defense Distribution Region West, 700 East Roth Road, Lathrop, CA 95330-5000.
</p><p><i>Georgia
</i></p><p>Defense Contract Management, District South, 805 Walker Street, Marietta, GA 30060-2789.
</p><p><i>Illinois
</i></p><p>Defense Contract Management, District North Central, O’Hare International Airport, 10601 West Higgins, Building 4, PO Box 66475, Chicago, IL 60666-0926.
</p><p><i>Massachusetts
</i></p><p>Defense Contract Management, District North, 495 Summer Street, Boston, MA 02210-2184.
</p><p><i>Michigan
</i></p><p>Defense Logistics Services Center, 74 N. Washington Avenue, Battle Creek, MI 49017-3084.
</p><p>Defense Reutilization and Marketing Service, 74 N. Washington Avenue, Battle Creek, MI 49017-3092.
</p><p><i>Ohio
</i></p><p>Defense Construction Supply Center, 3990 East Broad Street, Columbus, OH 43216-5000.
</p><p>Defense Contract Management Command International, 2000 Hamilton Street, Dayton, OH 45444-5410.
</p><p>Defense Logistics Agency Systems, Automation Center, 3990 East Broad Street, Columbus, OH 43216-5002.
</p><p>Defense Electronics Supply Center, 1507 Wilmington Pike, Dayton, OH 45444-5252.
</p><p><i>Pennsylvania
</i></p><p>Defense Distribution Region East, 14 Dedication Drive, New Cumberland, PA 17070-5001.
</p><p>Defense Contract Management, District Mid Atlantic, 2800 South 20th Street, Philadelphia, PA 19101-7478.
</p><p>Defense Industrial Supply Center, 700 Robbins Avenue, Philadelphia, PA 19111-5096.
</p><p>Defense Personnel Support Center, 2800 South 20th Street, Philadelphia, PA 19101-8419.
</p><p><i>Tennessee
</i></p><p>Defense Distribution Region Central, 2163 Airways Boulevard, Memphis, TN 38114-5297.
</p><p><i>Utah
</i></p><p>Defense Distribution Depot Ogden, 500 W. 12th Street, Ogden, UT 84407-5109.
</p><p><i>Virginia
</i></p><p>Defense Fuel Supply Center, 8725 John J. Kingman Road, Suite 2941, Fort Belvoir, VA 22060-6222.
</p><p>DLA Administrative Support Center, 8725 John J. Kingman Road, Suite 0119, Fort Belvoir, VA 22060-6220.
</p><p>Defense General Supply Center, 8000 Jefferson Davis Highway, Richmond, VA 23297-5000.
</p><p>Defense National Stockpile Center, 8725 John J. Kingman Road, Suite 3339, Fort Belvoir, VA 22060-6223.</p>
<p><b>DEFENSE SECURITY SERVICE (Prefix: V)
</b></p>
<p><i>REQUESTING RECORDS
</i></p><p>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.
</p><p><i>BLANKET ROUTINE USES
</i></p><p>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.
</p><p><i>LAW ENFORCEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>CONGRESSIONAL INQUIRIES ROUTINE USE
</i></p><p>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.
</p><p><i>PRIVATE RELIEF LEGISLATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE
</i></p><p>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.
</p><p><i>COUNTERINTELLIGENCE PURPOSES ROUTINE USE
</i></p><p>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.
</p>
<p><b>DEFENSE THREAT REDUCTION AGENCY (Prefix: HDTRA)</b></p>
 <p><i>REQUESTING RECORDS
 </i></p><p>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.
 </p><p><i>BLANKET ROUTINE USES
 </i></p><p>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.
 </p><p><i>LAW ENFORCEMENT ROUTINE USE
 </i></p><p>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.
 </p><p><i>DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE
 </i></p><p>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.
 </p><p><i>DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE
 </i></p><p>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.
 </p><p><i>CONGRESSIONAL INQUIRIES ROUTINE USE
 </i></p><p>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.
 </p><p><i>PRIVATE RELIEF LEGISLATION ROUTINE USE
 </i></p><p>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.
 </p><p><i>DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE
 </i></p><p>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.
 </p><p><i>DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE
 </i></p><p>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.
 </p><p><i>DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE
 </i></p><p>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.
 </p><p><i>DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE
 </i></p><p>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.
 </p><p><i>DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE
 </i></p><p>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.
 </p><p><i>DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE
 </i></p><p>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.
 </p><p><i>DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE
 </i></p><p>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.
 </p><p><i>DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE
 </i></p><p>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.
 </p><p><i>COUNTERINTELLIGENCE PURPOSES ROUTINE USE
</i></p><p>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.
</p>
	<p><b>THE JOINT STAFF (Prefix: JS) </b></p>
<p><i>REQUESTING RECORDS
</i></p><p>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.
</p><p><i>BLANKET ROUTINE USES
</i></p><p>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.
</p><p><i>LAW ENFORCEMENT BLANKET ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE WHEN REQUESTING INFORMATION BLANKET ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF REQUESTED INFORMATION BLANKET ROUTINE USE
</i></p><p>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.
</p><p><i>CONGRESSIONAL INQUIRIES BLANKET ROUTINE USE
</i></p><p>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.
</p><p><i>PRIVATE RELIEF LEGISLATION BLANKET ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS BLANKET ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES BLANKET ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT BLANKET ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION BLANKET ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS BLANKET ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION BLANKET ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION BLANKET ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD BLANKET ROUTINE USE
</i></p><p>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.
</p><p><i>COUNTERINTELLIGENCE PURPOSES BLANKET ROUTINE USE
</i></p><p>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.
</p>
	<p><b>Missile Defense Agency (Prefix: MDA)
</b></p>
<p><i>National Reconnaissance Office (Prefix: QNRO) </i></p>
<p><i>Requesting Records
</i></p><p>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.
</p><p><i>Blanket Routine Uses
</i></p><p>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.
</p><p><i>Law Enforcement Blanket Routine Use
</i></p><p>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.
</p><p><i>Disclosure When Requesting Information Blanket Routine Use
</i></p><p>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.
</p><p><i>Disclosure of Requested Information Blanket Routine Use
</i></p><p>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.
</p><p><i>Congressional Inquiries Blanket Routine Use
</i></p><p>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.
</p><p><i>Private Relief Legislation Blanket Routine Use
</i></p><p>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.
</p><p><i>Disclosures Required by International Agreements Blanket Routine Use
</i></p><p>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.
</p><p><i>Disclosure to State and Local Taxing Authorities Blanket Routine Use
</i></p><p>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.C., 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.
</p><p><i>Disclosure to the Office of Personnel Management Blanket Routine Use
</i></p><p>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.
</p><p><i>Disclosure to the Department of Justice for Litigation Blanket Routine Use
</i></p><p>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.
</p><p><i>Disclosure to Military Banking Facilities Overseas Blanket Routine Use
</i></p><p>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.
</p><p><i>Disclosure of Information to the General Services Administration Blanket Routine Use
</i></p><p>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.
</p><p><i>Disclosure of Information to the National Archives and Records Administration Blanket Routine Use
</i></p><p>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.
</p><p><i>Disclosure to the Merit Systems Protection Board Blanket Routine Use
</i></p><p>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.
</p><p><i>Counterintelligence Purposes Blanket Routine Use
</i></p><p>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.
</p>

	<p><b>NATIONAL SECURITY AGENCY (Prefix: GNSA)
</b></p><p><i>>REQUESTING RECORDS</i></p>
<p>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.
</p><p><i>BLANKET ROUTINE USES
</i></p><p>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.
</p><p><i>LAW ENFORCEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>CONGRESSIONAL INQUIRIES ROUTINE USE
</i></p><p>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.
</p><p><i>PRIVATE RELIEF LEGISLATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE
</i></p><p>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.
</p><p><i>COUNTERINTELLIGENCE PURPOSES ROUTINE USE
</i></p><p>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.
</p>
	<p><b>DEFENSE TECHNICAL INFORMATION CENTER (Prefix: DTIC)</b></p>
	<p><b>National Security Labor Relations Board (Prefix: NSLRB)</b></p>
<p><b>OFFICE OF THE INSPECTOR GENERAL (Prefix: CIG) </b></p>
<p><i>REQUESTING RECORDS
</i></p><p>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.
</p><p><i>BLANKET ROUTINE USES
</i></p><p>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.
</p><p><i>LAW ENFORCEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>CONGRESSIONAL INQUIRIES ROUTINE USE
</i></p><p>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.
</p><p><i>PRIVATE RELIEF LEGISLATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE
</i></p><p>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.
</p><p><i>COUNTERINTELLIGENCE PURPOSES ROUTINE USE
</i></p><p>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.
</p>
	<p><b>UNIFORMED SERVICES UNIVERSITY OF HEALTH SCIENCES (Prefix: WUSU)</b></p><p>
<i>>REQUESTING RECORDS
</i></p><p>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.
</p><p><i>BLANKET ROUTINE USES
</i></p><p>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.
</p><p><i>LAW ENFORCEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE
</i></p><p>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.
</p><p><i>CONGRESSIONAL INQUIRIES ROUTINE USE
</i></p><p>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.
</p><p><i>PRIVATE RELIEF LEGISLATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE
</i></p><p>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.
</p><p><i>DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE
</i></p><p>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.
</p><p><i>COUNTERINTELLIGENCE PURPOSES ROUTINE USE
</i></p><p>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.
</p>
</xhtmlContent></routineUses>

<section id="ZCC 001" toc="yes">
<systemNumber>ZCC 001</systemNumber>
<subsection type="systemName">Commissary Customer Inquiry, Complaint, Comment, and Suggestion Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Corporate Communications, Defense Commissary Agency, 1300 E. Avenue, Fort Lee, VA 23801-1800.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Customers of the Commissaries who make inquiries, complaints, comments, or suggestions on its operations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Customer’s name, address, telephone number, and e-mail address; information pertaining to the subject of inquiry, complaint, comment, or suggestion, and response thereto; customer opinion survey data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C 301, Departmental Regulations; and 10 U.S.C 2482, Commissary stores: operation.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To aid the Defense Commissary Agency in determining needs of customers, responding to the customer’s inquiries and comments, and determining action required to settle customer complaints.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ set forth at the beginning of the Defense Commissary Agency’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer’s name, case number, and e-mail address.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Automated records are stored in rooms with restricted access in a secure building. In addition, access is limited to the Corporate Communications staff in performance of their official duties.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Paper records are shredded once the information is scanned into the database. The database information is destroyed after two years.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Customer Relations Specialist, Corporate Communications, Defense Commissary Agency, 1300 E. Avenue, Fort Lee, VA 23801-1800.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Freedom of Information Act/Privacy Officer, Defense Commissary Agency, 1300 E. Avenue, Fort Lee, VA 23801-1800.
</p><p>The request should contain the individual’s full name, address, and telephone number. These items are necessary for the retrieval of information.
</p><p>Requests submitted on behalf of other persons must include their written authorization.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Act/Privacy Officer, Defense Commissary Agency, 1300 E. Avenue, Fort Lee, VA 23801-1800.
</p><p>The request should contain the individual’s full name, address, and telephone number. These items are necessary for the retrieval of information.
</p><p>Requests submitted on behalf of other persons must include their written authorization.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Commissary Agency’s rules for accessing records, for contesting contents and appealing initial agency determinations are contained in Defense Commissary Agency Directive 30-13; 32 CFR part 327; or may be obtained from the Freedom Of Information Act/Privacy Officer at 1300 E. Avenue, Fort Lee, VA 23801-1800.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ZDO 001" toc="yes">
<systemNumber>ZDO 001</systemNumber>
<subsection type="systemName">Accountability Records/Recall Rosters.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Commissary Agency (DeCA), 1300 E Avenue, Fort Lee, VA 23801-1800.
</p><p>DeCA East, 1300 E Avenue, Fort Lee, VA 23801-1800.
</p><p>DeCA West, 3401 Acacia Street, Suite 115, McClellan, CA 95652-1002.
</p><p>DeCA Europe, Building 2780, Unit 3060, APO, AE, 09021.
</p><p>DeCA Facilities Construction and Sustainment Division (DOF), 2250 Foulois Street, Suite 2, Lackland AFB, TX 78236-1039.
</p><p>DeCA Construction-Design Branch (AMDF), 2250 Foulois Street, Suite 2, Lackland AFB, TX 78236-1046.
</p><p>DeCA Zones, Central Distribution Centers (CDC), Central Meat Processing Plants (CMPP) and Stores--A complete listing of zone, CDC, CMPP and store locations at which recall rosters are maintained can be obtained at Headquarters, Defense Commissary Agency, <i>Attn:</i> Continuity Program Manager, 1300 E Avenue, Fort Lee, VA 23801-1800.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current DeCA Federal employees, military personnel assigned or detailed to DeCA, contractors at the headquarters, region, zone, and store level. Non-DeCA personnel whose job responsibilities include a requirement to be aware of the status of DeCA and its commissaries, including Department of Defense (DoD) Federal employees, military service personnel not assigned to DeCA, personnel of the military service exchange services (Army Air Force Exchange Service (AAFES)/Navy Exchange Service Command (NEXCOM)/Marine Corps Exchange (MCX)/Coast Guard Exchange System (CGES) personnel). Additional information maintained in the system includes DeCA business partner’s personnel that include personnel of contractors, manufacturers, vendors, brokers and distributors doing business with DeCA).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>First and last name, organization consisting of division/staff office/region/zone/store;, mission essential status, designated Emergency Operations Center (EOC) duty officer status, Emergency Relocation Group status, job title, work, home, personal and government cell phone, home address (including directions to facilitate location), home e-mail address, telework status, name of emergency contact not residing in the employee’s household, emergency contact’s home address (including directions to facilitate location), phone number or e-mail address of emergency contact.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 147, Commissaries and Exchanges and Other Morale, Welfare, and Recreation Activities; National Security and Homeland Security Presidential Directive-51/Homeland Security Presidential Directive-20, National Continuity Policy; Department of Defense Directive 3020.26, Department of Defense Continuity Programs; and Department of Defense Instruction 3001.02, Personnel Accountability in Conjunction with Natural or Manmade Disasters.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To notify designated DeCA mission essential personnel, Emergency EOC duty officers/members, Emergency Relocation Group members, and other DeCA personnel, including those on pre-designated telework status to report for duty during drills, emergencies, activation of the EOC, and/or Continuity of Operations (COOP) exercises or operations.
</p><p>To contact DeCA personnel during emergency situations in order to notify them of the status of their place of duty and to determine their current location and current health, welfare and safety status.
</p><p>To contact designated emergency contacts of DeCA personnel in the event efforts to contact personnel failed and the current location, health, welfare and safety status of employee cannot be determined.
</p><p>To communicate with non-DeCA personnel whose job responsibilities include a requirement to be aware of the status of DeCA and its commissaries, including Department of Defense (DoD) civilian personnel, military service personnel not assigned to DeCA, personnel of the military service exchange services (Army Air Force Exchange Service (AAFES)/Navy Exchange Service Command (NEXCOM)/Marine Corps Exchange (MCX)/Coast Guard Exchange System (CGES) personnel), and DeCA business partners personnel that includes personnel of contractors, manufacturers, vendors, brokers and distributors doing business with DeCA.
</p><p>To communicate with DeCA and non-DeCA personnel during non-duty hours as necessary to facilitate management and business functions required for the administration of a 24/7, worldwide organization.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal, state, or local governments during actual emergencies, exercises or continuity of operations tests for the purpose of responding to emergency situations.
</p><p>The DoD `Blanket Routine Uses’ set forth at the beginning of the Defense Commissary Agency’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:
</p><p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name, organization, mission essential status, emergency relocation group status, telework status or emergency operations duty officer/member status.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Electronic records are maintained in password-protected network and accessible only to DeCA personnel, management, and administrative support personnel on a need-to-know basis to perform their duties. Access to the network where records are maintained requires a valid Common Access Card (CAC). Electronic files and databases are password protected with access restricted to authorized users. Paper records are secured in locked cabinets, offices, or buildings during non-duty hours. The same security standards currently applied to individually issued CAC cards are applicable to paper compilations limited to a particular organization issued to individual supervisors, managers and employees of that organization.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed upon termination/departure of DeCA personnel or when superseded. Electronic records are manually deleted from the agency virtual file cabinet under the supervision of agency records managers upon supersession of the record. Paper records are shredded using a cross-cut shredder that reduces the records to confetti form or better upon supersession of the record.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Performance and Policy and Component Continuity Coordinator, 1300 E Avenue, Fort Lee, VA 23801-1800.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, DeCA, 1300 E Avenue, Fort Lee, VA 23801-1800.
</p><p>Requests should contain name, home address and home phone number for positive identification of requester.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, DeCA, 1300 E Avenue, Fort Lee, VA 23801-1800.
</p><p>Requests should contain name, home address and home phone number for positive identification of requester.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DeCA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 327, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual, supervisors, existing databases (<i>i.e.</i> Defense Civilian Personnel Data (DCPDS), Fouth Estate Personnel Accountability and Assessment System (FEPAAS), Defense Logistics Agency (DLA) and Office of Personnel Management (OPM) Electronic Official Personnel File (eOPF)), computer access or information security documentation.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="ZGC 001" toc="yes">
<systemNumber>ZGC 001</systemNumber>
<subsection type="systemName">General Counsel Case Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the General Counsel, Headquarters, Defense Commissary Agency, ATTN: GC, 1300 E Avenue, Fort Lee, VA 23801-1800.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any individual who has filed a claim, a complaint or similar pleading or instituted litigation against the Defense Commissary Agency in a court, administrative body or in an established administrative dispute resolution procedure in which a Defense Commissary Agency employee or the Defense Commissary Agency is named as a party concerning matters under the cognizance of the General Counsel, Defense Commissary Agency.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name of the party bringing the action, witnesses, other parties; home address, telephone numbers, location, type of case and other details including settlement and resolution.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Department Regulations and 10 U.S.C. 2482, Commissary stores: operation.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The records are used to investigate, evaluate, adjudicate, defend, prosecute, or settle claims or lawsuits.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD `Blanket Routine Uses’ set forth at the beginning of the Defense Commissary Agency’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name of litigant and case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper and automated records are stored in rooms with restricted access in a secure building. Access is limited to the General Counsel staff in performance of their official duties.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records retained for six years after final action, then destroyed. Paper records are shredded.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Supervisory Legal Administrative Specialist, Office of the General Counsel, Headquarters, Defense Commissary Agency, 1300 E  Avenue, Fort Lee, VA 23801-1800.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Freedom of Information Act/Privacy Officer, Defense Commissary Agency, 1300 E Avenue, Fort Lee, VA 23801-1800.
</p><p>The request should contain the individual’s full name, address, and telephone number. These items are necessary for the retrieval of information.
</p><p>Requests submitted on behalf of other persons must include their written authorization.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Freedom of Information Act/Privacy Officer, Defense Commissary Agency, 1300 E  Avenue, Fort Lee, VA 23801-1800.
</p><p>The request should contain the individual’s full name, address, and telephone number. These items are necessary for the retrieval of information.
</p><p>Requests submitted on behalf of other persons must include their written authorization.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Commissary Agency’s rules for accessing records, for contesting contents and appealing initial agency determinations are contained in Defense Commissary Agency Directive 30-13; 32 CFR part 327; or may be obtained from the Freedom of Information Act/Privacy Officer at 1300 E Avenue, Fort Lee, VA 23801-1800.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From all sources with information which may impact upon actual or anticipated litigation, <i>e.g.</i>, administrative boards, other record systems within DeCA, DoD, and third parties who provide information voluntarily or in response to discovery.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="Z0035 001" toc="yes">
<systemNumber>Z0035 001</systemNumber>
<subsection type="systemName">Commissary Retail Sales Transaction Data.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Commissary Agency, 1300 E Avenue, Fort Lee, VA 23801-1800.
</p><p>An official listing of locations can be obtained from the Office of the Deputy Director/Chief Operating Office.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members of the uniformed services on active duty, members of the uniformed services entitled
to retired pay, dependents of such members; persons authorized to use the system under chapter 54 of Title 10, U.S.C.; and other
personnel listed in Department of Defense Instruction 1330.17, Armed Services Commissary Operations, such as recipients of the Medal
of Honor, selected military personnel of foreign nations, and personnel of other organizations and activities, to include the
American Red Cross, the United Service Organizations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>;<i>Personal Information:</i>
Individual’s name; address(es); zip code; ship-to address(es); email address(es); telephone number(s); date of birth; Social Security
Number (SSN); Department of Defense Identification Number (DoD ID Number) and ID card bar code value; internet and mobile ordering
web login username and password.
</p><p><i>Financial Transactions Information:
</i></p><p>Store point-of-sale terminal number, date of transaction, transaction number, merchandise purchased, universal product codes
(UPCs), global trade item numbers (GTINs), quantity, unit price, total purchase, on-line orders; method of payment information;
account/card holder name, check number, financial institution routing number, financial institution bank account number, Magnetic Ink
Character Recognition Number (MICR), credit and debit/ATM card number, expiration date, Card Verification Value 2 (CVV2), Card
Validation Code (CVC), or Card Identifier (CID); smart card and other chip-based card payment information; issuer, card holder name,
bank, credit or debit account and account limits; electronic benefit transfer card (Women, Infants and Children Program (WIC) and
Supplemental Nutritional Assistance Program (SNAP))information; issuer, account/card holder name, account number, purchases and
refunds, account balance; prepaid/preloaded/stored value card information, issuer, account number, account limits, and account
balance; gift card/certificate information; gift card/certificate number, amount, limits, and balance; coupon information; brand,
product, and value; loyalty card, rewards card, points card, advantage card or club card information; card holder name, card number,
digital coupons available, buying preferences, and demographic data concerning the patron; other similar methods of payment
information initiated by mobile device applications to include Near Field Communications (NFC).
</p><p><i>Commissary Patron Demographic Information:</i> age, military status (active, reserve, retired, civilian, officer,
enlisted, family member, survivor, foreign), military rank, branch of service, household size, distance from nearest commissary,
frequency of grocery shopping trips, and income range; shopper preference information; preferred brand names, price, quality, size,
availability of discounts, promotions or coupons; and commissary patron profile information; social media (e.g. Facebook, Twitter,
Flickr, YouTube) username; compilation of commissary patron comments, inquiries, complaints, and feedback concerning commissary
merchandise and the patron’s commissary shopping experience posted by the commissary patron in the social media environment; and the
commissary patron’s publically viewable social media profile information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental regulations; 10 U.S.C. 136, Under Secretary of Defense for
Personnel and Readiness; 10 U.S.C. &#167; 2481, Defense Commissary and Exchange Systems; Existence and Purpose; 10 U.S.C.
&#167; 2484, Commissary Stores: Merchandise That May Be Sold; Uniform Surcharges and Pricing; 10 U.S.C. &#167; 2485,
Commissary Stores: Operation; Department of Defense Directive 5105.55, Defense Commissary Agency (DeCA); Department of Defense
Instruction 1330.17, Armed Services Commissary Operations; Department of Defense 7000.14-R, Department of Defense Financial
Management Regulations (FMRs), Volume 4, Chapter 3, Receivables; Volume 6A, Reporting Policy and Procedures, Volume 11A, Reimbursable
Operations, Policy and Procedures, Volume 11B, Reimbursable Operations, Policy and Procedures--Working Capital Funds.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy
Act of 1974, as amended, 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:
</p><p>To the Department of Treasury and its designated contractors for electronic check processing and electronic funds transfers
related to credit/debit card charges;
</p><p>To a loyalty card, rewards card, points card, advantage card or club card or digital coupon program coupon contractor that will
use the information to verify a commissary customer’s enrollment in a loyalty, rewards, points, advantage, club or digital coupon
program, and to provide discounts, digital coupons or other incentives to be applied to the customers’ commissary purchases.
</p><p>To the on-line ordering fulfillment contractor to allow for the confirmation by email of orders received, fulfilled, and closed.
</p><p>To purchasers of commissary sales transaction data pursuant to 10 U.S.C. &#167; 2485(h), Release of certain commercially
valuable information to the public.
</p><p>The DoD Blanket Routine Uses published at the beginning of the Defense Commissary Agency’s compilation of systems of records
notices may apply to this system of records.
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this system to "consumer reporting agencies" as defined
in the Fair Credit Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). The
purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government, typically to provide an
incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and SSN,
DoD ID Number, DoD barcode value, credit card or debit/ATM card number, the amount, status, and history of the claim; and the agency
or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit
report.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Virtual Commissary Suppliers/Companies that will take the information to fulfill customers’ orders for merchandise (grocery and household items) purchased through the Virtual Commissary.
</p><p>To the Department of Treasury for electric check processing and electronic funds transfers related to credit/debit card charges.
</p><p>The DOD "Blanket Routine Uses" apply to this system of records.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this system to ‘consumer reporting agencies’ as defined in the Fair Credit Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government, typically to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and Social Security Number; the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual’s name, store, point-of-sale terminal number, transaction date, order date,
merchandise purchased, transaction number, SSN, Military Card Identification Number, DoD ID Number, DoD ID Bar Code value, financial
institution routing number, financial institution account number, Magnetic Ink Character Recognition Number (MICR), loyalty, rewards,
points, advantage, club or digital coupon card number, credit or debit/ATM card number, address(es)/email address(es), telephone
number, zip code, military status, military rank, family size, income group, and shopping preferences.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to records is limited to the custodian of the records or by persons responsible for
servicing the records in the performance of their official duties. Records are stored in locked cabinets or rooms and controlled by
personnel screening. Computer terminals are located in supervised areas. Access to computerized data is controlled by password or
other user authentication code systems. All electronic data is transmitted using approved, secured methods to ensure the data is
protected while in transit, such as encryption and through the use of Secure File Transfer Protocol (FTP) using Secure Sockets Layer
(SSL). Credit/debit card numbers are masked. Name, SSN, or DoD ID number is not collected for credit card purchases. PINs are
automatically encrypted when entered by a patron at the point of sale using a touch-screen keyboard. Credit card information is also
subject to the Data Security Standards (DSS) promulgated by the Payment Card Industry (PCI) Security Council.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records of commissary retail transactions are maintained for 6 years and 3 months. Records of
demographic information, shopper preferences and customer profiles are maintained for 3 years. Paper records containing Personally
Identifiable Information (PII) are shredded to a level where the information cannot be reconstructed. Electronic records, including
metadata, are permanently deleted by Records Managers with administrator privileges from applicable information systems upon
verification of disposal status.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director/Chief Operating Officer, Defense Commissary Agency, 1300 E Avenue, Fort Lee,
VA 23801-1800.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
system of records should address written inquiries to the Defense Commissary Agency, ATTN: Privacy Officer, 1300 E Avenue, Fort Lee,
VA 23801-1800.
</p><p>Requests should contain individual’s name and address, telephone number, email address, SSN, DoD ID Number, and DoD ID Bar Code
value.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>;Individuals seeking access to information about themselves contained in this system of
records should address written inquiries the Defense Commissary Agency, ATTN: Privacy Officer, 1300 E Avenue, Fort Lee, VA
23801-1800.
</p><p>Requests should contain individual’s name and address, telephone number, email address, SSN, DoD ID Number, and DoD ID Bar Code
value.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Commissary Agency rules for accessing records, for contesting contents, and for
appealing initial agency determination can be obtained from the Privacy Act Officer, 1300 E. Avenue, Fort Lee, VA
23801-1800.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, Defense Enrollment Eligibility System (DEERS), US Treasury Over the Counter
Network (OTCNet), Commissary Advanced Retail Transaction System (CARTS), Defense Commissary Agency Enterprise Data Warehouse (EDW).
</p></xhtmlContent></subsection></section>



<section id="DSCA 03" toc="yes">
<systemNumber>DSCA 03</systemNumber>
<subsection type="systemName">Regional Center Persons/Activity Management System (RCPAMS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Horizon Data Center Solutions, 9651 Hornbaker Road, Manassas, Virginia 20109-3976.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD military and civilian employees, U.S. military students, Foreign Nationals, contractors, alumni, and subject
matter experts affiliated with the following Defense Security Cooperation Agency’s (DSCA) five regional centers: Africa
Center for Strategic Studies (ACSS), Asia-Pacific Center for Security Studies (APCSS), Center for Hemispheric Defense
Studies (CHDS), George Marshall European Center for Security Studies (GCMC), and Near-East-South Asia Center for
Strategic Studies (NESA). Although not covered by 5 U.S.C. 552a, The Privacy Act of 1974, the system also contains data
on international military students (IMS) participating in training programs at the Regional Centers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, other names used, religious preference, full face photograph, gender, citizenship, date and place of birth,
marital status, physical description, email address, work and home addresses, work and home telephone numbers, cell phone
numbers, military rank, identification and control numbers generated by RCPAMS and the Security Assistance Network (SAN),
passport and visa information, health information, lodging and travel information, emergency contact(s), language
capabilities, educational and employment history, training activities, race/ethnicity, spouse information and child
information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 134, Under Secretary of Defense for Policy; DoD Directive 5105.65, Defense Security Cooperation Agency
(DSCA); DoD Directive 5101.1, DoD Executive Agent; DoD Directive 5200.41, DoD Regional Centers for Security Studies; and
DoD Directive 5132.03, DoD Policy and Responsibilities Relating to Security Cooperation.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of the Regional Center Persons/Activity Management System (RCPAMS) is to provide: (1) A solution for
Regional Center staff to manage operational, logistical and cost details about people, events, enrollments and
organizations; (2) a tool for reporting on all data related to Regional Center events; (3) a platform for sharing common
processes, terminology and data elements to facilitate efficient communication between the Regional Centers; (4) a single
view of each person with whom any of the Regional Centers have a relationship, representing the current snapshot and
historical record of events and biographical information; (5) an interface to other systems with which the Regional
Centers must exchange data for use by other users and organizations; and (6) an enterprise-class Customer Relationship
Management platform to manage two-way communication between SAN and RCPAMS related to events and their participants.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under
5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, 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:
</p><p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of
systems of records notices may apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records will be retrieved by the individual’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are maintained in controlled areas accessible only to authorized personnel. Access to the electronic
data is limited to authorized users and requires Common Access Card and is available only through systems security
software inherent to the operating system and application, and all access is controlled by authentication methods to
validate the approved users. Data transmission is encrypted. The information is also maintained in secured information
systems which are located in controlled access facilities, guarded 24 hours a day, and seven days a week.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (until the National Archives and Records Administration approve the retention and disposition of
these records, treat as permanent).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Regional Center Persons/Activity Management Program Manager, Defense Security Cooperation Agency, ATTN:
PGM/CMO--RCPAMS Program Manager, 201 12th Street, Suite 203, Arlington, VA 22202-4306.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should
address written inquiries to Regional Center Persons/Activity Management Program Manager, Defense Security Cooperation
Agency, ATTN: PGM/CMO--RCPAMS Program Manager, 201 12th Street, Suite 203, Arlington, VA 22202-4306.
</p><p>Written requests should include the full name, current address and telephone number, and the number of the system of
records notice and be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system should address written inquiries to
the Office of the Secretary of Defense/Joint Staff, Freedom of Information Act Requester Services, 1155 Defense Pentagon,
Washington, DC 20301-1155.
</p><p>Written requests should include the full name, current address and telephone number, and the number of the system of
records notice and be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing
initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained
from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information obtained from the individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DSCA 04" toc="yes">
<systemNumber>DSCA 04</systemNumber>
<subsection type="systemName">Adjunct Faculty Information Database.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Institute of International Legal Studies (DIILS),
 441 Elliot Avenue, Newport, RI 02841-1531.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Military (e.g., Active, National Guard, Reserve, and Coast Guard), civilian and contractor employees, Foreign Nationals and
private sector personnel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Full name, date and place of birth, Social Security Number (SSN), Department of Defense Identification Number (DoD ID Number),
home and work addresses, work, fax, home and personal cell phone numbers, US government credit card number, personal and alternative
email addresses, pay grade, military status (e.g., military rank, branch of service, retired and reserves), security clearance and
current status, passport information, language capability, self-rating/level of expertise and abilities, training completed (e.g,
trafficking in persons, human rights, code of conduct, etc.), biography, and professional references.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 134, Under Secretary of Defense for Policy; DoD Directive 5105.65, Defense Security Cooperation Agency (DSCA); DoD
Directive 5101.1, DoD Executive Agent; DoD Directive 5132.03, DoD Policy and Responsibilities Relating to Security Cooperation; and
E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Defense Institute of International Legal Studies (DIILS) supports U.S. foreign policy and national security policy with rule of
law training and education focused on human rights, international humanitarian law, and the law of armed conflict.
The purpose of the Adjunct Faculty Information Database is to collect supplied information from qualified adjunct faculty members to
make preparations for their overseas travel assignments as well as maintain a record of their qualifications for participation in
future training programs. This data will also be used as a resource for future travel and training assignments, as a record of
adjunct assignments and a basis to identify training requirements for the adjunct faculty.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records
contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of
records notices may apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, SSN and/or DoD ID Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only
to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their
official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by centralized
access control to include the use of Common Access cards (CAC), passwords (which are changed periodically), file permissions,
firewalls, and intrusion alert systems, including the use of a "block out" restriction feature when viewing SSNs.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Temporary: Update periodically; destroy when no longer required for reference.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Training Specialist, Curriculum Department, Defense Institute of International Legal Studies, 441 Elliot Avenue, Newport, RI
02841-1531.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address
written inquiries to the Training Specialist, Curriculum Department, Defense Institute of International Legal Studies, 441 Elliot
Avenue, Newport, RI 02841-1531.
</p><p>Written requests should include the full name, current address and telephone number, and the number of this system of records
notice and be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system should address written inquiries to the Office of
the Secretary of Defense/Joint Staff, Freedom of Information Act Requester Services, 4800 Mark Center Drive, Alexandria, VA
22350-3100.
</p><p>Written requests should include the full name, current address and telephone number, and the number of this system of records
notice and be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency
determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="RDCAA 152.1" toc="yes">
<systemNumber>RDCAA 152.1</systemNumber>
<subsection type="systemName">The Enhanced Access Management System (TEAMS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Security Office, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All DCAA employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records contain name, Social Security Number (SSN), Department of Defense Identification Number
(DoD ID Number), date and place of birth, home address and home phone number, citizenship, position sensitivity, accession date, type
and number of DCAA identification, position number, organizational assignment, security adjudication, clearance, eligibility, and
investigation data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DoD Directive 5105.36, Defense Contract Audit Agency;
E.O. 10450, Security Requirements for Government Employees, as amended; E.O. 12958, Classified National Security Information; and E.O.
9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide the DCAA Security Office with a ready reference of security information on DCAA personnel.
</p><p>To submit data on a regular basis to the Defense Clearance and Investigations Index and the Joint Personnel Adjudication System.
</p><p>To provide the DCAA Drug Program Coordinator with a listing of individuals who hold security clearances for the purpose of creating the drug testing pool, from which individuals are randomly chosen for drug testing.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD `Blanket Routine Uses’ that appear at the beginning of DCAA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by Social Security Number or name of employee.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Electronic records are maintained in a password-protected network and accessible only to DCAA
civilian personnel, management, and administrative support personnel on a need-to-know basis to perform their duties. Access to the
network where records are maintained requires a valid Common Access Card (CAC). Electronic files and databases are password protected
with access restricted to authorized users. Paper records are secured in locked cabinets, offices, or buildings during non-duty
hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Paper and electronic records are retained in the active file until an employee separates from
the agency. At that time, records are moved to the inactive file, retained for five years, and then deleted from the system. Paper
records and electronic records on tapes produced by this system are destroyed by burning.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Security Officer, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
system should address written inquiries to the Security Office, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road,
Suite 2135, Fort Belvoir, VA 22060-6219.
</p><p>For verification purposes, requests should contain name, SSN and/or DoD ID Number, home address and home phone number, and
approximate date of their association with DCAA for positive identification of requester.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in
the following format:
</p><p>If executed outside the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the
United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</p><p>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state)
under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>IIndividuals seeking access to information about themselves contained in this system should
address written inquiries to the Security Office, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135,
Fort Belvoir, VA 22060-6219.
</p><p>For verification purposes, requests should contain name, SSN and/or DoD ID Number, home address and home phone number, and
approximate date of their association with DCAA for positive identification of requester.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in
the following format:
</p><p>If executed outside the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the
United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</p><p>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state)
under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DCAA’s rules for accessing records, for contesting contents and appealing initial agency
determinations are published in DCAA Instruction 5410.10; 32 CFR part 317; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information, other than data obtained directly from individual employees, is obtained by DCAA Headquarters Security and Regional Office Personnel Divisions, and Federal Agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="RDCAA 152.2" toc="yes">
<systemNumber>RDCAA 152.2</systemNumber>
<subsection type="systemName">Personnel Security Data Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Headquarters, Defense Contract Audit Agency, 725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All applicants for employment with Defense Contract Audit Agency (DCAA); all DCAA employees; all persons hired on a contractual basis by, or serving in an advisory capacity to DCAA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Section One (152.2) contains copies of individual’s employment applications, requests for, and approval or disapproval of, emergency appointment authority; requests for security clearance; interim and final security clearance certificates.
</p><p>Section Two (152.3) contains security investigative questionnaires and verification of investigations conducted to determine suitability, eligibility or qualifications for Federal civilian employment, eligibility for assignment to sensitive duties, and access to classified information.
</p><p>Section Three (152.4) contains summaries of reports of investigation, internal Agency memorandums and correspondence furnishing analysis of results of investigations in so far as their relationship to the criteria set forth in the E.O. 10450, in the Code of Federal Regulations and in Department of Defense and DCAA Directives and Regulations; comments and recommendations of the WHS/CAF adjudication authority with related documents, former DCAA adjudicative authority documents, and determinations by the Director, DCAA.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; E.O. 10450, 10865, and E.O. 12958, Classified National Security Information; and DoD Directive 5105.36 (32 CFR part 387).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide a basis for requesting appropriate investigations; to permit determinations on employment or retention; to authorize and record access to classified information.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ that appear at the beginning of DCAA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>All sections are on paper records stored in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Folders are filed by file series then by organizational element (DCAA headquarters or DCAA field activities) and then alphabetically by last name of individual concerned.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in locked filing cabinets after normal business hours. Records are accessible only to authorized personnel who are properly cleared and trained and who require access in connection with their official duties.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records contained in Sections One and Two pertaining to Federal employees and persons furnishing services to DCAA on a contract basis are destroyed upon separation of employees, and upon termination of the contracts for contractor personnel. Records pertaining to applicants are destroyed within one year if an appointment to DCAA is not made.
</p><p>Records contained in Section Three are maintained after separation only if it contains a DCAA unfavorable personnel security determination, or a DCAA favorable personnel security determination, where the investigation or information upon which the determination was made included significant derogatory information of the type set forth in Section 2-200 and Appendix I, DCAAM 5210.1. This information shall be maintained for five years from the date of determination.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Security Officer, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p><p>Written requests for information should contain the full name of the individual, current address and telephone number and current business address.
</p><p>Acceptable identification, that is, driver’s license or employing offices’ identification card. Visits are limited to Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir VA 22060-6219.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DCAA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Security Officer and the Director of Human Resources Management Division at Headquarters, DCAA; Chiefs of Human Resources Management Divisions, Chiefs of Field Audit Offices and the DCAA Regional Offices and the individual concerned.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="RDCAA 201.1" toc="yes">
<systemNumber>RDCAA 201.1</systemNumber>
<subsection type="systemName">Individual Access Files (November 20, 1997, 62 FR 62003).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Contract Audit Agency no longer issues Auditor Credential Cards or Identification Cards to employees. Because these Identification Cards are no longer issued by the Agency, system notice RDCAA 201.1 is not needed and should be deleted.
</p></xhtmlContent></subsection></section>
<section id="RDCAA 215.1" toc="yes">
<systemNumber>RDCAA 215.1</systemNumber>

<subsection type="systemName">Voluntary Leave Transfer Program.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records are maintained by the Human Resources Management Offices of the Defense Contract Audit Agency (DCAA). Official mailing addresses are published as an appendix to DCAA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DCAA government employees who have volunteered to participate in the leave transfer
program as either a donor or a recipient.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Leave recipient records contain the individual’s name, organization, office telephone number, Social Security Number, position title, grade, pay level, leave balances, number of hours requested, brief description of the medical or personal hardship which qualified the individual for inclusion in the program, the status of that hardship, and a statement that selected data elements may be used in soliciting donations.
</p><p>The file may also contain medical/physician certifications and agency approvals or denials.
</p><p>Donor records include the individual’s name, organization, office telephone number, Social Security Number, position title, grade, and pay level, leave balances, number of hours donated and the name of the designated recipient.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 6331 et seq., Leave; 10 U.S.C. 136, Assistant Secretaries of Defense; 5 CFR
part 630, Absence and Leave; DoD Directive 5105.36, Defense Contract Audit Agency; E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The file is used in managing the DCAA Voluntary Leave Transfer program. The recipient’s name, position data, organization, and a brief hardship description are published internally for passive solicitation purposes. The Social Security Number is sought to effectuate the transfer of leave from the donor’s account to the recipient’s account.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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. 552(b)(3) as follows:
</p><p>To the Department of Labor in connection with a claim filed by an employee for compensation due to a job-connected injury or illness.
</p><p>Where leave donor and leave recipient are employeed by different Federal agencies, to the personnel and pay offices of any Federal agency involved to effectuate the leave transfer
</p><p>The `Blanket Routine Uses’ set forth at the beginning of DCAA’s compilation of systems or records notices apply to this record system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in paper and computerized form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name or Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Electronic records are maintained in password-protected network and accessible only to
DCAA personnel, management, and administrative support personnel on a need-to-know basis to perform their duties. Access
to the network where records are maintained requires a valid Common Access Card (CAC). Paper records are secured in
locked cabinets, offices, or buildings during non-duty hours. The same security standards currently applied to
individually-issued CAC card are applicable to paper compilations.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed one year after the end of the year in which the file is closed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Voluntary Leave Transfer Program Coordinator, Human Resources Management Offices of the Defense Contract Audit Agency. Official mailing addresses are published as an appendix to DCAA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer of the particular DCAA activity involved. Official mailing addresses are published as an appendix to DCAA’s compilation of systems of records notices.
</p><p>Individual should provide full name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy act Officer of the particular DCAA activity involved. Official mailing addresses are published as an appendix to DCAA’s compilation of systems of records notices.
</p><p>Individuals should provide full name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DCAA’s rules for accessing records, for contesting contents and appealing initial
agency determinations are published in DCAA Instruction 5410.10; 32 CFR part 317; or may be obtained from the system
manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided primarily by the record subject; however, some data may be obtained from personnel and leave records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="RDCAA 240.3" toc="yes">
<systemNumber>RDCAA 240.3</systemNumber>
<subsection type="systemName">Legal Opinions.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of General Counsel, Headquarters, Defense Contact Audits Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Any DCAA employee who files a complaint, with regard to personnel issues, that requires a legal opinion or legal representation for resolution.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Full name of the individual, current address and telephone number.
</p><p>Fraud files contain interoffice memorandums, citations used in determining legal opinion, in some cases copies of investigations, copies of Agency determinations.
</p><p>Equal Employment Opportunity (EEO) files contain initial appeal, copies of interoffice memorandums, testimony at EEO hearings, copy of Agency determinations and citations used in determining legal opinions.
</p><p>Grievance files contain correspondence relating to DCAA employees filing grievances regarding leave, removals, resignations, suspensions, disciplinary actions, travel, citations used in determining legal opinion, and Agency determinations.
</p><p>Merit System Protection Board (MSPB) Appeal files contain interoffice memorandums, citations used in determining the legal position, statements of witnesses, pleadings, briefs, MSPB decisions, notices of judicial appeals, litigation reports and correspondence with the Department of Justice.
</p><p>Security Violation files contain interoffice correspondence relating to DCAA employee security violations, citations used in determinations, and Agency determinations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>5 U.S.C. chapters 43, 51, and 75; 5 U.S.C. 301, Departmental Regulations; and the Civil Service Reform Act of 1978.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To maintain a historical reference for matters of legal precedence within DCAA to ensure consistency of action and the legal sufficiency of personnel actions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>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:
</p><p>The DoD ‘Blanket Routine Uses’ that appear at the beginning of DCAA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:</p>
<p>Paper records in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>By individual’s name, subject and corporation.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Under staff supervision during duty hours; security guards are provided during non-duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Permanent. Retain in active files for five years and retire to Washington National Records Center.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Counsel, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p><p>Written requests for information should contain the full name of the individual, current address and telephone number.
</p><p>Personal visits are limited to those offices (Headquarters and Regional offices) listed in the appendix to the agency’s compilation of systems of records notices. For personal visits, the individual should be able to provide some acceptable identification, that is driver’s license or employing office’s identification card and give some verbal information that could be verified with ‘case’ folder.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.  </p><p>Written requests for information should contain the full name of the individual, current address and telephone number.
</p><p>Personal visits are limited to those offices (Headquarters and Regional offices) listed in the appendix to the agency’s compilation of systems of records notices. For personal visits, the individual should be able to provide some acceptable identification, that is driver’s license or employing office’s identification card and give some verbal information that could be verified with ‘case’ folder.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>DCAA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10;  32 CFR part 317; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Correspondence from individual’s supervisor, DCAA employees, former employers, between DCAA staff members, and between DCAA and other Federal agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.
</p></xhtmlContent></subsection></section>
<section id="RDCAA 240.5" toc="yes">
<systemNumber>RDCAA 240.5</systemNumber>
<subsection type="systemName">Standards of Conduct, Conflict of Interest.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the General Counsel, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Any DCAA employee who has accepted gratuities from contractors or who has business, professional or financial interests that would indicate a conflict between their private interests and those related to their duties and responsibilities as DCAA personnel. Any DCAA employee who is a member or officer of an organization that is incompatible with their official government position, using public office for private gain, or affecting adversely the confidence of the public in the integrity of the Government. Any DCAA employee who has requested an ethics opinion regarding the propriety of future actions on their part.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Office of the General Counsel-Files contain documents and background material on any apparent or potential conflict of interest or acceptance of gratuities by DCAA personnel. Correspondence may involve interoffice memorandums, correspondence between former DCAA employees and Headquarters staff members, citations used in legal determinations and Agency determinations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>5 U.S.C. 301, Departmental Regulations; DoD 5500.7-R, Joint Ethics Regulation (JER); and E.O. 12731, Principles of Ethical Conduct for Government Officers and Employees.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To provide a historical reference file of cases that are of precedential value to ensure equality of treatment of individuals in like circumstances.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>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:
</p><p>The DoD ‘Blanket Routine Uses’ that appear at the beginning of DCAA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:</p>
<p>Paper records in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>By individual’s name, subject and corporation.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Under staff supervision during duty hours; buildings have security guards during non-duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Permanent. Retain in active files for five years and then retire to Washington National Records Center.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>General Counsel, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p><p>The request should contain the full name of the individual, current address and telephone number.
</p><p>Personal visits may be made to the above address. In personal visits, the individual should be able to provide acceptable identification, that is, driver’s license or employing offices’ identification card, and give some verbal information that can be verified with ‘case’ folder.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.  </p><p>The request should contain the full name of the individual, current address and telephone number.
</p><p>Personal visits may be made to the above address. In personal visits, the individual should be able to provide acceptable identification, that is, driver’s license or employing offices’ identification card, and give some verbal information that can be verified with ‘case’ folder.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>DCAA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Correspondence from individual’s supervisor, DCAA employees, former employees, between DCAA staff members, and between DCAA and other Federal agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.
</p></xhtmlContent></subsection></section>
<section id="RDCAA 358.3" toc="yes">
<systemNumber>RDCAA 358.3</systemNumber>
<subsection type="systemName">Grievance and Appeal Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Grievant’s servicing Human Resources Management Offices in Headquarters or DCAA Regional Offices. Official mailing addresses are published as an appendix to DCAA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Employees or former employees who have filed formal grievances that may be adjudicated under either Chapter 58, DCAA Personnel Manual or a negotiated grievance procedure.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The written grievance; assignment of examiner; or selection of an arbitrator or referee; statements of witnesses; written summary of interviews; written summary of group meetings; transcript of hearing if one held; correspondence relating to the grievance and conduct of the inquiry; exhibits; evidence; transmittal; memorandums and letters; decision.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 7121, Grievance Procedures; and DoD
Directive 5105.36, Defense Contract Audit Agency.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To record the grievance, the nature and scope of inquiry into the matter being grieved, and the treatment accorded the matter by management.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To arbitrators, referees, or other third party hearing officers selected by management and/or the parties to the grievance to serve as fact finders or deciders of the matter grieved.
</p><p>The `Blanket Routine Uses’ that appear at the beginning of DCAA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Grievance files are filed by subject matter, contract clause, or by name alphabetically.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>During nonduty hours the Human Resources Management Office and/or filing cabinet is locked. Grievance files are under the control of the Human Resources Management Office staff during duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Files are destroyed four years after the grievance has been decided or after the transfer or separation of the employee.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Each servicing Human Resources Management Officer in Headquarters or DCAA Regional Offices. Official mailing addresses are published as an appendix to DCAA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Human Resources Management Office in the region in which the grievance originated. Official mailing addresses are published as an appendix to the agency’s compilation of systems of records notices.
</p><p>Written requests should contain individual’s full name, current address, telephone number and office of assignment.
</p><p>Individuals may visit the Human Resources Management Office of the region in which the grievance was filed/originated. For personal visits, individual must furnish positive identification.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals may obtain information on access to records by communicating in writing or personally with the servicing Human Resources Management Officer in DCAA Headquarters or DCAA Regional Offices. Official mailing addresses are published as an appendix to DCAA’s compilation of systems of records notices.
</p><p>The request should contain the full name of the individual, current address and telephone number.
</p><p>Personal visits may be made to the servicing Human Resources Management Officer in Headquarters or DCAA Regional Offices or the system manager. Official mailing addresses are published as an appendix to the agency’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DCAA’s rules for accessing records, for contesting contents and appealing initial
agency determinations are published in DCAA Instruction 5410.10; 32 CFR part 317; or may be obtained from the system
manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The grievant; witnesses; exhibits furnished in evidence by grievant and witnesses; grievance examiner; and persons interviewed by the grievance examiner; deciding official arbitrator, referee, or other third party fact finder or decider.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="RDCAA 367.5" toc="yes">
<systemNumber>RDCAA 367.5</systemNumber>
<subsection type="systemName">Employee Assistance Program (EAP) Counseling Records (November 20, 1997, 62 FR 62003).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Contract Audit Agency contracts our Employee Assistance Program (EAP) with the United States Department of
Health &amp; Human Services (HHS). HHS has a Systems of Records Notice 09-90-0010 that covers EAP records.
Because EAP records are no longer maintained by the Agency, system notice RDCAA 367.5 is not needed and should be
deleted.
</p></xhtmlContent></subsection></section>
<section id="RDCAA 590.8" toc="yes">
<systemNumber>RDCAA 590.8</systemNumber>
<subsection type="systemName">DCAA Management Information System (DMIS) (November 9, 2005, 70 FR 67995).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Contract Audit Agency, Information Technology First Floor, Building 750, 5557 Oriskany
Street, Naval Support Activity Mid-South, Millington, TN 38054.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DCAA employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records relating to audit work performed in terms of hours expended by individual employees,
dollar amounts audited, exceptions reported, audit activity codes, and net savings to the government as a result of those exceptions;
records containing employee data; name, Social Security Number (SSN), time and attendance, and work schedule; and records containing
office information, e.g., duty station address, office symbol and telephone number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DoDD 5105.36, Defense Contract Audit Agency and E.O.
9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide managers, supervisors, and team members with timely, on-line information regarding audit requirements, programs, and performance. To provide timekeepers with access to time and attendance records.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD `Blanket Routine Uses’ that appear at the beginning of DCAA’s compilation of systems of records notices apply to this system.
</p><p>Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
</p><p>Storage:</p>
<p>Records are maintained in an on-line database and on magnetic tape at secure offsite storage.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by organizational levels, name of employee, Social Security Number, office symbol, audit activity codes, or any other combination of these identifiers.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Electronic records are maintained in password-protected network and accessible only to DCAA
personnel, management, and administrative support personnel on a need-to-know basis to perform their duties. Access to the network
where records are maintained requires a valid Common Access Card (CAC).
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (until the National Archives and Records Administration approves the
retention and disposition of these records, treat as permanent.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Information Technology Division, System Design and Development Branch, Defense Contract
Audit Agency, First Floor, Building 750, 5557 Oriskany Street, Naval Support Activity Mid-South, Millington, TN 38054.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
system should address written inquiries to the Chief, Information Technology Division, System Design and Development Branch, Defense
Contract Audit Agency, First Floor, Building 750, 5557 Oriskany Street, Naval Support Activity Mid-South, Millington, TN 38054.
</p><p>Individuals must furnish name, SSN, approximate date of record, and geographic area in which consideration was requested for record
to be located and identified.
</p><p>Official mailing addresses are published as an appendix to the DCAA’s compilation of systems notices.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should
address written inquiries to the Chief, Information Technology Division, System Design and Development Branch, Defense Contract Audit
Agency, First Floor, Building 750, 5557 Oriskany Street, Naval Support Activity Mid-South, Millington, TN 38054.
</p><p>Individuals must furnish name, SSN, approximate date of record, and geographic area in which consideration was requested for record
to be located and identified.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DCAA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual employees, supervisors, time keepers, audit reports and working papers.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="RDCAA 590.14" toc="yes">
<systemNumber>RDCAA 590.14</systemNumber>
<subsection type="systemName">Access Request Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Chief, Information Technology Operations, Headquarters, Defense Contract Audit Agency, <i>ATTN:</i> DCAA OIT, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6219.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Defense Contract Audit Agency (DCAA) civilian personnel and contractor employees, and any individuals requiring access to DCAA-controlled networks, computer systems, and databases.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>System contains documents relating to requests for and grants of access to DCAA computer networks, systems, or databases. The records contain the individual’s name; Social Security Number (SSN); citizenship; physical and electronic addresses; work telephone numbers; office symbol; contractor/employee status; type of access/permissions required; verification of need-to-know; dates of mandatory information assurance awareness training; and security clearance data. For contractors, the system also contains the company name, contract number, and contract expiration date.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 302, Delegation of Authority; 10 U.S.C. 133, Under Secretary of Defense for Acquisition and Technology; 18 U.S.C. 1029, Access device fraud; and E.O. 10450 Security Requirements for Government Employees as amended; DoDI 8500.2, Information Assurance (IA) Implementation; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To control and track access to DCAA-controlled networks, computer systems, and databases. The records may also be used by law enforcement officials to identify the occurrence of and assist in the prevention of computer misuse and/or crime. Statistical data, with all personal identifiers removed, may be used by management for system efficiency, workload calculation, or reporting purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of DCAA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual’s name or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in secure, limited access, or monitored work areas accessible only to authorized personnel. Only the originator and DCAA security office can view an individual’s SSN. Electronic records are stored on computer systems employing software programs that monitor network traffic to identify unauthorized attempts to upload or change information. Access to computer systems is password and/or Public Key Infrastructure controlled.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are deleted when no longer needed for administrative, legal, audit, or other operational purposes. Records relating to contractor access are destroyed 3 years after contract completion or termination.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Information Technology Operations, Headquarters Defense Contract Audit Agency, <i>ATTN:</i> DCAA OIT, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6219.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Headquarters, Defense Contract Audit Agency, <i>ATTN:</i> CMR, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p><p>Written requests will contain individual’s name, Social Security Number (SSN), proof of identification and any other pertinent information necessary.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Headquarters, Defense Contract Audit Agency, <i>ATTN:</i> CMR, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219.
</p><p>Written requests will contain individual’s name, Social Security Number (SSN), proof of identification and any other pertinent information necessary.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DCAA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by record subjects, their supervisors, and the personnel security staff. Some data, such as information technology access code, is supplied by the Information Technology staff.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.</p></xhtmlContent></subsection></section>


<section id="T1205" toc="yes">
<systemNumber>T1205</systemNumber>

<subsection type="systemName">Junior Reserve Officer Training Corps Payment Reimbursement System.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service, 8899 East 56th Street, Indianapolis, IN 46269-0002.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All military retirees who participate in the Junior Reserve Officer Training Corps (JROTC) Instructor Program at selected high schools within the continental United States and various overseas locations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Personal information regarding name, Social Security Number, school/school district name and address, applicable active duty entitlement amounts, and current gross retired pay amounts. Military Services’ applicable contribution percentage, gross and net contribution percentage, gross and net contribution amounts, and current employment period beginning and closing dates.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 2031, as amended, Junior Reserve Officers’ Training Corps, Reserve Officers’ Training Corps Program for Secondary Educational Institutions; DoD Instruction 1205.13, Junior Reserve Officers Training Corps Program; DoDFMR 7000.14-R, Volume 10, Chapter 21; Headquarters, Defense Finance and Accounting Service, Memorandum of April 10, 1996; (Department of the Navy, Headquarters, U.S. Marine Corps, Memorandum of April 26, 1996; Department of the Navy, Office of the Assistant Secretary, Memorandum of June 21, 1996; Department of the Navy, Office of the Assistant Secretary, Memorandum of June 21, 1996, and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is as follows:
</p><p>To accomplish payroll computations and the reimbursement portion of the Junior Reserve Officer Training Corps Instructor Program.
</p><p>To provide statements and/or reports to each instructor and school/school district.
</p><p>To answer inquiries from applicable Services and/or financial institution where funds were distributed.
</p><p>To provide information required by an auditor during an audit of the program.
</p><p>To assist the Services with audit of individual instructor, school, and/or school district.
</p><p><b>Routine Uses of Records Maintained in the System, Including Categories of Users and the Purpose of Such Uses:
</b></p><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, 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:
</p><p>To the school/school district to provide information regarding the instructor’s computed minimum instructor pay, and the amount being reimbursed by the applicable Military Service.
</p><p>To the Treasury Department to provide information on check issues and electronic funds transfers.
</p><p>To the Federal Reserve Banks to distribute payments made through the direct deposit system to financial organizations or their processing agents authorized by individuals to receive and deposit payments in their accounts.
</p><p>The DoD "Blanket Routine Uses" published at the beginning of the DFAS compilation of systems of records notices also apply to this system.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) 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). The purpose of the disclosure is to aid in the collection of outstanding debts owed to the Federal Government; typically, to provide an incentive for debtors to repay delinquent Federal Government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); the amount, status, and history of the claim; and the agency or program under which the claim arose.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>The records are hard copy documents or electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to authorized individuals who are properly screened and cleared on a need-to-know basis in the performance of their official duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are cut off at the end of each month or the end of each fiscal year and then maintained for 1 year or up to 6 years and 3 months from date of cut off. Destruction is by tearing, shredding, pulping, macerating, or burning.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director, Air Force Military Pay Operations, Defense Finance and Accounting Service, 8899 E. 56th Street, Indianapolis, IN 46249-0002.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number, current address, telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number, current address, telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals; school/school district offices; applicable Military Services; and the Defense Retiree and Annuitant (Pay) System (DRAS).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T1300" toc="yes">
<systemNumber>T1300</systemNumber>
<subsection type="systemName">Disbursing Officer Establishment and Appointment Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service--Cleveland, 1240 East 9th Street, Cleveland, OH 44199-2055.
</p><p>Defense Finance and Accounting Service--Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249-0001.
</p><p>Defense Finance and Accounting Service, Columbus, 3990 East Broad Street, Building #21, Columbus, OH 43213-1152.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Military members and DoD civilians who are appointed as deputies and individuals appointed as accountable disbursing officers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Full name, Social Security Number (SSN), telephone number, forms for designation and appointment of deputy and disbursing officer, letters to Federal Reserve banks, and requests for approval and appointment of accountable officers; appointment letters; commencement of disbursing duty letters; Financial Management Service Forms, Specimen Signatures and Signature Card.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DoD 7000.14-R, DoD Financial Management Regulation; DFAS 005, Delegation of Statutory Authority and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is used to determine whether an individual has held an accountable position in the past. To obtain data for the appointment or termination of deputies and the appointment or termination of other than finance officers as accountable officers.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal Reserve banks to verify authority of the accountable individual to issue Treasury checks.
</p><p>To the United States Treasury to verify authority of the accountable individual to issue Treasury checks and validate the signature of the Disbursing Officer.
</p><p>The DoD "Blanket Routine Uses" published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Maintained in file folders and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual’s name, Social Security Number and accounting and disbursing station number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by passwords, which are changed periodically.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Cut-off at the end of Fiscal Year in which order is revoked or cancelled or when action has been taken to correct discrepancies. Destroy 6 years after cutoff. The records are destroyed by shredding, pulping, burning or degaussing.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director of Network Operations, Defense Finance and Accounting Service--Cleveland, 1240 East 9th Street, Cleveland, OH 44199-2055.
</p><p>Director of Network Operations, Defense Finance and Accounting Service--Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249-0001.
</p><p>Defense Finance Accounting Service, 3990 East Broad Street, Building #21, Columbus, OH 43213-1152.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should provide sufficient proof of identity, such as full name, Social Security Number (SSN), telephone number and other information verifiable from the record itself.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should provide sufficient proof of identity, such as full name, Social Security Number (SSN), telephone number and other information verifiable from the record itself.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-1050.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual concerned.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T1430" toc="yes">
<systemNumber>T1430</systemNumber>
<subsection type="systemName">Mentoring Program.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Triple Creek Associates, Inc., 7730 E. Belleview Ave., Suite 200A, Greenwood Village, CO 80111-6617.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Finance and Accounting System (DFAS) civilian employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, address, Social Security Number (SSN), e-mail address, work phone, location, organization, job series, and grade, years of experience at DFAS, total years of work experience.
</p><p><b>Authority for the maintenance of the system:
</b></p><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 1402, and Department of Defense Instruction (DoDI) 1430.02, Civilian Career Management.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Defense Finance and Accounting Service (DFAS) is proposing to establish a system of records to provide DFAS civilian employees with an automated mentoring system which will match mentees with potential mentors based on mentee need and mentor capabilities and experience. The system will facilitate the tracking and management of the DFAS mentoring relationships.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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: To DFAS contractors who serve as the agent for the Agency for the purpose of managing the DFAS web-based mentoring program. It may also be disclosed for any of the DoD "Blanket Routine Uses" as published at the beginning of the DFAS compilation of systems of record notices.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in an electronic database.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The system is a Web-based system and it is maintained by a DoD contractor on a contractor owned computer server. The data is protected by dedicated firewalls and web servers that are physically separated from other contractor database servers. The database resides behind a firewall, is not publicly accessible, and a distinct database instance is used for this system. The contractor employs constant proactive monitoring, including port monitoring to identify unauthorized attempts to upload or change information or otherwise cause damage to the system. The server is located in a secured facility with limited access. In accordance with the contract, the contractor is not to remove any of the data from the contracting site, and the contractor must follow the DoD safeguarding policies, and regulations as defined in the contract. The contractor is to ensure confidentiality of all data, and it will be shared with only those individuals who have a need-to-know.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy when 5 years old or when superseded or obsolete, whichever is sooner.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>DFAS Mentoring and Coaching Program Manager, Learning and Development Division, 8899 E. 56th Street, Indianapolis, IN 46249-0160.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/ Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the Defense Civilian Personnel Data System (DCPDS) and the individual concerned.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T3020" toc="yes">
<systemNumber>T3020</systemNumber>
<subsection type="systemName">Living Disaster Recovery Planning System Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service-Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249-1460. (Physical location of database and server.)
</p><p>Defense Finance and Accounting Service-Columbus, 3990 East Broad Street, Columbus, OH 43218-2317.
</p><p>Defense Finance and Accounting Service-Cleveland, 1240 East 9th Street, Cleveland, OH 44199-2056.
</p><p>Defense Finance and Accounting Service-Arlington, 1851 South Bell Street, Crystal Mall #3, Arlington, VA 22240-5291.
</p><p>Defense Finance and Accounting Service-Limestone, 27 Arkansas Road, Limestone, ME 04751-1500.
</p><p>Defense Finance and Accounting Service-Japan, Building 206, Unit 5220, APO AP 96328-5220.
</p><p>Defense Finance and Accounting Service-Europe, Unit #23122, APO AE 09227.
</p><p>Defense Finance and Accounting Service-TSO Patuxent River, 22299 Exploration Park Drive, Lexington Park, MD 20653-2051.
</p><p>Defense Finance and Accounting Service-TSO Pensacola, 250 Raby Avenue, Pensacola, FL 32509-5122.
</p><p>Defense Finance and Accounting Service-Rome, 325 Brooks Road, Rome, NY 13441-4527.
</p><p>Defense Finance and Accounting Service, DFAS-Texarkana, PO BOX 611, Texarkana, Texas 75505-6111.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All civilian and military individuals employed by the Defense Finance and Accounting Service; may also include civilian and military personnel of the Department of Defense and other Government agencies; may also include family members and other emergency points-of-contact and contractor organizations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, organization(s), DFAS organization element, assignment, employee ID, current work address, office and home telephone number(s), grade/rank, military branch of service, position title, job series, disability information and emergency point-of-contact name and telephone numbers.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DFAS Regulation 3020.26, Corporate Contingency Plan; DoDD 1400.31, Mobilization Management of the DoD Civilian Work Force; DoDI 1400.32, DoD Civilian Work Force Contingency and Emergency Planning Guidelines and Procedures; DoDI 3020.37, Continuation of Essential DoD Contractor Services During Crises and E.O. 12656, Assignment of Emergency Preparedness Responsibilities.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide DFAS with a standardized automated contingency planning process. Personal information in the system is used to publish organizational telephone directories/locators, recall personnel to place of duty when required, for use in emergency notification, and to perform relevant functions/requirements/actions consistent with managerial functions during an emergency/disaster.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal, state, or local governments or civic organizations during actual emergencies, exercises, or continuity of operation tests for the purpose of responding to emergency situations.
</p><p>The DoD "Blanket Routine Uses" published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper Records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by individual’s name, by organization and by employee ID (which is a combination of individual’s first and last name).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by passwords, which are changed periodically.
</p><p><b> Retention and disposal:
</b></p><p>Records are destroyed within 180 days after the recordkeeping copy has been produced or destroyed/deleted when dissemination, revision, or updating is completed. Records are destroyed by burning, shredding, or pulping hard copy records and degaussing electronic media.
</p><p><b> System manager(s) and address:
</b></p><p>Director of Contingency Planning Division, Defense Finance and Accounting Service-Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249-1460.
</p><p><b> Notification procedure:
</b></p><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the FOIA/PA Program Manager, Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individual should furnish full name, current DFAS organization element, current work address and work telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves in this system of records should address written inquiries to the FOIA/PA Program Manager, Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individual should furnish full name, current DFAS organization element, current work address and work telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from record subject.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T4165" toc="yes">
<systemNumber>T4165</systemNumber>
<subsection type="systemName">DFAS Transportation Incentive Program Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service, <i>Attn:</i> Support Services, 8899 E. 56th Street, Indianapolis, IN 46246-0201.
</p><p>Defense Finance and Accounting Service--Limestone, 27 Arkansas Road, Limestone, ME 04751-1500.
</p><p>Defense Finance and Accounting Service--TSO Patuxent River, 22299 Exploration Park Drive, Lexington Park, MD 20653-2051.
</p><p>Defense Finance and Accounting Service--TSO Pensacola, 250 Raby Avenue, Pensacola, FL 32509-5122.
</p><p>Defense Finance and Accounting Service--Rome, 325 Brooks Road, Rome, NY 13441-4527.
</p><p>Defense Finance and Accounting Service, DFAS--Texarkana, P.O. BOX 611, Texarkana, Texas 75505-6111.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Defense Finance and Accounting Service (DFAS) civilian employees, active duty military and reservist on active duty for more than 30 days.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number, home address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 7905, Programs to Encourage Commuting by Means other than Single-Occupancy Motor Vehicles; E.O. 12191, Federal Facility Ride Sharing Program; E.O. 13150, Federal Workforce Transportation and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>In support of the DFAS Transportation Incentive Program for receipt and processing of employee applications and distribution of the fare media; to reimburse participants; to track the use of funds used to support the program; to evaluate employee participation in the program and to prevent misuse of the funds involved for participants outside the National Capitol Region (NCR). Participant records may be used by the DFAS site parking authorities for the purpose of identifying those individuals who receive a fare subsidy and also make use of a DFAS site parking sticker.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To U.S. Department of Transportation for the purposes of administering the Public Transportation Benefit Program and/or verifying the eligibility of individuals to receive a fare subsidy pursuant to transportation benefit program operated by the DoD or other Federal agencies.
</p><p>The DoD ‘Blanket Routine Uses’ set forth at the beginning of the DFAS compilation of systems of records notices apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored on paper forms and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and last 4 digits of the Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need to know basis in the performance of their duties. User IDs and passwords are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Documents relating to the disbursement of transportation subsidies to employees, including applications of employees no longer in the program, superseded applications, certification logs, vouchers, spreadsheets, and other forms used to document the disbursement of subsidies are destroyed when 3 years old. Documents relating to cash reimbursements for transportation expenses associated with transit passes or vanpools, specifically Standard Form (SF) 1164, entitled "Claim for Reimbursement for Expenditures on Official Business" are destroyed 6 years and 3 months after period covered by account.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, Transportation Incentive Program (TIP) Manager, Defense Finance and Accounting Service, <i>Attn:</i> Support Services, 8899 E. 56th Street, Indianapolis, IN 46249-0201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T4500" toc="yes">
<systemNumber>T4500</systemNumber>
<subsection type="systemName">Defense Transportation Payment System (DTRS) Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center, Ogden, 8705 Industrial Blvd., Tinker AFB OK 73145-3352.
</p><p>Defense Finance &amp; Accounting Service (DFAS), Indianapolis, Systems Management Directorate, Vendor Payment System, 8899 E. 56th Street, Indianapolis IN, 46249-0100. Telephone number (317) 510-7789.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>United States Air Force, Army, active, and reserve members, Department of Defense (DoD) civilian employees and other Federal civilian employees paid by appropriated funds, and whose household goods claims are processed by the Defense Finance and Accounting Service.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), Electronic Fund Transfer data, address, telephone number and financial payment information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Volume 5; 31 U.S.C. 3511, Prescribing Accounting Requirements and Developing Accounting Systems; 31 U.S.C. 3512, Executive agency accounting and other financial management reports and plans; and 31 U.S.C. 3513, Financial Reporting and Accounting System; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system will be a standard base level entitlement system used for making household goods transportation payments. The system will contain accounting records for funding authority, commitments, and obligations. It will account for and produce monthly financial status reports related to the household goods transportation payments that are made to moving companies/carriers, vendors, United States Air Force, Army, active, and reserve members, Department of Defense civilian employees, and other Federal civilian employees whose transportation payments are processed by the Defense Finance and Accounting Service.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to authorized individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties.
</p><p>Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary in nature, cut off at the end of the fiscal year and destroyed 6 years and 3 months after cutoff. Records are destroyed by degaussing, burning, or shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, System Management Directorate, Vendor Payment System, 8899 E. 56th Street, Indianapolis, IN 46249-0100. Telephone number (317) 510-7710.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting, Freedom of Information/Privacy Act Program Manager, Corporate Communication and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number and provide a reasonable description of the record they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquires to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number and provide a reasonable description of the record they are seeking.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Freedom of Information/Privacy Act Program Manager, Corporate Communication and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned, DoD Components, and other Federal agencies such as the State Department and Federal Prisons.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T4500a" toc="yes">
<systemNumber>T4500a</systemNumber>
<subsection type="systemName">Defense Transportation Payment System--Accounting (DTRS-A) Records (October 1, 2008, 73 FR 57070).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: System was retired and replaced by T7225a, Computerized Accounts Payable System (CAPS) (November 14, 2007, 72 FR 64057); all
records were transferred to CAPS; therefore, T4500a, Defense Transportation Payment System--Accounting (DTRS-A) Records
can be deleted.
</p></xhtmlContent></subsection></section>
<section id="T4500b" toc="yes">
<systemNumber>T4500b</systemNumber>
<subsection type="systemName">Transportation Support System (TSS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center, Mechanicsburg, Building 308, North End, 5450 Carlisle Pike, Mechanicsburg, PA 17050.
</p><p>Defense Finance &amp; Accounting Service (DFAS), Cleveland, Systems Management Directorate, Transportation Support System, 1290 E. 9th Street, Cleveland, OH 44199.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>United States Navy and Navy reserve members whose household goods claims are processed by the Defense Finance and Accounting Service.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), grade, rank, address and telephone numbers.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; Department of Defense Financial Management Regulation (DoDFMR), 7000.14-R, Vol. 5, Chapter 20; 31 U.S.C. Sections 3511, 3512, and 3513, Accounting Requirements, Systems, and Information; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system provides a front-end invoice input capability to the One Pay entitlement system for Navy Bill of Lading payments. Bills of Lading are multiuse documents that are essential to conduct day to day Government operations when transportation of supplies, materials, freight, and personal property is required. This system also serves as a transportation management information system for Navy transportation bills.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD "Blanket Routine Uses" published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Social Security Number (SSN) and name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to authorized individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary in nature, cut off at the end of the fiscal year and destroyed 6 years and 3 months after cutoff. Records are destroyed by degaussing, burning, or shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, System Management Directorate, Transportation Support System, 1290 E. 9th Street, Cleveland, OH 44199.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the FOIA/PA Program Manager, Corporate Communications, Defense Finance and Accounting Service, DFAS-HKC/IN, 8899 E. 56th Avenue, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address and telephone number, and provide a reasonable description of the record they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquires to FOIA/PA Program Manager, Corporate Communications, Defense Finance and Accounting Service, DFAS-HKC/IN, 8899 E. 56th Avenue, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address and telephone number, and provide a reasonable description of the record they are seeking.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from FOIA/PA Program Manager, Corporate Communications, Defense Finance and Accounting Service, DFAS-HKC/IN, 8899 E. 56th Avenue, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned DoD Components.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T5010" toc="yes">
<systemNumber>T5010</systemNumber>
<subsection type="systemName">DFAS Quarterly Pay Newsletter E-mail System (November 18, 2004, 69 FR 67548).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: This system is covered by T7336, MyPay System, published on June 16, 2006 with the <i>Federal Register</i> number of 71 FR 34898.
</p><p>With the MyPay System being an Internet (WEB) based system it has eliminated the requirement for a separate quarterly newsletter e-mail system. The MyPay system will directly inform the DFAS customer of current pay information and updates, unless the customer opts out from receiving the quarterly newsletter.
</p></xhtmlContent></subsection></section>
<section id="T2015a" toc="yes">
<systemNumber>T5015a</systemNumber>
<subsection type="systemName">Military Pay Correction Case Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service-Indianapolis Center, 8899 E. 56th Street, Indianapolis, IN 46249-0001;
</p><p>Defense Finance and Accounting Service-Cleveland Center, 1240  East Ninth Street, Cleveland, OH 44199-2055;
</p><p>Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279-5000;
</p><p>Defense Finance and Accounting Service-Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former military active duty personnel; military active and inactive Reserve and National Guard personnel; retired military personnel; Academy cadets; surviving dependents of military personnel who have applied for waiver of claims arising from erroneous payments of pay and allowances, travel, transportation, and relocation allowances.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name; Social Security Number; grade or rank; date of birth; application; beneficiary information; names and addresses of dependents; cash payment records; check number; financial returns; military pay and allowances vouchers; collection vouchers; travel orders and vouchers; record of travel payments; public vouchers; certificates; pay adjustment authorization; active duty, reserve, and retired military pay records; leave and earnings statements; statement of service; promotion and performance of hazardous duty information; individual pay account records; pay account histories; supplemental wage and tax statement; requests, authorizations, and pay orders for basic allowance for subsistence; leave records; medical bills and receipts; discharge documents; preceding civilian payrolls;  preceding civilian earnings, wage, and tax statements; employment history; bills of lading; claims for pay or other entitlements and correspondence; reports of investigation; income tax information; social security tax deductions; income tax returns provided by individuals to support a claim; allotment information (allottee’s name, address, and amounts paid); related correspondence about waiver or remission of indebtedness; information about judicial proceedings regarding bankruptcy and Federal Housing Administration, United States Treasury Department, Internal Revenue Service, and General Accounting Office inquiries, copies of court martials and non-judicial punishment; application for correction of records; record of disposition; vouchers and supporting documents that substantiate adjustments to pay accounts; and token payment information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1552; Pub. L. 89-508, Federal Claims Collection Act of 1966; and Pub. L. 97-365, Debt Collection Act of 1982, as amended; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To determine the proper payment due based on the correction of military records.  Correction of military records includes any correction of former civilian entitlements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the Internal Revenue Service and the Social Security Administration for the purposes of determining  tax liabilities and Social Security entitlements flowing from corrections of military pay and allowances or previous civilian entitlements.
</p><p>To State unemployment offices for the purposes of instituting collection procedures or other actions against the member if the member was collecting unemployment compensation.
</p><p>The `Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this system to `consumer reporting agencies’ as defined in the Fair Credit Reporting Act, 14 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966, 31 U.S.C. 3701(a)(3).  The purpose of the disclosure is to aid in the collection of outstanding debts owed to the Federal Government; typically, to provide an incentive for debtors to repay delinquent Federal Government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); the amount, status, and history of the claim; and the agency or program under which the claim arose.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Maintained in file folders, computer printouts, and magnetic and microform media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed by name, Social Security Number, taxpayer identification number, or military service number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed by the custodian of the record system and by persons responsible for servicing the record system in performance of their official duties.  Records are stored in security file containers, cabinets, or computers in guarded buildings.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed 6 years after the final closing date.  Destruction is by shredding, macerating, pulping, or burning.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Military Pay Director, Defense Finance and Accounting Service-Indianapolis Center, 8899 E. 56th Street, Indianapolis, IN 46249-0001;
</p><p>Military Pay Director, Defense Finance and Accounting Service-Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055;
</p><p>Military Pay Director, Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279-5000;
</p><p>Military Pay Director, Defense Finance and Accounting Service-Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center.
</p><p>Individual should furnish full name, Social Security Number, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center.
</p><p>Individual should furnish full name, Social Security Number, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Freedom of Information/Privacy Act Program Manager, Office of Corporate Communications, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records are obtained from the individual, military finance and accounting offices, other government agencies, previous employers, automated systems interfaces, source documents (such as reports), credit unions, credit bureaus, insurance companies, courts, and financial institutions.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T5020a" toc="yes">
<systemNumber>T5020a</systemNumber>
<subsection type="systemName">Privacy Act Request Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service--Indianapolis, 8899 East 56th Street,
Indianapolis, IN 26249-0150.
</p><p>Defense Finance and Accounting Service--Cleveland, 1240 East 9th Street, Cleveland, OH 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All persons who request access to, information from, or amendment of records about themselves maintained by the Defense Finance and Accounting Service under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a), as amended.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Full name, Social Security Number (SSN), address, telephone number, letters, memoranda, legal opinions, messages, and miscellaneous documents relating to an individual’s request for access to, or amendment of, records concerning that person, including letters of denial, appeals, statements of disagreements, and related documents accumulated in processing requests received under the Privacy Act of 1974.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552a, The Privacy Act of 1974, as amended, as implemented by DFAS Regulation; DoD 5400.11-R, Privacy Program; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To record, process, and coordinate individual requests for access to, or amendment of personal records, and appeals on denials of requests for access or amendment to personal records.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Information from this system may be provided to other Federal, state, and local agencies when it is necessary to coordinate responses or denials.
</p><p>The "DoD Blanket Routine Uses" published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper file folders and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by passwords, which are changed periodically.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Official Privacy Act requests are kept a minimum of 2 years; requests denied but not appealed are destroyed after 5 years; requests for access or amendment and appeals or denial are destroyed 4 years after final action or 3 years after adjudication by the courts, whichever is later; control logs of accounting of disclosures are kept 5 years or in accordance with the approved disposition instructions for the related subject records, whichever is later. Records are destroyed by shredding, pulping, burning or degaussing.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager,
Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act
Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s full name, SSN for verification, current address for reply, and provide a reasonable
description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this record system
should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager,
Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN for verification, current address for reply, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Finance and Accounting Service (DFAS) rules for accessing records, for contesting
contents and appealing initial agency determinations are published in Defense Finance and Accounting Service Regulation
5400.11-R, 32 CFR 324; or may be obtained from the Defense Finance and Accounting Service, Freedom of Information/Privacy Act
Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records are obtained from the individual requester, DFAS Components, such as, Army, Navy, Air Force, and Marine Corps, and other Federal, state, and local governments, as applicable or appropriate, for processing the case.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T5015c" toc="yes">
<systemNumber>T5015c</systemNumber>
<subsection type="systemName">Freedom of Information Act Requests.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Defense Finance and Accounting Service--Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055.
</p><p>Defense Finance and Accounting Service--Columbus Center, 4280 East 5th Avenue, Columbus, OH 43219-1879.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All individuals who have requested documents under the provisions of the Freedom of Information Act (FOIA) (5 U.S.C. 552).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Correspondence from the public requesting information under the Freedom of Information Act and the reply, which may include copies of the released record(s), denials, and appeals. Correspondence pertaining to the requests, the information released or withheld, summaries, logs of actions taken, and correspondence from and to other DoD and Federal agencies regarding specific requests of mutual interest.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 552, the Freedom of Information Act, as amended, as implemented by DFAS Regulation 5400.7-R; DoD 5400.7-R, DoD Freedom of Information Act Program, and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To control administrative processing of requests for information made under the provisions of the Freedom of Information Act (FOIA), and to record statistics for the annual FOIA report.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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.
 </p><p>The DoD `Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by individual’s name or by control number assigned to the individual case file.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords are used to control access to the system data, and procedures are in place to detect and deter browsing and unauthorized access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained for a minimum of 2 years; replies to requests for nonexistent records, to requesters who provide inadequate descriptions, and to those who fail to pay agency fees (request not appealed), 2 years; requests appealed, 6 years after final determination by agency; control logs, 6 years, report files, 2 years; administrative files, 2 years. Records are destroyed by shredding, pulping, burning or degaussing.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, Freedom of Information Act/Privacy Act Program Manager, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-1050.
</p><p>Individuals should provide full name, current address, telephone number, and other information verifiable for the record itself.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access records about themselves in this system of records should address written inquiries to the Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-1050.
</p><p>Individuals should provide full name, current address, telephone number, and other information verifiable for the record itself.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Freedom of Information/Privacy Act Program Manager, Office of Corporate Communications, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from requesters, from other federal agencies with collateral interest in a request, and from records which were the subject of requests.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T5040" toc="yes">
<systemNumber>T5040</systemNumber>
<subsection type="systemName">Call Recording Application Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service, Cleveland, Anthony J. Celebrezze Federal Building (Room 1669), 1240 E. 9th Street, Cleveland, OH 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current or former military service members, dependents, ex-spouses, DoD civilian employees, and non-DoD civilians paid by DFAS.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Audio and captured systems’ screen records and their indices that will include, but not be limited to, verbatim recordings of conversations between the customers and DFAS’ customer service representatives (CSR), name, SSN, home address, telephone number, payroll information, marital status, dependent information, tax status, allotment, garnishment, debt, or other payroll or personal information provided by the customer.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; E.O. 12862 (Customer Service), E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Call Recording Application (CRA) will be used to record and index telephone conversations between customers and customer service representatives (CSRs) in DFAS’ contact centers. It will also capture and index a sampling of the computer screens used by CSRs to answer inquiries. The inbound calls will be recorded in order to resolve misunderstandings or misperceptions made during the customer-CSR interaction. This system will also facilitate the process of monitoring and evaluating the recorded audio and computer screens used by CSRs in order to provide training, collect data in support of the CSRs’ annual performance evaluation, and provide information used for business process improvements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The ‘DoD Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Social Security Number (SSN) and telephone number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by passwords, which are changed periodically.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy when superseded, obsolete, or determined to be of no further value, whichever is sooner. Records are destroyed by shredding, burning, or degaussing.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, Information and Technology, Anthony J. Celebrezze Federal Building, 1240 E. 9th Street, Cleveland, OH 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual concerned.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T5500a" toc="yes">
<systemNumber>T5500a</systemNumber>
<subsection type="systemName">Congressional Inquiry File.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p><i>Primary location:</i> Defense Finance and Accounting Service Headquarters, 1851 S. Bell Street, Arlington, VA 22202-4511.
</p><p><i>Secondary locations:</i> Defense Finance and Accounting--Cleveland, 1240 East Ninth Street, Cleveland, OH 44199-2055.
</p><p>Defense Finance and Accounting Service--Columbus, 4280 East Fifth Avenue, Columbus, OH 43219-1879.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any individual who contacts a Member of Congress requesting that the Member solicit information from the Defense Finance and Accounting Service (DFAS) on their behalf.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Full name, Social Security Number, current address, telephone number and/or other identifying information verifiable from the records. Correspondence and related records from and to Members of Congress pertaining to requests for Congressional assistance in resolving problems.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DoD Directive 5400.4, Provisions of Information to Congress; and DFAS Regulation 003 and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain a record of Congressional inquiries and the DFAS response.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The ‘DoD Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by constituent’s name and Social Security Number, and Congressman’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by passwords, which are changed periodically.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Temporary records are cut off at the end of the calendar year and retained from 180 days to 2 years after cut off. Permanent records are cut off at the end of the calendar year and retained on site for 5 years and then retired to the appropriate Federal Records Center. Records are destroyed by degaussing, shredding, tearing, or pulping.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, Operations Directorate, 8899 East 56th Street, Indianapolis, IN 46249-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, Freedom of Information Act/Privacy Act Program Manager, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individual should furnish full name, Social Security Number, current address, telephone number and/or other identifying information verifiable from the records.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, Freedom of Information Act/Privacy Act Program Manager, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individual should furnish full name, Social Security Number, current address, telephone number and/or other identifying information verifiable from the records.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation; DoD 5400.11-R; 32 CFR part 324; or may be obtained from the Freedom of Information/Privacy Act Program Manager, at Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, Freedom of Information Act/Privacy Act Program Manager, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from the individual requester and the Congressman, Senator or their staff.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T5500b" toc="yes">
<systemNumber>T5500b</systemNumber>
<subsection type="systemName">Integrated Garnishment System (IGS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Assistant General Counsel, Garnishment Operations, Defense Finance and Accounting Service-Cleveland Center, 1240 E. 9th Street, Cleveland, OH 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Present active duty and retired military personnel; present DoD Civilian employees; present Reserve and National Guard personnel and employees of the Executive Office of the President whose pay is garnished or attached under 5 U.S.C. 5220a; 10 U.S.C. 1408; 42 U.S.C. 659; and 42 U.S.C. 665.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual state court wage withholding notices or court order garnishment orders, interrogatories, correspondence between DFAS Office of General Counsel and parties to the case, DFAS pay units, United States Attorneys, United States District Courts and other State and Government agencies relevant to the processing of child support and commercial debt garnishment, applications under the Uniformed Services Former Spouses’ Protection Act and applications for military involuntary allotments for commercial debt. Also bankruptcy trustees who received payments pursuant to Chapter 13 of the Bankruptcy Code.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 5520a, Garnishment of pay; 10 U.S.C. 1408, Payment of retired or retainer pay in compliance with court orders; 42 U.S.C. 659, Consent by United States to income withholding, garnishment, and similar proceedings for enforcement of child support and alimony obligations; 42 U.S.C. 665, Allotments from pay for child and spousal support owed by members of uniformed services on active duty; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are being maintained for the purpose of processing court orders for the garnishment of wages.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To former spouses, who receive payments under 10 U.S.C. 1408, for purposes of providing information on how their payment was calculated to include what items were deducted from the member’s gross pay and the dollar amount for each deduction.
</p><p>To state child support agencies, in response to their written requests for information regarding the gross and disposable pay of military and civilian employees, for purposes of assisting the agencies in the discharge of their responsibilities under Federal and State law.
</p><p>The `Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on electronic media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by individual’s name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed by person(s) responsible for servicing, and authorized to use, the record system in performance of their official duties who are properly screened and cleared for need-to-know. Additionally, records are in an office building protected by guards and controlled by screening of personnel and registration of visitors.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy 6 years and 3 months after cutoff.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>General Counsel, Defense Finance and Accounting Service Headquarters, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291.
</p><p>Assistant General Counsel, Garnishment Operations, Defense Finance and Accounting Service--Cleveland Center, 1240 E. 9th Street, Cleveland, OH 44199-2005.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-HKC/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s full name, SSN, current address, and provide a reasonable description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this record system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-HKC/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation, 32 CFR part 324; or may be obtained from the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-HKC/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from courts, Government records, individuals and similar documents and sources relevant to the proceedings.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T5500c" toc="yes">
<systemNumber>T5500c</systemNumber>
<subsection type="systemName">Law Office Management System
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service (DFAS), Office of General Counsel, Indianapolis, 8899 E. 56th Street, Indianapolis, IN 46249-0160.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active Duty, Reserve, Guard, retired, separated military members including their dependents, spouses, ex-spouses, annuitants, legal guardians, current, retired or separated DoD civilian employees, non-DoD civilian employees paid by DFAS.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), or other personal identifier, home address, home or office telephone numbers, pay and personnel information, dependent or annuitant information, marital status, birth date, employment information, personal e-mail addresses, business e-mail addresses, tax information, personal letters, memorandums, legal opinions, pleading, and miscellaneous documents related to judicial or administrative proceedings or benefit/pay inquiries, and all other information necessary to provide advice and assistance to personnel seeking legal assistance.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C 301, Departmental Regulations, Department of Defense Directive (DoDD) 5145.01, General Counsel of the Department of Defense, and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system will be used as a repository for opinions issued and researched by the Office of General Counsel. In addition, it will facilitate the recording, processing, management, and tracking of all requests for legal assistance related to personnel, military and civilian pay, and commercial pay issues. The system will also maintain a record of the Office of General Counsel replies to each request or inquiry.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the DFAS compilation of system of records notices apply to this system of records.
</p><p>Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system.
</p><p>Storage:</p>
<p>Electronic storage media and paper records in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a building protected by guards, with controlled screening, use of visitor registers, electronic access, and/or locks. Access is limited to individuals who are properly screened and cleared on a need to know basis in the performance of their duties. User IDs and passwords are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and destroyed when actions are completed, superseded, obsolete, or no longer needed. Other records will be destroyed 6 years and 3 months after the case has closed. Records are destroyed by degaussing, burning or shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, Office of General Counsel, General Counsel, 8899 East 56th Street, Indianapolis, Indiana 46249-0160.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p><b>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number.
</b></p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual, DoD Components, such as the Army, Navy, Air Force and Marine Corps; Federal, State or Local government agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7040" toc="yes">
<systemNumber>T7040</systemNumber>
<subsection type="systemName">Work Year and Personnel Cost Reporting.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service-Cleveland, Information and
Technology, Payroll Services, 1240 E. 9th Street, Cleveland, OH 44199-8002.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Defense Navy civilian employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Numbers (SSN), work year and personnel cost data for U.S. Navy civilian employees.
</p><p>Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Vol. 4; 31 U.S.C. Sections 3511 and 3513; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system will be the financial system of record and the single source for consolidated financial information for the Navy civilian employees. It will support the core financial requirements for the Work Year and Personnel Cost Reporting (WYPC).
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individuals name, SSN, pay period, organization and/or location.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to records is limited to individuals who are properly screened
and cleared on a need-to-know basis in the performance of their duties. Passwords and user identifications are
used to control access to the system data, and procedures are in place to deter browsing and unauthorized
access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained for two years then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service-Cleveland, System Manager,
Information and Technology, Payroll Services, 1240 E. 9th Street, Cleveland, OH 44199-8002.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves
is contained in this record system should address written inquiries to the Defense Finance and Accounting
Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899
E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s full name, SSN for verification, current address, and provide a
reasonable description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in
this record system should address written inquiries to Defense Finance and Accounting Service, Freedom of
Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street,
Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN for verification, current address, and telephone
number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Finance and Accounting Service (DFAS) rules for accessing
records, for contesting contents and appealing initial agency determinations are published in Defense Finance
and Accounting Service Regulation 5400.11-R, 32 CFR 324; or may be obtained from the Defense Finance and
Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications,
DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From individuals, and U.S. Navy.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7040a" toc="yes">
<systemNumber>7040a</systemNumber>
<subsection type="systemName">Defense Industrial Financial Management System (DIFMS) Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center, 7879 Wardleigh Road, Hill Air Force Base, Ogden, UT 84056-5997.
</p><p>Defense Information Systems Agency, Defense Enterprise Computing Center, 5450 Carlisle Pike, P.O. Box 2045 Mechanicsburg, PA 17055-0975.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Defense civilian employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Names, Social Security Numbers (SSN), financial reports, funds control, cost management, and general ledger information, receipts, and payments for use in preparing auditable financial statements.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations, Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Vol. 4, 31 U.S.C. Sections 3511 and 3513, and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To support the core financial management requirements for the Department of the Navy, U.S. Marine Corps, and Air Force Depot Maintenance and Research and Development activities. This system will be the financial system of record and the central source of consolidated financial information for these DoD activities. The system will provide financial reporting, funds control, general ledger, receipts, payment, and cost management functions that will enable the customers to produce auditable financial statements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a (b) of the Privacy Act, the 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:
</p><p>To the United States Department of the Treasury to report the financial status of the Working Capital funds.
</p><p>To the General Accounting Office for auditing purposes.
</p><p>The DoD `Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Names and Social Security Numbers (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and user identifications are used to control access to the system data, and procedures are in place to detect and deter browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system. Records are in a building protected by guards and controlled by screenings and registering of visitors.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are cut-off at the end of fiscal year and destroyed 6 years and 3 months after cut-off. Records are destroyed by degaussing, burning, or shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Commander, Defense Finance and Accounting Service, Technology Services Organization Patuxent River, 22299 Exploration Park Drive, Bldg IV, Suite 300, Lexington Park, MD 20653-2051.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about them are contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number, and a reasonable description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about them contained in this system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number, and a reasonable description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From individuals, Department of the Navy, U.S. Marine Corps, and Air Force Depot Maintenance and Research and Development activities.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7108" toc="yes">
<systemNumber>T7108</systemNumber>
<subsection type="systemName">Base Accounts Receivable System (BARS) (June 16, 2009, 74 FR 28478).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: System was decommissioned June 13, 2011. All data was archived into an offline database for two years then destroyed, therefore; T7108, Base Accounts Receivable System (BARS) can be deleted.
</p></xhtmlContent></subsection></section>
<section id="T7205a" toc="yes">
<systemNumber>T7205a</systemNumber>
<subsection type="systemName">Defense Business Management System (DBMS)
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency (DISA), Defense Enterprise Computing Center (DECC)--Ogden; 7879 Wardleigh Road; Bldg 891, Hill Air Force Base, UT 84056-5997.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD civilian employees who are paid with Operations &amp; Maintenance (O&amp;M) or Working Capital Funds by the Defense Finance and Accounting Service.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Defense Finance and Accounting Service employees, United States Air Force (active duty, reserve, and guard members), Department of Defense civilian employees for the Defense Security Service, and the National Geospatial-Intelligence Agency.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Vol. 4, Defense Finance and Accounting Service; 31 U.S.C. 3512, Executive agency accounting and other financial management reports and plans; 31 U.S.C. 3513, Financial reporting and accounting system; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system will provide a means of reporting all costs entering the general ledger; account for appropriated funds; provide a means of reconciling financial records; and for the preparation of most financial reports. Records will be used for extraction or compilation of data and reports for management studies and statistical analyses for use internally or externally as required by Department of Defense (DoD) or other government agencies such as the Department of the Treasury.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The Department of Treasury for all reporting purposes.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the DoD compilation of systems of records notices apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and/or electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records will be maintained in a controlled facility. Physical entry will be restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records will be limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Access to computerized data will be restricted by passwords, which are changed according to agency security policy.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records will be cut off at the end of fiscal year and destroyed 3 years after cutoff. Records are destroyed by tearing, shredding, pulping, macerating, burning, or degaussing the electronic media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service-Columbus, I&amp;T, System Manager, Cash, General Funds and Miscellaneous Division, 3990 E Broad Street, Columbus, OH 43213-1152.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s full name, SSN for verification, current address, and provide a reasonable description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this record system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN for verification, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Finance and Accounting Service (DFAS) rules for accessing records, for contesting contents and appealing initial agency determinations are published in Defense Finance and Accounting Service Regulation 5400.11-R, 32 CFR 324; or may be obtained from the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained through system interface from the various DoD agencies including DFAS, Defense Logistics Agency, Defense Commissary Agency, Defense Contract Audit Agency, Defense Contract Management Agency and Naval Supply Systems Agency.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7205b" toc="yes">
<systemNumber>T7205b</systemNumber>

<subsection type="systemName">Standard Finance System (STANFINS).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center, St. Louis, MO 63120-1703.
</p><p>Defense Finance and Accounting Service, Indianapolis, IN 46249-2700.
</p><p>Defense Finance Accounting Service, Columbus, OH 43218-2317.
</p><p>Defense Finance and Accounting Service, Rome, NY 13441-4527.
</p><p>Defense Finance and Accounting Service, Japan, Bldg 104, Unit 5220, APO AP 96328-5220.
</p><p>For a list of other DoD sites utilizing the system contact the Standard Finance System, System Manager, Defense Finance and Accounting Service--Indianapolis, Information Technology Directorate, 8899 East 56th Street, Indianapolis, IN 46249-2700.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active duty military members, Army, Army Reserve and National Guard military members and other users of the Defense Commissary Agency.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), home address and telephone number, military branch of service, military status, and disbursing and accounting transaction data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Volume 5; 31 U.S.C. 3511, Prescribing accounting requirements and developing accounting systems; 31 U.S.C. 3512, Executive agency accounting and other financial management reports and plans; 31 U.S.C. 3513, Finance Reporting and Accounting System; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Provides comprehensive accounting support and effective General Ledger control over all resources. The system processes obligations, accruals, disbursements and collections utilizing interfaces and data entry and will be used the system for processing these accounting transactions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD `Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by passwords, which are changed according to agency security policy.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Cut off at end of fiscal year. Destroy 6 years, 3 months after the later of either closure of appropriate account or liquidation of all obligations in the closed account.
</p><p>Records are disposed of by degaussing, burning, tearing, recycling, melting, chemical decomposition, pulping, pulverizing, shredding, mutilation, overwriting, and incineration.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, Information and Technology Services, 8899 East 56th Street, Indianapolis, IN 46249-2700.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, 8899 East 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, 8899 East 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, 8899 East 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual or DoD military component.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7206" toc="yes">
<systemNumber>T7206</systemNumber>
<subsection type="systemName">Non-appropriated Funds Central Payroll System (NAFCPS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center, Ogden, 7879 Wardleigh Road, Hill Air Force Base, Utah 84058-5997.
</p><p>Defense Finance and Accounting Service, DFAS-Texarkana, PO BOX 611, Texarkana, Texas 75505-6111.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Defense (DoD) Non-appropriated fund civilian employees in the following agencies: Department of the Army, National Security Agency (NSA), the Defense Logistics Agency (DLA) and Defense Finance and Accounting Service-Texarkana.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN) and information concerning individual records of appointment or assignment; official authenticated time and attendance records, individual leave records, information on employee’s federal, state and local tax withholding and allotments.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R Vol. 4; 5 U.S.C. Sections 2105c, 5531, and 5533; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>A system for maintaining and tracking pay of U.S. Army, Department of Defense and National Security Agency non-appropriated funds civilian employees. The system will calculate the net pay due each employee; provide a history of pay transaction, entitlements and deductions; maintain a record of leave accrued and taken; keep a schedule of bonds due and issued; record taxes paid; and respond to inquiries or claims.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for a need-to-know. Access to computerized data is restricted by passwords, which are changed according to agency security policy.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and deleted when actions are completed, superseded, obsolete, or no longer needed. Other records may be cut off at the end of the payroll year, and then destroyed after 56 years. Records are destroyed by degaussing the electronic media and recycling hardcopy records. The recycled hardcopies are destroyed by shredding, burning, or pulping.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service (DFAS), Indianapolis, Systems Management Directorate, 8899 E 56th Street, Indianapolis, IN 46249-1056.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, telephone number, and provide a reasonable description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about them contained in this system of records should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, telephone number and provide a reasonable description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned, DoD Components, National Security Agency and other Federal agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7206a" toc="yes">
<systemNumber>T7206a</systemNumber>
<subsection type="systemName">General Accounting and Finance System--Base Level (GAFS-BL).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center, Ogden, 7879 Wardleigh Road, Hill Air Force Base, Utah 84058-5997.
</p><p>Defense Finance and Accounting Service, DFAS-Denver, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Defense Finance and Accounting Service, DFAS-Limestone, 27 Arkansas Road, Limestone ME 04751-1500.
</p><p>Defense Finance and Accounting Service, DFAS-Japan, Building 206 Unit 5220, APO AP 96328-5220.
</p><p>Defense Finance and Accounting Service, DFAS-Columbus, 3990 East Broad St, Columbus, OH 43213-1152.
</p><p>Defense Finance and Accounting Service, DFAS-Pacific, 477 Essex Street, Pearl Harbor, HI 96860-5806.
</p><p>Air Force Bases--For list of Air Force Bases, contact DFAS-Omaha, (DFAS-AD/OM), Post Office Box 7030, Bellevue NE 68005-1930.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active and Reserve duty United States Air Force (USAF), Army, Navy, Marine Corps, guard members, Defense Security Service and National Geospatial-Intelligence Agency civilian employees, Department of Defense (DoD) civilian employees, and other Federal civilian employees paid by appropriated funds and whose pay is processed by the Defense Finance and Accounting Service.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Social Security Number (SSN), financial status reports, and appropriation for processing accounting transactions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R Vol. 4; 31 U.S.C. Sections 3511, and 3513; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>For use in tracking the budget execution of appropriated funds. It will contain accounting records for funding authority, commitments, obligations, and provides balances of available funds. The system will produce monthly financial status reports and receive transaction and payment data from the Defense Travel System (DTS).
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to authorized individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and deleted when actions are completed, superseded, obsolete, or no longer needed. Other records may be cut off at the end of the payroll year, and then destroyed up to 6 years and 3 months after cutoff. Records are destroyed by degaussing the electronic media and recycling hardcopy records. The recycled hardcopies are destroyed by shredding, burning, or pulping.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, Denver, System Management Directorate, Accounting and Cash Systems, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s full name, Social Security Number (SSN), current address, telephone number, and provide a reasonable description of what the requestor is seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s full name, Social Security Number (SSN), current address, telephone number, and provide a reasonable description of what the requestor is seeking.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual, DoD Components, and other Federal agencies such as Health and Human Services and Department of Veterans Affairs.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7207" toc="yes">
<systemNumber>T7207</systemNumber>
<subsection type="systemName">General Accounting and Finance System--Defense Travel Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Enterprise Computing Center-Ogden, 7879 Wardleigh Road, Hill AFB, UT 84056-5997.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>United States Air Force Active Duty, Reserve and National Guard members, and DoD civilian employees that utilize the Defense Travel System.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), home address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental regulations, Department of Defense Directive 5118.5, Defense Finance and Accounting Service; 31 U.S.C. Sections 3512, and 3513, and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To receive obligation and payment data from the Defense Travel System and used to generate transactions for the General Accounting and Finance System and the Centralized Disbursing System. In addition, it will provide acknowledgements to the Defense Travel System that transactions such as disbursements and collections have been received and processed. The data will also be used to produce management listings that will support the processing of obligations, and validate receivable and expenditure transactions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The "Blanket Routine Uses" published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening of personnel, registering visitors and electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need to know basis in the performance of their official duties. Passwords and User IDs are used to control access to the system and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and deleted when actions are completed, superseded, obsolete, or no longer needed. Some records may be cut off at the end of the fiscal year and destroyed 3 years after cutoff. Records are destroyed by degaussing.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service-Denver, DTS System Managers, 6760 East Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about them are contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0002.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about them contained in this system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0002.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, 8899 E. 56th Street, Indianapolis, IN 46249-0002.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned, or the United States Air Force.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7208" toc="yes">
<systemNumber>T7208</systemNumber>
<subsection type="systemName">General Accounting and Finance System--Defense Transaction Interface Module
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center, Ogden, 7879 Wardleigh Road, Hill Air Force Base, Utah 84058-5997.
</p><p>Defense Finance and Accounting Service--Denver, 6760 E. Irvington Place, Denver, Colorado 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Army, Navy, Air Force, Marine Corps active duty, Reserve and National Guard members; and DoD civilian employees paid by appropriated funds.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), duty address, employing agency, military branch of service, and members’ military status.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 31 U.S.C. Sections 3511, 3512, 3513; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system is in support of the DFAS accounting and finance disbursing systems. This system will receive obligations and expense data that will be used for the General Accounting and Finance System and the Centralized Disbursing System. As a management tool, it will determine budget execution status and generate statistical analysis as required by the Department of Defense (DoD).
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records are file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and deleted when actions are completed, superseded, obsolete, or no longer needed. Other records may be cut off at the end of the fiscal or payroll year, or when a case is closed. Records are then destroyed 6 years and 3 months after cutoff or 10 years after the case is closed.  Records are destroyed by degaussing, burning or shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Systems Manager, General Accounting and Finance System--Defense Transaction Interface Module, Information and Technology Directorate, Defense Finance and Accounting Service--Denver, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned, and DoD Components such as, Army, Navy, Air Force, Marine Corps, Reserves and National Guard.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7320a" toc="yes">
<systemNumber>T7320a</systemNumber>
<subsection type="systemName">Deployable Disbursing System (DDS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service--Indianapolis, 8899 East 56th, Indianapolis, IN 46249-7100.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active duty United States Army and Marine Corps, and Reserve and Guard military members.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, address, Social Security Numbers (SSN), Electronic Fund Transfer data (i.e. bank’s name and address and bank’s routine number), financial payment information, military branch of service, and military status.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Volume 5; 31 U.S.C. Sections 3511, and 3513; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Deployable Disbursing System (DDS) will provide automated accounting and disbursing documentation to mobile and remote military operations within contingency locations requiring foreign currency operations.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the U.S. Treasury Department to provide information on check issues and electronic funds transfers.
</p><p>To Federal Reserve banks to distribute payments made through the direct deposit system to financial organizations or their processing agents authorized by individuals to receive and deposit payments in their accounts.
</p><p>The ‘Blanket Routine Uses’ published at the beginning of the DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screening, use of visitor registers, and electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their official duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the record system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are cut off at the end of fiscal year and destroyed 6 years and 3 months after cutoff. If any discrepancy in the transaction has been identified, the records are cut off after the discrepancy has been corrected and the final payment made. Records are disposed of by degaussing the electronic media, shredding or burning.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>System Manager, Defense Finance and Accounting Service--Indianapolis, Deployable Disbursing System (DDS), 8899 East 56th Street, Indianapolis, IN 46249-7100.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act
Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s full name, SSN for verification, current address, and provide a reasonable description of what
they are seeking.
</p><p>Requests should contain individual’s name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this record system
should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager,
Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN for verification, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Finance and Accounting Service (DFAS) rules for accessing records, for contesting
contents and appealing initial agency determinations are published in Defense Finance and Accounting Service Regulation
5400.11-R, 32 CFR 324; or may be obtained from the Defense Finance and Accounting Service, Freedom of Information/Privacy Act
Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual and DoD Components.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7225" toc="yes">
<systemNumber>T7225</systemNumber>
<subsection type="systemName">Integrated Accounts Payable System (IAPS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center, 7879 Wardleigh Road, Hill Air Force Base, Ogden, Utah 84058-5997.
</p><p>Defense Finance and Accounting Service--Denver, 6760 E. Irvington Place, Denver, Colorado 80279-8000.
</p><p>Defense Finance and Accounting Service--Japan, Building 206, Unit 5220, APO AP 96328-5220.
</p><p>Defense Finance and Accounting Service--Columbus, 3990 East Broad Street, Columbus, Ohio 43213-1152.
</p><p>Defense Finance and Accounting Service--Limestone, 27 Arkansas Road, Limestone, Maine 04751-1500.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD civilians, Air Force Active Duty and Reserve personnel, Air National Guard members, retired military members, vendors, and private citizens.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, address, Social Security Number (SSN), bank transit routing number, and bank account number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 31 U.S.C. Chapters 37 and 39, Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Vol. 10; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system will be used to generate payment vouchers for claims, awards, personal expenditures, or other entitlements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The ‘Blanket Routine Uses’ published at the beginning of the DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Papers records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for a need-to-know. Access to computerized data is restricted by passwords, which are changed periodically according to agency security policy.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and destroyed when actions are completed, superseded, obsolete, or no longer needed. Other records may be cut off at the end of the payroll or fiscal year, and destroyed up to 6 years and 3 months after cutoff. Records are destroyed by degaussing, burning or shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>System Manager, Defense Finance and Accounting Service-Denver, Information and Technology Systems Management Directorate, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual and other DoD Components such as Defense Security Service and the National Geospatial-Intelligence Agency.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7225a" toc="yes">
<systemNumber>T7225a</systemNumber>
<subsection type="systemName">Computerized Accounts Payable System (CAPS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service (DFAS), Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249-5005.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Commercial vendors, independent or industrial government contractors, Army Reserve, National Guard, military academy cadets, Army Reserve Officer Training Corps (ROTC) students, and DoD civilian personnel paid by appropriated funds.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Financial records of commercial vendors, government contractors, name, Social Security Number (SSN) or Tax Identification Number, addresses, electronic fund transfer data such as bank routing number, account number, and bank addresses, invoice or claim information submitted for payment.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations, Department of Defense Financial Management Regulation (DoDFMR) 7000.14.R, Vol. 10; 31 U.S.C. Sections 3512, and 3513; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system will be used to automate manual functions in the accounts payable offices such as: Automatically suspense commercial payments and follow-up letters, provide payment computations, produce vouchers and management reports, compute the payment due date, interest penalties and determine lost discounts, allow for entry and processing of purchase rates, purchase orders/contracts, and determine foreign currency rates, and maintain the Electronic fund transfer information for vendors whose contracts specify this type of payment.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal Reserve banks to distribute payments made through the direct deposit system to financial organizations or their processing agents authorized by individuals to receive and deposit payments in their accounts.
</p><p>To the U.S. Department of Treasury (DOT) to validate and make payments on public vouchers submitted for purchases and services.
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual name, Social Security Number (SSN), tax identification number, contract number, invoice and payment number, Commercial and Government Entity (CAGE) and Dun and Bradstreet number (DUNS).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties, and who are properly screened and cleared for a need-to-know. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Transaction records may be temporary in nature and deleted when actions are completed, superseded, obsolete, or no longer needed. Other records may be cut off at the completion of the contract or payment and destroyed 6 years and 3 months after cutoff. Records are destroyed by degaussing, shredding, or burning.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, Indianapolis, Computerized Accounts Payable System Manager, 8899 East 56th Street, Indianapolis, IN 46249-5005.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned, and DoD Components.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7280" toc="yes">
<systemNumber>T7280</systemNumber>
<subsection type="systemName">Uniformed Services Savings Deposit Program (USSDP).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service--Cleveland Center, 1240 East 9th Street, Cleveland, OH 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Military members on a permanent duty assignment outside the United States or its possessions, or members on a temporary duty assignment in support of a contingency operation outside the United States or its possessions, who choose to deposit their current pay and allowances, or a portion thereof, into an account administered by the Defense Finance and Accounting Service (DFAS).
</p><p>Members who are in a missing status and whose pay and allowances, or a portion thereof, are deposited into an account administered by DFAS are also included.
</p><p>Dependents, next-of-kin, survivors and former spouses of Uniformed Services Savings Deposit Program (USSDP) participants may be included.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records required to administer the account, and account for accrued interest which includes, but is not limited to, the master account records for each depositor, transaction records of monetary data (deposits, withdrawals and adjustments), allotment records, name and Social Security Number change record, settled records, check writing and voucher register data record, interest paid records, quarterly statements records, supplemental address for interest refund records. File also contains correspondence files covering requests for information from embers, Federal agencies, spouses, former spouses, dependents, survivors, widows or widowers, next of kin, the American Red Cross, Congress, and other DoD components.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Pub. L. 89-538, Armed Forces Savings Deposits, 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1035, Deposits of Savings; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is collected to facilitate account maintenance, including updating for deposits, withdrawals, interest accruals, adjustments and summary data, prior to clearing account when the account is terminated.
</p><p>All records in this system of records are subject to use in authorized computer matching programs with the Department of Defense and with other Federal agencies or non-Federal agencies as regulated by the Privacy Act of 1974 (5 U.S.C. 552a), as amended.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records of 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:
</p><p>To the Department of Veterans Affairs and the Social Security Administration to determine eligibility, entitlements, and addresses of Uniformed Services Deposit Program members.
</p><p>To the Federal Housing Agency (FHA) to verify eligibility for loans.
</p><p>To the American Red Cross to use in assisting the member or dependents in emergency situations.
</p><p>To the widow or widower, dependent, or next-of-kin of deceased members to settle the affairs of the former member.
</p><p>The DoD `Blanket Routine Uses’ published at the beginning of the DFAS compilation of record system notices also apply to this system.
</p><p><b>Disclosure of consumer reporting agencies:
</b></p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this system to `consumer reporting agencies’ as defined in the Fair Credit Reporting Act, 14 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966, 31 U.S.C. 3701(a)(3). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government; typically to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Maintained in paper files, on computer magnetic tapes and computer paper printouts, and on microfiche.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>As a minimum, records are accessed by person(s) responsible for servicing, and authorized to use, the record system in performance of their official duties who are properly screened and cleared for need to know.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy 6 years and 3 months after cutoff.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director for Finance Operations, Code F, Defense Finance and Accounting Service-Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Finance and Accounting Service-Cleveland Center, 1240 Ninth Street, Cleveland, OH 44199-2055.
</p><p>Individuals should provide sufficient proof of identity, such as name, Social Security Number, or other information verifiable from the record itself.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Finance and Accounting Service-Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055.
</p><p>Individuals should provide sufficient proof of identity, such as name, Social Security Number, or other information verifiable from the record itself.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determination are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Freedom of Information/Privacy Act Program Manager, Office of Corporate Communications, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from the member, spouse, next-of-kin, survivors, and automated system interfaces with our pay systems.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7290" toc="yes">
<systemNumber>T7290</systemNumber>
<subsection type="systemName">Nonappropriated Fund Accounts Receivable System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Director, Defense Finance and Accounting Service--Indianapolis Center, Director for Support Activity, 8899 East 56th Street, Indianapolis, IN 46249-2130.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and past users of nonappropriated fund instrumentalities (NAFI) whose accounts show balances other than zero; persons using Post billeting facilities on a fee paid basis (bachelor officer quarters, visitor officer quarters and guest house facilities) and persons no longer using such facilities whose accounts have other than zero balances; any individual having a statement of account for the billing period, individuals occupying government housing at any military installation; individual class B telephone subscribers; members, customers or civilians having 30-day credit terms for charge sales and/or dues obligations to NAF activities; all persons whose accounts have been dishonored by banking institutions and their checks returned to NAF activities; and individuals who have cash loans charged to their accounts and any other debtor to a nonappropriated fund instrumentality (NAFI).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number, and rank; amount of charges, billings of items or services furnished; subsidiary ledgers containing detail of services billed and paid by individual; work order forms; invoice listings; monthly receipt vouchers; date and method of payment; file of billings associated with returned/dishonored checks; and other documents relevant for agency purposes.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 5514, Installment deduction for indebtedness to the United States; 26 U.S.C. 6103(m)(2), Confidentiality and disclosure of returns and return information; 31 U.S.C. 3511, Judicial review of requests for information; 31 U.S.C. 3512, Executive agency accounting and other financial management reports and plans; 31 U.S.C. 3513, Financial reporting and accounting system; 31 U.S.C. 3514, Responsiveness to Congress; 31 U.S.C. 3701, Definitions; 31 U.S.C. 3711, Collection and compromise; 31 U.S.C. 3716, Administrative offset; 31 U.S.C. 3720, Powers of Secretary; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain current rosters as subsidiary records for accounts receivable and cash accountability control; to provide monthly statements to customers; to provide ledger balances for activity financial statements; to prepare aged listing of accounts receivable, 30, 60, and 90 days; to answer inquiries of members on account status and specific transactions; to permit collection of debts owed to a nonappropriated fund instrumentality.
</p><p>Records in this system of records are subject to use in authorized approved computer matching programs regulated under the Privacy Act of 1974 (5 U.S.C. 552a), as amended, for debt collection.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the General Accounting Office, the Department of the Treasury, Financial Management, and the Department of Justice for collection action for any delinquent account when circumstances warrant.
</p><p>To a commercial credit reporting agency for the purpose of either adding to a credit history file or obtaining a credit history file for use in the administration of a debt collection.
</p><p>To a debt collection agency for the purpose of collection services to recover indebtedness owed to a DoD nonappropriated fund instrumentality.
</p><p>To any other Federal agency for the purpose of affecting salary offset procedures under the provisions of 5 U.S.C. 5514, against a person employed by that agency when any creditor DoD nonappropriated fund instrumentality has a claim against the person.
</p><p>To any other Federal agency including, but not limited to, the Internal Revenue Service and Office of Personnel Management for the purpose of effecting an administrative offset as defined at 31 U.S.C. 3701, of a debt.
</p><p>To the Internal Revenue Service under the provision of 31 U.S.C. 3711(g)(9) to offset a tax refund due the taxpayer to collect or to compromise a Federal claim against the taxpayer.
</p><p>To the Internal Revenue Service under the provisions of 26 U.S.C. 6103(m)(2) to obtain the mailing address of a taxpayer for the purpose of locating such taxpayer to collect or to compromise a Federal claim against the taxpayer.
</p><p><i>Note: </i> Disclosure of a mailing address from the IRS may be made only for the purpose of debt collection, including to a debt collection agency in order to facilitate the collection or compromise of a Federal claim under the Debt Collection Act of 1982, except that a mailing address to a consumer reporting agency is for the limited purpose of obtaining a commercial credit report on the particular taxpayer. Any such address information obtained from the IRS will not be used or shared for any other DoD purpose or disclosed to another Federal, State or local agency which seeks to locate the same individual for its own debt collection purpose.
</p><p>To any other Federal, State or local agency for the purpose of conducting an authorized computer matching program to identify and locate delinquent debtors for recoupment of debts owed a DoD nonappropriated fund instrumentality.
</p><p>Any information in this system concerning an individual may be disclosed to a creditor Federal agency requesting assistance for the purpose of initiating debt collection action by way of a salary or administrative offset or tax refund offset against the individual.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the DFAS compilation of system of records notices also apply to this system.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosure pursuant to 5 U.S.C. 552a(b)(12) 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)). The purpose of the disclosure is to aid in the collection of outstanding debts owed to the Federal Government; typically, to provide an incentive for debtors to repay delinquent Federal Government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); the amount, status, and history of the claim; and the agency or program under which the claim arose.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in lock-type cabinets within storage areas accessible only to authorized personnel. Personnel having access are limited to those having an official need-to-know who have been trained in handling personal information subject to the Privacy Act.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy 4 years after cutoff.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director for Support Activity, Defense Finance and Accounting Service--Indianapolis Center, ATTN: DFAS-IN/AQ, COL #337R, 8899 East 56th Street, Indianapolis, IN 46249-2130.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-HKC/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s full name, SSN, current address, and provide a reasonable description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this record system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-HKC/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation, 32 CFR part 324; or may be obtained from the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-HKC/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From daily transaction registers/journals received from billeting officer, signal officer, and/or club officers; from the Department of the Treasury and the Defense Manpower Data Center.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7300" toc="yes">
<systemNumber>T7300</systemNumber>
<subsection type="systemName">Defense Disbursing Analysis Reporting System (DDARS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service--Indianapolis, 8899 East 56th Street, Indianapolis, OH 46249-0160.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Defense civilian employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), accounting transactions, and travel pay transactions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations, 31 U.S.C. 3512, Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R Vols. 6A and 6B, and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Defense Finance and Accounting Service (DFAS) is proposing to establish an Internet based system designed to allow users a single point of entry to view, reconcile, research and report disbursement and accounting data from a centralized repository. The system will track, control and report disbursement and accounting transactions to various DFAS sites. The system, by automated system interface, file feed, and manual input, will validate appropriation data and route the transactions to the designated accounting operations team to be processed into one of several accounting systems.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `DoD Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual’s name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for a need-to-know. Access to computerized data is restricted by passwords, which are changed according to agency security policy.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are cutoff at the end of the fiscal year and destroyed 6 years and 3 months after cutoff. Records are destroyed by degaussing, shredding or burning.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service--Columbus, System Management Directorate, 3990 East Broad Street, Building 21, Columbus, OH 43213-1152.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about them are contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about them contained in this system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned and DoD Components.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7300a" toc="yes">
<systemNumber>T7300a</systemNumber>
<subsection type="systemName">Voucher Processing System (VPS) (December 12, 2008, 73 FR 75679).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: System was merged with T7300c, Corporate Electronic Document Management System (CEDMS) (December 12, 2008, 73 FR 75681);
therefore, T-7300a, Voucher Processing System (VPS) can be deleted.
</p></xhtmlContent></subsection></section>
<section id="T7300b" toc="yes">
<systemNumber>T7300b</systemNumber>
<subsection type="systemName">Voucher Attachment System Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Document Automation and Production Services (DAPS), 5450 Carlisle Pike, Building 410, Mechanicsburg, PA 17050-2411 and DAPS, 8000 Jefferson Davis Highway, Richmond, VA 23237-4480.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active duty, Reserve and National Guard, Army, Navy, Air Force, and Marine Corps military members.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number, military pay disbursement and collection voucher data, voucher control logs, voucher numbers, deposit funds data and end-of-day reports data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 31 U.S.C. 3325, 3511, 3512, and 3513, Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R Vol. 5 and E.O. 9397(SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To store scanned supporting documentation or attachments to be used with the disbursement vouchers to make payments. The supporting documentation or attachments are required to validate and support the actual disbursement, and without this documentation, a disbursement cannot be made. The VAS system will be linked directly to the Voucher Processing System (VPS), and this will allow for the processing of the disbursement in the Voucher Processing System (VPS).
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The "Blanket Routine Uses" published at the beginning of the DFAS compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need to know basis in the performance of their duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Hard copy records are cut off at the end of the month that they are scanned, and destroyed 180 days after scanning. The electronic data is cut off after the end of the month and destroyed 6 years and 3 months after cutoff. Records are destroyed by degaussing, burning, and shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Voucher Attachment System (VAS) Program Manager, Defense Finance and Accounting Service, Information and Technology Services, 1931 S. Bell Street, Arlington, VA 22240-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about them is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about them contained in this system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual concerned and the Army, Navy, Air Force, and Marine Corps.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7300c" toc="yes">
<systemNumber>T7300c</systemNumber>
<subsection type="systemName">Corporate Electronic Document Management System (CEDMS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Document Automation and Production Services (DAPS), 5450 Carlisle Pike, Building 410, Mechanicsburg, PA 17050-2411.
</p><p>Document Automation and Production Services (DAPS), 8000 Jefferson Davis Highway, Richmond, VA 23237-4480.
</p><p>Defense Finance and Accounting Service, 1931 S. Bell Street, Arlington, VA 22240-0001.
</p><p>Defense Finance and Accounting Service, 8899 E. 56th Street, Indianapolis, IN 46249-6700.
</p><p>Defense Finance and Accounting Service, 3990 East Broad Street, Columbus, OH 43213-2317.
</p><p>Defense Finance and Accounting Service, 1240 E. Ninth Street, Cleveland, OH 44199-2055.
</p><p>Defense Finance and Accounting Service, 325 Brooks Road, Rome, NY 13441-4527.
</p><p>Defense Finance and Accounting Service, 27 Arkansas Road, Limestone, ME 04751-6216.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active duty, Reserve, National Guard, retired and separated Army, Air Force, Navy and Marine Corps, military members and their dependents. Department of Defense civilian employees and other civilian employees who are paid by the Defense Finance and Accounting Service consolidated civilian payroll offices such as, Department of Energy, Department of Veterans Affairs, Environmental Protection Agency, Health and Human Services, Broadcasting Board of Governors and Executive Office of the President. Non-government civilians who have been issued invitational travel orders.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The following areas within the Defense Finance and Accounting Service will utilize the Corporate Electronic Document Management System (CEDMS) for storage of source documents: garnishments, military pay, debt and claims, allotments, travel, and the source documents may include the following documents:
</p><p>Individual state court wage withholding notices or court order garnishment orders, interrogatories, correspondence between DFAS Office of General Counsel and parties to the case, DFAS pay units, United States Attorneys, United States District Courts and other State and Government agencies relevant to the processing of child support and commercial debt garnishment, applications under the Uniformed Services Former Spouses’ Protection Act and applications for military involuntary allotments for commercial debt. Also bankruptcy trustee information for those who receive payments pursuant to Chapter 13 of the Bankruptcy Code.
</p><p>Individual’s pay and leave records; source documents for posting of time and leave attendance; individual retirement deduction records, source documents, and control files; wage and separation information files; health benefit records; income tax withholding records; allowance and differential eligibility files, such as, but not limited to clothing allowances and night rate differentials; withholding and deduction authorization files, such as, but not limited to federal income tax withholding, insurance and retirement deductions; accounting documents files, input data posting media, including personnel actions affecting pay; accounting and statistical reports and computer edit listings; claims and waivers affecting pay; control logs and collection/disbursement vouchers; listings for administrative purposes, such as, but not limited to health insurance, life insurance, bonds, locator files, and checks to financial institutions; correspondence with the civilian personnel office, dependents, attorneys, survivors, insurance companies, financial institutions, and other governmental agencies; leave and earnings statements; separation documents; official correspondence; federal, state, and city tax reports, forms covering pay changes and deductions; and documentation pertaining to garnishment of wages.
</p><p>Individual’s name, pay grade, Social Security Number (SSN), date of birth, gender, pay dates, leave account information, rank, enlistment contract or officer acceptance form identification, duty information (duty station, personnel assignment, and unit), security investigation, combat tours, temporary active duty data, years in service, promotional data, master military pay account (MMPA) records, leave and earnings statements (LESs), substantiating pay and allowance entitlements, deductions, or collection actions.
</p><p>Pay entitlements and allowances: Base pay, allowances (such as basic allowance for subsistence, basic allowance for quarters, family separation, clothing maintenance and monetary allowances), special compensation for positions such as medical, dental, veterinary, and optometry, special pay and bonus, such as foreign duty, proficiency, hostile fire, incentive pay such as parachute duty, and other entitlements in accordance with the DoD Financial Management Regulations, Volume 7A, 7000.14-R. Deductions from pay: Indebtedness and collection information.
</p><p><i>Duty Status:</i> Status adjustments relating to leave, entrance on active duty, absent without leave, confinement, desertion, sick or injured, mentally incompetent, missing, interned, promotions and demotions, and separation document code.
</p><p><i>Supporting Documentation:</i> Includes, but is not limited to, travel orders and requests; payroll attendance lists and rosters; document records establishing, supporting, reducing, or canceling entitlement; certificates and statements changing address, name, military assignment, and other individual data necessary to identify and provide accurate and timely military pay and performance credit; allotment start, stop, or change records; declarations of benefits and waivers; military pay and personnel orders; medical certifications and determinations; death and disability documents; check issuing and cancellation records and schedules; payroll vouchers; money lists and accounting records; pay adjustment authorization records; system input certifications; member indebtedness and tax levy documentation; earnings statements; employees’ wage and tax reports and statements; casual payment authorization and control logs; and other documentation authorizing or substantiating Active and Reserve/Guard Component military pay and allowances, entitlement, deductions, or collections. Also inquiry files, sundry lists, reports, letters, correspondence, and rosters including, but not limited to, Congressional inquiries, Internal Revenue Service notices and reports, state tax and insurance reports, Social Security Administration reports, Department of Veterans Affairs reports, inter-DoD requests, Treasury Department reports, and health education and institution inquiries.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 31 U.S.C. Sections 3325, 3511, 3512, 3513; Department of Defense Financial Management Regulation (DoDFMR) 7000.14R, and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To accommodate the administrative requirements to include document management, recordkeeping, record retrieval, record staging, and document security for scanning, indexing and managing various types of DFAS hard copy source documents to include garnishments, military pay, debts and claims, allotments, and travel.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the Social Security Administration and Office of Personnel Management to credit the employee’s account for Federal Insurance Contributions Act or Civil Service Retirement withheld;
</p><p>To the National Finance Center, Office of Thrift Savings Plan for participating employees;
</p><p>To any agency or component thereof, that needs the information for proper accounting of funds, such as, but not limited to the Office of Personnel Management to assist in resolving complaints, grievances, etc., and to compute Civil Service Retirement annuity;
</p><p>To the Department of Energy for payroll, debt, claims, or garnishment inquires for those employees paid by DFAS.
</p><p>To the Department of Veterans Affairs for payroll, debt, claims, or garnishment inquiries for those employees paid by DFAS.
</p><p>To Health and Human Services for payroll, debt, claims, or garnishment inquiries for those employees paid by DFAS.
</p><p>To the Environmental Protection Agency for payroll, debt, claims, or garnishment inquiries for those employees paid by DFAS.
</p><p>To the Broadcasting Board of Governors for payroll, debt, claims, or garnishment inquiries for those employees paid by DFAS.
</p><p>To the Executive Office of the President for payroll, debt, or garnishment inquiries for those employees paid by DFAS.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need to know basis in the performance of their duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Hard copy source records are cut off when information has been converted to electronic medium and verified, or when no longer needed to support the reconstruction of, or serve as the backup to the master file, whichever is later. Hardcopy records are destroyed by burning, or shredding. Electronic records are destroyed by degaussing.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Corporate Electronic Document Management System Program Manager, Defense Finance and Accounting Service, Information and Technology Services, 1931 S. Bell Street, Arlington, VA 22240-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate communications and Legislative Liaison, 8899 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th St., Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual, DoD Components such as, Army, Navy, Air Force and Marine Corps, Office of Personnel Management, and other government agencies whose civilian employees are paid by the Defense Finance and Accounting Service such as the Department of Energy, Department of Veterans Affairs, Health and Human Services, Environmental Protection Agency.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7305" toc="yes">
<systemNumber>T7305</systemNumber>
<subsection type="systemName">Departmental Cash Management System (DCMS) Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center, Ogden, 7879 Wardleigh Road, Hill Air Force Base, Utah 84058-5997.
</p><p>Defense Information Systems Agency, Defense Enterprise Computing Center, Mechanicsburg, Bldg 308, Naval Support Activity (NSA), 5450 Carlisle Pike, Mechanicsburg, PA 17050-2411.
</p><p>Defense Finance and Accounting Service, DFAS-Denver, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Defense Finance and Accounting Service, DFAS-Limestone, 27 Arkansas Road, Limestone, ME 04751-1500.
</p><p>Defense Finance and Accounting Service, DFAS-Japan, Building 206 Unit 5220, APO AP 96328-5220.
</p><p>Defense Finance and Accounting Service, DFAS-Columbus, 3990 East Broad St, Columbus, OH 43213-1152.
</p><p>Defense Finance and Accounting Service, DFAS-Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249-0100.
</p><p>Secretary of the Air Force, SAF/FMBMB-AFO, 201 12th Street Suite 512B, Arlington, VA 22202-5408.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>United States Air Force (USAF), Army, Navy, Marine Corps, active, reserve, and guard members, Defense Security Service and National Geospatial-Intelligence Agency civilian employees, Department of Defense (DoD) civilian employees, paid by appropriated funds and whose pay is processed by the Defense Finance and Accounting Service.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, address, telephone number, Social Security Number (SSN), year and appropriation for processing accounting transactions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental regulations, Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R Vol. 4, 31 U.S.C. Sections 3511, 3512, and 3513, and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This Air Force system will manage and reconcile cash disbursements, reimbursements, collections, and receipts department-wide. It will reconcile interfund processing for network users, and provide support for improved cash management business processes by consolidating and generating annual reports of expenditures and receipts.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media and paper records in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to authorized individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and deleted when actions are completed, superseded, obsolete, or no longer needed. Other records may be cut off at the end of the payroll year, and then destroyed up to 6 years and 3 months after cutoff. Records are destroyed by degaussing the electronic media and recycling hardcopy records. The recycled hardcopies are destroyed by shredding, burning, or pulping.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, Denver, System Management Directorate, Accounting and Cash Systems, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, telephone number, and provide a reasonable description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned, DoD Components, and other Federal agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7315" toc="yes">
<systemNumber>T7315</systemNumber>
<subsection type="systemName">U.S. Savings Bond System (December 28, 2007, 72 FR 73783). </subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: 
The U.S. Savings Bond System was retired and its functionality migrated to the DFAS MyPay System; the records are covered under system of records notice T7336, MyPay System (June 16, 2006, 71 FR 34898). 
</p></xhtmlContent></subsection></section>
<section id="T7280" toc="yes">
<systemNumber>T7280</systemNumber>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The U.S. Savings Bond System was retired and its functionality migrated to the DFAS MyPay System; the records are covered under system of records notice T7336, MyPay System (June 16, 2006, 71 FR 34898).
</p></xhtmlContent></subsection></section>
<section id="T7320" toc="yes">
<systemNumber>T7320</systemNumber>
<subsection type="systemName">Corporate Electronic Funds Transfer (EFT) Records
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency (DISA), Defense Enterprise Computing Center (DECC) Ogden, Building 981, Southwest Dock, 7879 Wardleigh Road, Hill AFB, UT 84056-5997.
</p><p>Defense Information Systems Agency (DISA), Defense Enterprise Computing Center (DECC) Mechanicsburg--Bldg 308, Naval Support Activity (NSA), 5450 Carlisle Pike, Mechanicsburg, PA 17050-2411.
</p><p>Defense Finance and Accounting Service, Columbus, P.O. Box 182317 Columbus, OH 43218-2317.
</p><p>Defense Finance and Accounting Service, Cleveland, 1240 E. 9th Street, Cleveland, OH 44199-8002.
</p><p>Defense Finance and Accounting Service, Indianapolis, 8899 E. 56th St., Indianapolis, IN 46249-0100.
</p><p>Defense Finance and Accounting Service, Rome, 325 Brooks Road, Rome, NY 13441-4527.
</p><p>Defense Finance and Accounting Service, Limestone, 27 Arkansas Road, Limestone, ME 04751-6216.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Defense (DoD) civilian personnel, and other U.S. Government employees paid by DFAS; active military, former, and retired military members; annuitants; Reserve and National Guard personnel; academy nominees, applicants, and cadets; dependents of military personnel; foreign nationals residing in the United States, vendors/contractors, and all in receipt of payments from DFAS.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number, home address, financial institution account number, account type, financial institution name, American Banking Association routing and transmittal number, lock box number, electronic funds transfer payment method, electronic funds transfer waiver, Commercial and Government Entity (CAGE), Dun and Bradstreet, Data Universal Numbering System (DUNS) numbers, and Tax Identification Numbers (TINs).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; Public Law 104-134, Debt Collection Improvement Act of 1996; DoD Financial Management Regulation 7000.14-R, Volumes 7B, 7C, 8, Military Pay Policy and Procedures--Retired Pay, Military Pay Policy and Procedures--Active Duty and Reserve Pay, Civilian Pay Policy and Procedures; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Electronic Funds Transfer Database will provide DoD with a central repository for Active Duty, Reserve, Guard, separated or retired military members, annuitants, academy nominees, applicants, cadets, dependents of military personnel, DoD civilian employees, other government employees paid by DFAS, foreign nationals residing in the United States, and vendor/contractor remittance information which will be used to verify the validity of payee and financial institution accounts prior to issuing an electronic payment.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records or information contained therein may specifically be disclosed outside the Department of Defense as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the U.S. Treasury Department to provide information on check issues and electronic funds transfers.
</p><p>To the Internal Revenue Service to report taxable earnings and taxes withheld, accounting, and tax audits, and to compute or resolve tax liability or tax levies.
</p><p>To the Social Security Administration to report earned wages by members for the Federal Insurance Contribution Act, accounting or tax audits, and death notices.
</p><p>To the Department of Veterans Affairs to report compensation, waivers, and audits, life insurance accounting, disbursement and benefit determinations, and death notices.
</p><p>To the American Red Cross and military relief societies to assist military personnel, and their dependents in determining the status of monthly pay, dependents’ allotments, loans, and related financial transactions, and to perform other relief-related duties as requested by the service member.
</p><p>To Federal Reserve banks to distribute payments made through the direct deposit system to financial organizations or their processing agents authorized by individuals to receive and deposit payments in their accounts.
</p><p>To State Guard Units for the purposes of making electronic payments to guard members who are on State duty during times of emergency.
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the Defense Finance and Accounting Service compilation of systems of records notices also apply to this system.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) 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)). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government; typically to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number for individuals); the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>The records are maintained in computers and computer output products; electronic storage media, and hard copy documents.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name, Social Security Number or taxpayer identification number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screening, visitor registers are used, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their official duties. Passwords and digital signatures are used to control access to the systems data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the record system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records in this system are maintained for 6 years and 3 months after date of cutoff. Records are disposed of by burning, shredding, or degaussing electronic media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Strategic Business Office, Defense Finance and Accounting Service, Columbus, P.O. Box 182317 Columbus, OH 43218-2317.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, Freedom of Information Act/Privacy Act Program Manager, DFAS-HAC/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individual should provide their full name, Social Security Number (SSN), current address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about them contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, Freedom of Information Act/Privacy Act Program Manager, DFAS-HAC/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individual should provide their full name, Social Security Number (SSN), current address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, Freedom of Information Act/Privacy Act Program Manager, DFAS-HAC/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from the Active Duty, Reserve, Guard, separated or retired military members, annuitants, academy nominees, applicants, cadets, dependents of military personnel, DoD civilian employees, other government employees paid by DFAS, foreign nationals residing in the United States, and vendors/contractors.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7320a" toc="yes">
<systemNumber>T7320a</systemNumber>
<subsection type="systemName">Centralized Finance &amp; Accounting Support Systems (CFASS) (August 13, 2007, 72 FR 45233).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: CFASS functionality was migrated to the Automated Disbursing System (ADS) (August 15, 2007, 72 FR 46041), all supporting data, programs and reports were migrated to ADS.
</p></xhtmlContent></subsection></section>
<section id="T7335" toc="yes">
<systemNumber>T7335</systemNumber>
<subsection type="systemName">DFAS Payroll Locator File System (PLFS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service--Cleveland, 1240 East Ninth Street, P.O. Box 998002, Cleveland, OH 44199-8002.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any individual who is paid by the Defense Finance and Accounting Service is in this payroll locator file.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The locator file contains the individual’s name, Social Security number, and payroll office.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DoD Financial Management Regulation 7000.14-R, Volumes 7A, 7B, 7C, 8, and 13; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system of records is being established for the purpose of providing the Department of Defense with a single locator file that identifies those individuals paid by the Defense Finance and Accounting Service, the individual’s employment status, and their payroll office location.
</p><p>All records in this system are subject to use in authorized computer matching programs within the Department of Defense and with other Federal agencies or non-Federal agencies as regulated by the Privacy Act of 1974, as amended, (5 U.S.C. 552a).
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the U.S. Treasury for the purpose of effecting salary offset procedures under the provisions of 5 U.S.C. 5514, against a person who owes a debt to the U.S. Government.
</p><p>The DoD "Blanket Routine Uses" published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on electronic media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by individual’s name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed by persons responsible for servicing the records and others who are authorized by the DFAS systems administrator at DFAS Cleveland, to use the record system in performance of their official duties. Records are stored in secured office buildings protected by guards and controlled by screening of personnel and the registration of visitors.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Cutoff and destroy when record is superseded or becomes obsolete.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>System Manager, Defense Finance and Accounting Service-Cleveland, Information Systems Program Specialist, I&amp;T, Payroll Service, Cleveland, OH 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s full name, SSN, current address, and provide a reasonable description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this record system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Finance and Accounting Service (DFAS) rules for accessing records, for contesting contents and appealing initial agency determinations are published in Defense Finance and Accounting Service Regulation 5400.11-R, 32 CFR 324; or may be obtained from the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN, current address, and telephone number.
</p><p><b>Records source categories:
</b></p><p>Defense Finance and Accounting Service payroll systems.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7330a" toc="yes">
<systemNumber>T7330a</systemNumber>
<subsection type="systemName">Salary Offset Reporting System (SORS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service--Cleveland, 1240 East Ninth Street, Cleveland, OH 44199-8006.
</p><p>Defense Finance and Accounting Service--Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD employees that include Active, Reserve, National Guard, and Retired military members, DoD civilian employees, and civilian employees of other non-DoD Federal agencies such as the Department of Energy, the Department of Health and Human Services, the Environmental Protection Agency, the Broadcasting Board of Governors, and the Department of Veterans Affairs for which DFAS provides e-payroll processing services.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), delinquent debt balances, collection amounts, and duty status of individuals.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Debt Collection Improvement Act of 1996; 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Chapter 53, 55, and 81; 31 U.S.C. 3716; 31 CFR Part 285, 5 CFR Part 550, 26 U.S.C. 6331(h) and 6103(k)6, and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>A Web based system which provides for the collection, processing, and reporting of salary offsets for DoD employees who have incurred delinquent debts with non-DoD entities. It will centralize the management of the salary offset process established by the Debt Collection Improvement Act of 1996 for debts owed to the Federal Government by individuals receiving a federal salary.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To individuals authorized to act as a guardian, trustee, or other legal representative of an Active, Reserve, National Guard, or Retired military member, or civilian employee.
</p><p>To Department of Health and Human Services, Department of Energy, Department of Veterans Affairs, the Environmental Protection Agency, and the Broadcasting Board of Governors for which DFAS provides e-payroll services for the purpose of informing the affected employees and resolving payroll issues.
</p><p>To the U.S. Department of the Treasury for use in the collection of debts for the Treasury Offset Program.
</p><p>To the Internal Revenue Service for use in the collection of debts for the Treasury Offset Program.
</p><p>The DoD "Blanket Routine Uses" published at the beginning of the DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Files in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by passwords, which are changed according to agency security policy.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and destroyed when actions are completed, they are superseded, obsolete, or no longer needed. Other records may be cut off at the end of the payroll year, and destroyed up to 6 years and 3 months after cutoff. Records are destroyed by degaussing, shredding, or burning.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Salary Offset Manager, Defense Finance and Accounting Service--Cleveland, 1240 East Ninth Street, Cleveland, OH 44199-8006.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s full name, Social Security Number (SSN), current address, telephone number, and provide a reasonable description of what the requestor is seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s full name, Social Security Number (SSN), current address, telephone number, and provide a reasonable description of what the requestor is seeking.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned, Department of Defense Components, Federal agencies owed debts, and from electronic interfaces with the Department of Treasury.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7332" toc="yes">
<systemNumber>T7332</systemNumber>
<subsection type="systemName">Defense Debt Management System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service, Indianapolis, 8899 E. 56th Street, Indianapolis, IN 46249-2700.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who are indebted to a Department of Defense (DoD) agency that have transferred debts to the Defense Debt Management System serviced by the Defense Finance and Accounting Service. EXCLUSION: This system does not include individuals who are indebted to a DoD agency and who have been identified as currently receiving pay from DoD.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information varies depending on the debtor and the related history of debt billing and follow-up collection activity. These records may include name, Social Security Number, mailing address, original debt principal and the delinquent amount, basis of the debt, date debt arose, late payment charges, office referring the debt, collection efforts, credit reports, collection letters, due process notice, and records of e-mail, telephone, or written correspondence to or from the debtor relating to the debt.
</p><p>Correspondence with other Federal agencies to initiate the collection of debts through voluntary or involuntary offset procedures against the indebted employees’ salaries or compensation due a retiree.
</p><p>Correspondence with other Federal agencies requesting administrative offset from payments owed to the debtor. These records may include individual’s name, rank, date of birth, Social Security Number, debt amount, documentation establishing overpayment status, military pay records, financial status affidavits, credit references, and substantiating documents such as military pay orders, pay adjustment authorizations, military master pay account printouts, records of travel payments, financial record data folders, miscellaneous vouchers, debtor financial records, credit reports, promissory notes, and debtor financial statements.
</p><p>Information on U.S. Treasury Department, Internal Revenue Service (IRS), U.S. Department of Justice, and U.S. General Accounting Office (GAO) inquiries, judicial proceedings regarding bankruptcy, pay account histories, and token payment information.
</p><p>Applications for waiver of erroneous payment or for remission of indebtedness with supporting documents including statements of financial status (personal income and expenses), statements of commanders or Defense Accounting Officers, correspondence with debtors, or records of overpayments of Survivor Benefit Plan benefits.
</p><p>Reports from probate courts regarding the estates of deceased debtors.
</p><p>Reports from bankruptcy courts regarding claims of the U.S. Government against debtors.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations, 5512, 5513, 5514, and 5584; 10 U.S.C. 1442, 1453, 2774, 2775, 9835; 31 U.S.C. 3325, 3342, 3526, 3701, 3702, 3711, 3716-3718; 32 U.S.C. 710, 716; 37 U.S.C. 1007(c); 40 U.S.C. 721, 723, 725, 726, 727, 728, 729; the Debt Collection Act of 1982 (Pub. L. 97-365, as amended by Pub. L. 104-134, the Debt Collection Improvement Act of 1996); Pub. L. 89-508; E.O. 9397 (SSN); and DoD 7000.14-R, Department of Defense Financial Management Regulation, Volume 5, Part Two.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To administratively manage the collection of debts owed to the Department of Defense (DoD). These debts include, but are not limited to, past due loan payments, overpayments, fines, interest, penalties, administrative fees, and amounts derived from damages, leases, and sales of real or personal property.
</p><p>To implement the salary offset provisions of 5 U.S.C. 5514, the administrative offset provisions of 31 U.S.C. 3711 and 3716-3718, and the provisions of the Federal Claims Collection Standards (31 CFR parts 900-904), that apply to personal debts.
</p><p>To permit collection of delinquent claims and debts owed to the U.S. Government under any program or service administered by any creditor DoD Component.
</p><p>To determine the validity of waivers or to make referrals to the Defense Office of Hearings and Appeals (DOHA).
</p><p>To maintain records of investigations conducted for the purpose of confirming, canceling, or determining if the debts are accurate or valid, and whether the debt should be remitted or waived.
</p><p>All records in this system are subject to use in authorized computer matching programs within DoD and with other Federal agencies or non-Federal agencies as regulated by the Privacy Act of 1974 (5 U.S.C. 552a), as amended.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the U.S. General Accounting Office, the U.S. Department of the Justice, Internal Revenue Service, U.S. Department of Treasury, or other Federal agencies for further collection action on any delinquent account when circumstances warrant.
</p><p>To commercial credit reporting agencies for the purpose of adding debt payment or non-payment data to a credit history file on an individual for use in the administration of debt collection. Delinquent debt information may be furnished for the purpose of establishing an inducement for debtors to pay their obligations to the U.S. Government.
</p><p>To any Federal agency where the debtor is employed or receiving some type of payment from that agency for the purpose of collecting debts owed the U.S. Government by non-centralized offset. Non-centralized offset encompasses an offset program administered by any Federal agency other than the U.S. Department of Treasury. The agency holding the payment subject to offset will use the indebtedness information for collection purposes after counseling the debtor. The collection may be accomplished either voluntarily or involuntarily by initiating administrative or salary offset procedures under the provisions of the Debt Collection Act of 1982 (Pub. L. 97-365, as amended by Public Law 104-134, the Debt Collection Improvement Act of 1996).
 </p><p>To the U.S. Department of the Treasury (DOT) for centralized administrative or salary offset, including the offset of Federal income tax refunds, for the purpose of collecting debts owed the U.S. Government; to the DOT contracted private collection agencies for the purpose of obtaining collection services, including administrative wage garnishment (AWG) in accordance with the Debt Collection Improvement Act of 1996 (Pub. L. 104-134), 31 U.S.C. 3720D, and 31 CFR part 285, to recover moneys owed to the U.S. Government.
</p><p>To the U.S. Department of Veteran Affairs for administration of laws pertaining to veterans’ benefits.
</p><p>To any Federal agency for the purpose of accomplishing the administrative procedures to collect or dispose of a debt owed to the U.S. Government. This includes, but is not limited to, the Office of Personnel Management for personnel management functions and the Internal Revenue Service to obtain a mailing address of a taxpayer for the purpose of locating such taxpayer to collect or compromise a Federal claim against the taxpayer pursuant to 26 U.S.C. 1603(m)(2), and in accordance with 31 U.S.C. 3711, 3217, and 3718. The Internal Revenue Service may also request locator service for delinquent accounts receivable in order to report closed out accounts as taxable income, including amounts compromised or terminated, and accounts barred from litigation due to age.
</p><p>To any Federal, state, or local agency for the purpose of conducting an authorized computer-matching program to identify and locate delinquent debtors for recoupment of debts owed DoD.
</p><p>To publish or otherwise publicly disseminate information regarding the identity of the debtor and the existence of the non-tax debt, subject to review by the Secretary of the Treasury.
</p><p>The DoD "Blanket Routine Uses" published at the beginning of the DFAS compilation of record system notices also apply to this system.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) 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)). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government, typically to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name, Taxpayer Identification Number, other identification number or system identifier, or name of accountable disbursing office in whose custody the public funds were entrusted when the debt arose.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by passwords, which are changed periodically.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>All cases will remain active until settled by full payment, waiver, write-off, or close out. The system contains records requiring a retention period of up to 10 years after final action. Records are retired to National Records Centers. Destruction is accomplished by tearing, shredding, pulping, macerating, or burning.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Debt Management Systems Division, Directorate of Debt and Claims Management, Defense Finance and Accounting Service, Indianapolis, 8899 E. 56th Street, Indianapolis, IN 46249-2700.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Finance and Accounting Service--Indianapolis, DFAS-HAC/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>The individuals should furnish their name, Social Security Number, telephone number, and reasonably describe the information they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Defense Finance and Accounting Service--Indianapolis, DFAS-HAC/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>The individuals should furnish their name, Social Security Numbers, and reasonably describe the information they are seeking.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Freedom of Information/Privacy Act Program Manager, at Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records are obtained from the debtor, DFAS centers, other DoD organizations, and agencies of Federal state, and local governments, as applicable or appropriate for processing the case.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7332c" toc="yes">
<systemNumber>T7332c</systemNumber>
<subsection type="systemName">Bankruptcy Processing Files
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service--Cleveland, 1240 East Ninth Street, Cleveland, OH 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Army, Air Force, Marine, and Navy military members, and Department of Defense civilian employees for whom bankruptcy notice has been received.
</p><p>Employees of the Executive Office of the President for whom bankruptcy notice has been received.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security number (SSN), court notices, financial statements, certificates for deductions; agreements, military pay vouchers, correspondence between DFAS General Counsel and subordinate units, United States Attorneys, United States District Courts, and other Government agencies relevant to the proceeding.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations, 31 U.S.C. 3711, Collection and Compromise; 11 U.S.C. Chapter 5, Creditors and Claims; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain such information pertaining to individuals who have filed for bankruptcy so that the Department of Defense may take appropriate action, either as an employer or a creditor, to protect its legal obligations and interests arising out of, or as a result of, the bankruptcy proceeding.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Executive and Judicial Branch entities to provide necessary and appropriate information for purposes related to, or in furtherance of, judicial or administrative proceedings involving an individual who has filed for bankruptcy.
</p><p>The `DoD Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) 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).
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed by individual’s name and/or Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by passwords, which are changed periodically.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Temporary records are cut off at the end of the calendar year and retained from 180 days to 2 years after cut off. Permanent records are cutoff at the end of the calendar year and retained on site for 5 years and then retired to the appropriate Federal Records Center. Records are destroyed by degaussing, shredding, tearing, or pulping.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Assistant General Counsel for Garnishment Operations, Defense Finance and Accounting Service--Cleveland, 1240 East Ninth Street, Cleveland, OH 44199-8002.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information Act/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should provide name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information Act/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should provide name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Freedom of Information Act/Privacy Act Program Manager, Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From courts, Government records, and similar documents and sources relevant to the proceeding.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7333" toc="yes">
<systemNumber>T7333</systemNumber>
<subsection type="systemName">Integrated Automated Travel System (IATS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service--Indianapolis, Chief Information Office (CIO) Systems Management, Military/Civilian Pay Systems Division, Payroll Support Systems Branch, Travel Systems Office, Attn: DFAS-IN/HTSBC, 8899 E. 56th Street, Indianapolis, IN 46249-0160.
</p><p>To obtain a list of all of the user site locations please contact the above office. Users consist of DoD Components, such as Defense Finance and Accounting Service; Department of the Army; Department of the Navy; Department of the Air Force; United States Marine Corps; and Defense Logistics Agency.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD civilian personnel; active duty; Reserve; National Guard; former military members; retired military members; dependents of military personnel; and foreign nationals residing in the United States who are in receipt of official government travel orders.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), bank routing number, bank account number, travel vouchers and subvouchers, travel allowance payment lists, travel voucher or subvoucher continuation sheets, vouchers and claims for dependent travel, dislocation or trailer allowances, certificate of non-availability of government quarters and mess, multiple travel payments list, travel payment card, requests for fiscal information concerning transportation requests, bills of lading, meal tickets, public vouchers for fees and claim for reimbursement for expenditures on official business, claim for fees and mileage of witness, certifications for travel under classified orders, travel card envelopes, and statements of adverse effect utilization of government facilities.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301; Departmental Regulations; 37 U.S.C. 404, Travel and transportation allowances; general; DoD Directive 5154.29, DoD Pay and Allowances Policy and Procedures; Department of Defense Financial Management Regulation (DoDFMR) 7000.14.R, Volume 9; and E.O. 9397(SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide an automated means for computing reimbursements for individuals for expenses incurred incident to travel for official Government business purposes and to account for such payments.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the Internal Revenue Service to provide information concerning the payment of travel allowances which are subject to Federal income tax.
</p><p>To the Federal Reserve Bank and other banking facilities to make travel payments or for resolving problems associated with these payments.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) 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). The purpose of the disclosure is to aid in the collection of outstanding debts owed to the Federal Government; typically, to provide an incentive for debtors to repay delinquent Federal Government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number (SSN)); the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
</p><p>The DoD `Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by individual’s name and/or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed by individuals responsible for servicing the record and authorized to use the record system in the performance of their official duties. All individuals are properly screened and cleared for need-to-know. Additionally, at most user sites, records are in office buildings protected by guards and controlled by screening of personnel and registering of visitors.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and destroyed when superseded, obsolete, no longer needed, or cut off at the end of the fiscal year and destroyed 6 years and 3 months after cutoff. Records are destroyed by degaussing, burning, or shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Systems Manager Integrated Automated Travel System (IATS), Defense Finance and Accounting Service Indianapolis, Chief Information Office (CIO) Systems Management, Military/Civilian Pay Systems Division, Payroll Support Systems Branch, Travel Systems Office, ATTN: DFAS-IN/HTSBCB, 8899 E. 56th Street, Indianapolis, IN 46249-0160.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Written request should include full name, Social Security Number (SSN), current address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46429-0150.
</p><p>Written request should include full name, Social Security Number (SSN), current address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual; DoD Components that include the Departments of the Army; Navy; United States Air Force; Marine Corps; Air Force Academy; and Defense Logistics Agency.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7335" toc="yes">
<systemNumber>T73335</systemNumber>
<subsection type="systemName">Defense Civilian Pay System (DCPS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service, Civilian Pay Payroll Office, 8899 E. 56th St., Indianapolis, IN 46249-0002.
</p><p>Defense Finance and Accounting Service, Civilian Pay Payroll Office, 1240 E 9th St., Cleveland, OH 44199-2055.
</p><p>Defense Finance and Accounting Service Pensacola, 250 Raby Avenue, Building 801, Pensacola, FL 32509-5128.
</p><p>Defense Information Systems Agency, Defense Enterprise Computing Center (DISA/DECC), 5450 Carlisle Pike, Building 309, Mechanicsburg, PA 17055-0975.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All DoD civilian employees paid by appropriated funds and employees of the Executive Office of the President and non-DoD agencies to include Department of Energy, Department of Health and Human Services, Broadcast Board of Governors, Department of Veteran’s Affairs and the Environmental Protection Agency who are paid by the Defense Finance and Accounting Service’s consolidated civilian payroll offices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s full name, Social Security Number, address, telephone number and pay and leave records; source documents for posting of time and leave attendance; individual retirement deduction records, source documents, and control files; wage and separation information files; health benefit records; income tax withholding records; allowance and differential eligibility files, such as, but not limited to clothing allowances and night rate differentials; withholding and deduction authorization files, such as, but not limited to federal income tax withholding, insurance and retirement deductions; accounting documents files, input data posting media, including personnel actions affecting pay; accounting and statistical reports and computer edit listings; claims and waivers affecting pay; control logs and collection/disbursement vouchers; listings for administrative purposes, such as, but not limited to health insurance, life insurance, bonds, locator files, and checks to financial institutions; correspondence with the civilian personnel office, system access request forms, dependents, attorneys, survivors, insurance companies, financial institutions, and other governmental agencies; leave and earnings statements; separation documents; official correspondence; federal, state, and city tax reports and tapes; forms covering pay changes and deductions; and documentation pertaining to garnishment of wages.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Chapter 53, 55, and 81; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The records are used to accurately compute individual employees pay entitlements, withhold required and authorized deductions, and issue payments for amounts due. Output products are forwarded as required to the subject matter areas to ensure accurate accounting and recording of pay to civilian employees.
</p><p>These records and related products are also used to verify and balance all payments, deductions, and contributions with the DD Form 592 (Payroll for Personal Services Certification and Summary) in the DFAS civilian pay office and other applicable subject matter areas, and to report this information to the recipients and other government and non-government agencies.
</p><p>Records and system access request forms are also used for record input/modifications, and extraction or compilation of data and reports for management studies and statistical analyses for use internally or externally as required by DoD or other government agencies.
</p><p>All records in this system are subject to use in authorized computer matching programs within the Department of Defense and with other Federal agencies or non-Federal agencies as regulated by the Privacy Act of 1974, as amended, (5 U.S.C. 552a).
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal Reserve Banks under procedures specified in 31 CFR part 210 for health benefit carriers to ensure proper credit for employee-authorized health benefit deductions;
</p><p>To officials of labor organizations recognized under E.O. 11491 and E.O. 11636, as amended, when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting working conditions (including disclosure of reasons for non-deduction of dues, if applicable);
</p><p>To the U.S. Treasury Department to maintain cash accountability;
</p><p>To the Internal Revenue Service to record withholding and social security information;
</p><p>To the Bureau of Employment Compensation to process disability claims;
</p><p>To the Social Security Administration and Office of Personnel Management to credit the employee’s account for Federal Insurance Contributions Act or Civil Service Retirement withheld;
</p><p>To the National Finance Center, Office of Thrift Savings Plan for participating employees;
</p><p>To state revenue departments to credit employee’s state tax withholding;
</p><p>To state employment agencies which require wage information to determine eligibility for unemployment compensation benefits of former employees;
</p><p>To city revenue departments of appropriate cities to credit employees for city tax withheld;
</p><p>To any agency or component thereof that needs the information for proper accounting of funds, such as, but not limited to the Office of Personnel Management to assist in resolving complaints, grievances, etc. and to compute Civil Service Retirement annuity.
</p><p>To Federal, State, and local agencies for the purpose of conducting computer matching programs as regulated by the Privacy Act of 1974, as amended (5 U.S.C. 552a).
</p><p>The `Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices also apply to this system.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) 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) ). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government; typically to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name and/or Social Security Number (SSN)
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need to know basis in the performance of their duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and destroyed when actions are completed, they are superseded, obsolete, or no longer needed. Other records may be cut off at the end of the payroll year and destroyed up to 6 years after cutoff or cutoff at the end of the payroll year and then sent to the National Personnel Records Center after 3 payroll years where they are retained for 56 years. Individual retirement records are cut off upon separation, transfer, retirement or death, and forwarded to the Office of Personnel Management.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, Defense Finance and Accounting Service, ATTN: DFAS-HTSBA, 250 Raby Avenue, Building 801, Pensacola, FL 32509-5128.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individual should furnish full name, Social Security Number, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should provide full name, Social Security Number, or other information verifiable from the record itself.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Freedom of Information/Privacy Act Program Manager, Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from the individual, previous employers, financial institutions, medical institutions, automated systems interfaces, state or local governments, and from other DoD components and other Federal agencies such as, but not limited to, Social Security Administration, Internal Revenue Service, state revenue departments, State Department, and Department of Defense components (including the Department of the Air Force, Army, or Navy, or Defense agencies); correspondence with attorneys, dependents, survivors, or guardians may also furnish data for the system.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7335a" toc="yes">
<systemNumber>T7305a</systemNumber>
<subsection type="systemName">Automated Time Attendance and Production System (ATAAPS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance &amp; Accounting Service-Indianapolis, ATAAPS System Manager, 8899 East 56th
Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Defense and Department of Energy civilian employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Social Security Numbers (SSN), user name, time and attendance, leave balances, labor-reporting records that include leave, overtime, and compensatory time.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301; 5 U.S.C. Chapters 53, 55, 61 and 63; 31 U.S.C. Chapter 35; DoD Financial Management Regulation (DoDFMR) 7000.14-R, Vol. 8, Chapter 5; and E.O. 9397(SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide civilian time and attendance services for the Department of Defense (DoD) components
and the Department of Energy located worldwide. This system will capture time and attendance, labor and production data for input to
payroll and accounting systems. It will also provide the user a single, consolidated input method for reporting both time and
attendance and labor information.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The "Blanket Routine Uses" published at the beginning of the DFAS compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to records is limited to individuals who are properly screened and cleared on a need-to-
know basis in the performance of their duties. Passwords and user identifications are used to control access to the system data, and
procedures are in place to deter browsing and unauthorized access. Physical and electronic access are limited to persons responsible
for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are considered temporary in nature and cutoff at the end of each payroll year. The records are then destroyed after GAO audit or when 6 years old, whichever is sooner. Records stored on electronic media are destroyed by degaussing and hardcopy output products are destroyed by shredding, burning, or pulping.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service--Indianapolis, ATAAPS System Manager, 8899 East
56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act
Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s full name, SSN for verification, current address, and provide a reasonable description of what
they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this record system
should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager,
Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN for verification, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Finance and Accounting Service (DFAS) rules for accessing records, for contesting
contents and appealing initial agency determinations are published in Defense Finance and Accounting Service Regulation
5400.11-R, 32 CFR 324; or may be obtained from the Defense Finance and Accounting Service, Freedom of Information/Privacy Act
Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned, and DOD Components.
	</p></xhtmlContent></subsection></section>
<section id="T7335b" toc="yes">
<systemNumber>T7335b</systemNumber>
<subsection type="systemName">Business Management Redesign (E-BIZ).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Enterprise Computing Center (DECC), 5450 Carlisle Pike, Bldg
308 NE., Mechanicsburg, PA 17050-0975.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD civilian employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Social Security Number (SSNs), name, time and attendance information, leave balances, purchase information, disbursements, workcounts, cost allocation, and manpower data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations, Defense Financial Management Regulation (DoDFMR) 7000.14-R, Vol 8; 31 U.S.C. 3512, Executive agency accounting and other financial management reports and plans; 31 U.S.C. 3513, Financial reporting and accounting system and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Defense Finance and Accounting Service (DFAS) is proposing to establish a system or records in support of its core financial management mission. The system will be used as a feeder system that has a suite of business processes that will integrate resource, accounting, financial and other business functions into a comprehensive management information planning system. The data will include budget information, manpower data, performance measures,workload management, time and attendance, labor reporting, work counts, cost accounting, funds control, accounts payable and receivable, general ledger, and financial reporting. It will be used to produce useful, timely and accurate management andfinancial data, allow users to do analysis and reconciliation to ensure data accuracy, provide decision and planning tools for management, and provide timely and accurate financial statements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 Department of Defense as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name and/or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to authorized individuals who are properly screened and cleared on a need-to-know basis in the performance of their official duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are cut off at the end of the payroll year and destroyed after audit or when six years old, whichever is sooner. Records are destroyed by degaussing the electronic media and recycling hardcopy records. The recycled hardcopies are destroyed by shredding, burning, or pulping.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, E-Biz System Manager, Program Management Office, Building 11, Section 6, 3990 East Broad St, Columbus, Ohio 43213-1152.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves
is contained in this record system should address written inquiries to the Defense Finance and Accounting
Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899
E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s full name, SSN for verification, current address for reply, and provide
a reasonable description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in
this record system should address written inquiries to Defense Finance and Accounting Service, Freedom of
Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street,
Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN for verification, current address for reply, and
telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Finance and Accounting Service (DFAS) rules for accessing
records, for contesting contents and appealing initial agency determinations are published in Defense Finance
and Accounting Service Regulation 5400.11-R, 32 CFR 324; or may be obtained from the Defense Finance and
Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications,
DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records are obtained from the individual concerned, and DoD Components.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7335c" toc="yes">
<systemNumber>T7335c</systemNumber>
<subsection type="systemName">Civilian Pay Accounting Bridge Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>United States (U.S.) Air Force, Army, Navy, Marine Corps, active, reserve, and guard members, Defense Security Service and National Geospatial-Intelligence Agency civilian employees, Department of Defense (DoD) civilian employees and other Federal civilian employees paid by appropriated funds and whose pay is processed by the Defense Finance and Accounting Service.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), address, telephone number and accounting data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations, Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R Vol. 4, 31 U.S.C. Sections 3511 and 3513, and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide a bridge or link between the Defense Civilian Payroll System (DCPS) and the Civilian Pay Accounting Interface System (CPAIS). This system will create pay information files from DCPS. The pay information files will contain civilian payroll costs and manpower data; this data will then be provided to the U.S. Air Force accounting activities for processing. The system contains information on other than U.S. Air Force civilian employees; however, the CPAIS system will not use the non-Air Force data other than to transmit it directly to the General Accounting and Finance System (GAFS).
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media and hard copy output products.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to authorized individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and deleted when actions are completed, superseded, obsolete, or no longer needed. Pay affecting records may be cut off at the end of the payroll year, and then destroyed up to 6 years and 3 months after cutoff. Records are destroyed by degaussing the electronic media and recycling hardcopy records. The recycled hardcopies are destroyed by shredding, burning, or pulping.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, Denver, System Management Directorate, Accounting and Cash Systems, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 East 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number, current address, telephone number, and provide a reasonable description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 East 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 East 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the Defense Civilian Payroll System, the individual concerned, and DoD Components or Federal agencies whose civilian employees are paid by the Defense Civilian Payroll System.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7335d" toc="yes">
<systemNumber>T7335d</systemNumber>
<subsection type="systemName">Civilian Pay Accounting Interface Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service, DFAS-Denver, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>United States Air Force (USAF), Army, Navy, Marine Corps, active, reserve, and guard members, Defense Security Service and National Geospatial-Intelligence Agency civilian employees, Department of Defense (DoD) civilian employees and other Federal civilian employees paid by appropriated funds and whose pay is processed by the Defense Finance and Accounting Service.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number, manpower and payroll cost data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental regulations, Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R Vol. 4, 31 U.S.C. Sections 3511 and 3513, and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain and process civilian payroll accounting and finance data that originates in the Defense Civilian Payroll System (DCPS). The Civilian Pay Accounting Interface System (CPAIS) will receive bi-weekly files that will be used to generate civilian payroll costs, manpower data and reports; and detailed management reports for the U.S. Air Force. The system will contain information on other than U.S. Air Force civilian employees. However, the CPAIS system will not use the non-Air Force data other than to transmit it directly to the General Accounting and Finance System (GAFS).
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD `Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media and hard copy output products.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to authorized individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and deleted when actions are completed, superseded, obsolete, or no longer needed. Pay affecting records are cut off at the end of the payroll year and destroyed after being maintained for 6 years and 3 months. Records are destroyed by degaussing the electronic media and recycling hardcopy records. The recycled hardcopies are destroyed by shredding, burning, or pulping.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, Denver, System Management Directorate, Accounting and Cash Systems, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about them is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the Defense Civilian Payroll System, the individual concerned, and DoD Components or Federal agencies whose civilian employees are paid by the Defense Civilian Payroll System.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7336" toc="yes">
<systemNumber>T7336</systemNumber>
<subsection type="systemName">MyPay System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service--Cleveland, 1240 East Ninth Street, Cleveland, OH 44199.
</p><p>Office of Personnel Management, 4685 Log Cabin Drive, Macon, GA 31204-6317.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active Duty and Reserve military personnel, members of the National Guard, military academy cadets, Naval Reserve Officer Training Corps students, and Armed Forces Health Professions Scholarship Program (AFHPSP) students.
</p><p>All DoD civilian employees paid by appropriated funds.
</p><p>All Army nonappropriated fund instrumentalities employees paid by nonappropriated funds.
</p><p>Military retirees, their former spouses (Former Spouse Protection Act (FSPA) Claimants), and annuitants.
</p><p>Executive Office of the President employees.
</p><p>Department of Health and Human Services employees.
</p><p>Department of Energy employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s Name, Social Security Number, employing DoD and other Federal agencies, military branch of service, status (as appropriate), and e-mail addresses are maintained in the Master PIN Database (MPDB).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Chapter 53, 55, and 81; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The MyPay System is a combination Internet (WEB) based and interactive voice response telephonic system (IVRS) designed to allow authorized individuals the ability to retrieve, review and update payroll information from their specific payroll system(s). Records are also used for extraction or compilation of data and reports for management studies and statistical analyses for use internally or externally as required by DoD or other government agencies.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal, State, and local agencies for the purpose of conducting computer matching programs regulated by the Privacy Act of 1974, as amended, (5 U.S.C. 552a).
</p><p>To individuals authorized to receive retired and annuitant payments on behalf of retirees or annuitants.
</p><p>To former spouses for purposes of providing information, consistent with requirements of 10 U.S.C. 1050(f)(3).
</p><p>The `Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Maintained in file folders and electronic databases.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name and Social Security Number of the individual.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the records in performance of their official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by passwords, which are changed according to agency security policy.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and destroyed when actions are completed, they are superseded, obsolete, or no longer needed. Other records may be cut off at the end of the payroll year, destroyed up to 6 years and 3 months after cutoff.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>System Manager, Defense Finance and Accounting Service--Cleveland, (DFAS-TSBCA/CL), 1240 East Ninth Street, Cleveland, OH 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned, Federal other DoD Components.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7340" toc="yes">
<systemNumber>T7340</systemNumber>
<subsection type="systemName">Defense Joint Military Pay System-Active Component.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service--Indianapolis Center, 8899 E. 56th Street,
Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Officers of the Air Force Reserve, Army Reserve, Navy Reserve and Air National Guard on
extended active duty; Air Force Reserve and Air National Guard members on active duty where strength accountability remains with the
reserve component; military academy cadets; and Armed Forces Health Professions Scholarship Program (AFHPSP) students.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Types of Records: Master individual military pay accounts; wage and tax summaries; leave and earnings statements; Basic Military Training master record; and other generated records substantiating or authorizing Active Component military pay and allowance entitlement, deduction, or collection actions.
</p><p>Pay Entitlement and Allowances: Base pay; allowances (such as basic allowance for subsistence, basic allowance for quarters, family separations, clothing maintenance, and monetary allowances); death gratuities; time-in-service; special compensation for positions such as medical, dental, veterinary, and optometry; special pay and bonus, such as foreign duty, proficiency, hostile fire, and diving duty; incentive pay such as flying duty, parachute duty, and submarine duty; and other entitlement in accordance with the DoD Pay and Allowance Entitlement Manual.
</p><p>Deduction from Pay: Federal and state income tax withholding rate and amount (including authorization control files), withholding for Federal insurance Contributions Act (FICA), Servicemember’s Group Life Insurance (SGLI), and Family Servicemember’s Group Life Insurance (FSGLI) deductions, Thrift Savings Plan (TSP) voluntary deductions, allotments (including allottee name and address, amount, term (in months), and account or policy number), bond authorizations (including bond owner and co-owner/beneficiary names and Social Security Numbers, and recipient’s address), health care coverage deductions, Veterans Educational Assistance Program (VEAP), and Montgomery GI Bill allotments, indebtedness and collections.
</p><p>Other Pay Information: Name, pay grade, Social Security Number, check issue, pay dates, leave account, payment address, and Form W-2 address.
</p><p>Duty Status: Status adjustments relating to leave, entrance on active duty, absent without leave, confinement, desertion, sick, injured, mentally incompetent, missing, interned, promotions and demotions, and separation document code; and Armed Forces Health Professions Scholarship Program gain.
</p><p>Personnel Information: Rank; enlistment contract or officer acceptance from identification; duty information (duty station, personnel assignment, and unit); security investigation; test scores; language proficiency; military and civilian off-duty education; training; awards, combat tours; aviation, pilot, and flying time data; lineal precedence number; limited duty officer/warrant officer footnote; temporary active duty data; power of attorney; years in service; promotional data.
</p><p>Personal Information: Date of birth, citizenship, marital status, home of record, dependent information, record of emergency data, population group, sex, ethnic group, and health care coverage.
</p><p>Supporting Documentation: Includes, but is not limited to, travel orders and requests; payroll attendance lists and rosters; document records establishing, supporting, reducing, or canceling entitlement; certificates and statements changing address, name, military assignment, and other individual data necessary to identify and provide accurate and timely military pay and performance credit; allotment start, stop, or change records; declarations of benefits and waivers; military pay and personnel orders; medical certifications and determinations; death and disability documents; check issuing and cancellation records and schedules; payroll vouchers; money lists and accounting records; pay adjustment authorization records; system input certifications; member indebtedness and tax levy documentation; earnings statements; employees; wage and tax reports and statements; casual payment authorization and control logs; and other documentation authorizing or substantiating Active Component military pay and allowances, entitlement, deductions, or collections. Also inquiry files, sundry lists, reports, letters, correspondence, and rosters including, but not limited to, Congressional inquiries, Internal Revenue Service notices and reports, state tax and insurance reports, Social Security Administration reports, Department of Veterans Affairs reports, inter-DoD requests, Treasury Department reports, and health education and institution inquiries.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 37 U.S.C., Pay and Allowances of the Uniformed
Services; DoD Directive 5154.29, DoD Pay and Allowances Policy and Procedures; DoD 7000.14-R, DoD Financial Management Manual,
Volume 7A, Military Pay Policy and Procedures--Active Duty and Reserve Pay; Joint Federal Travel Regulations (JFTR), Volume 1,
Uniformed Services Member, current edition; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To ensure accurate and timely military pay and allowances to active component military members (including those who are enrolled at a military academy and those who participate in voluntary separation pay, Armed Forces Health Professions Scholarship Program, basic military trainees or payment to a financial organization through electronic fund transfer program (including allotments and issuance and cancellation of United States treasury checks and bonds)); to document and account for military pay and allowance disbursements and collections; to verify and account for system input transactions; to identify, correct, and collect overpayment; to establish, control, and maintain member indebtedness notices and levies; and to provide timely, complete master individual pay account review; and to provide internal and external managers with statistical and monetary reports and to maintain a record of related personnel data.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the Treasury Department to provide information on check issues and electronic funds transfers.
</p><p>To the Internal Revenue Service to report taxable earnings and taxes withheld, and tax audits, and to compute or resolve tax liability or tax levies.
</p><p>To Federal, state, and local agencies to conduct computer matching programs regulated by the privacy act of 1974, for those programs authorized by law.
</p><p>To the Social Security Administration to report earned wages by members for the Federal Insurance Contribution Act (FICA), accounting for tax audits, and death notices.
</p><p>To the Department of Veterans Affairs to report compensation, waivers, and audits, life insurance accounting, disbursement and benefit determinations, and death notices.
</p><p>To the American Red Cross and military relief societies to assist military personnel and their dependents in determining the status of monthly pay, dependents’ allotments, loans, and related financial transactions; and to perform other relief-related duties as requested by the service member.
</p><p>To Federal Reserve banks to distribute payments made through the direct deposit system to financial organizations or their processing agents authorized by individuals to receive and deposit payments in their accounts.
</p><p>To the Department of Justice in connection with litigation, law enforcement or other matters under the legal representation of the Executive Branch agencies.
</p><p>To Federal, state, and local governmental agencies in response to an official request for information with respect to law enforcement, investigatory procedures, criminal prosecution, civil court action and regulatory order.
</p><p>To Federal, state and local revenue departments to credit members for taxes withheld.
</p><p>To the National Finance Center, Office of Thrift Savings Plan, for participating service members.
</p><p>To the Department of Veterans Affairs to provide payroll information for members who participated in making contributions to the Veterans Educational Assistance Program (VEAP), and the Montgomery GI Bill program.
</p><p>The ‘Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices also deeply to this system.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this system to ‘consumer reporting agencies’ as defined in the Fair Credit Reporting Act of 1966, 31 U.S.C. 3701(a)(3). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government; typically to provide an incentive for debtors to repay delinquent Federal government debts by making these debt part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); the amount, status, and history of the claim, and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Computerized, conventional indices, other identification numbers or system identifiers are required to retrieve individual records from the system. Normally, information is retrieved by individual’s name and Social Security number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their official duties. Passwords and digital signatures are used to control access to the systems data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the record system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and destroyed when actions are completed, superseded, obsolete, or no longer needed. Other records may be cut off at the end of the payroll year or fiscal year, and destroyed 6 years and 3 months after cutoff. Active duty pay records created prior to automation were cut off on conversion to the Defense Joint Military Payroll System (DJMS), and will be destroyed October 1, 2003, or 56 years after implementation of DJMS. The records are destroyed by tearing, shredding, pulping, macerating, burnings or degaussing the electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Military Pay Operations, Military and Civilian Pay Services, Defense Finance and
Accounting Service, Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act
Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s full name, SSN, current address, and provide a reasonable description of what they are
seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this record system
should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager,
Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Finance and Accounting Service (DFAS) rules for accessing records, for contesting
contents and appealing initial agency determinations are published in Defense Finance and Accounting Service Regulation
5400.11-R, 32 CFR 324; or may be obtained from the Defense Finance and Accounting Service, Freedom of Information/Privacy Act
Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual members; DoD staff and field installations; recruiting, disbursing, and administrative offices; allotment and bond authorization forms; Social Security Administration, Treasury Department, Internal Revenue Service, Department of Veterans Affairs, and other Federal agencies; financial, medical, and educational institutions; DoD Components; the on-line Allotment/Bond Authorization process, and the End-User Computer Equipment (EUCE); and state and local government agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7340a" toc="yes">
<systemNumber>T7340a</systemNumber>
<subsection type="systemName">Battle Injured/Non-Battle Injured Pay Account Management System (March 21, 2006, 71 FR 14186).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The system was merged with T7340, Defense Joint Military Pay System-Active Component (March 5, 2013, 78 FR 14283); therefore,
T7340a, Battle Injured/Non-Battle Injured Pay Account Management System can be deleted.
</p></xhtmlContent></subsection></section>
<section id="T7340b" toc="yes">
<systemNumber>T7340b</systemNumber>
<subsection type="systemName">Case Management System (CMS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Enterprise Computing Center--Mechanicsburg, 5450 Carlisle Pike, Mechanicsburg, PA 17050-0975.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active duty enlisted, warrant and commissioned officers, National Guard, Reserve, and retired military personnel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Military member data included in the records are name, Social Security Number, rank, supporting documents pertaining to military pay entitlements and allowances, deductions, collections, duty status, and personnel actions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 37 U.S.C. Chapters 1-19; DoD Financial Management Regulations 7000.14-R; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>CMS is a management tool system used for tracking, resolving and reporting on military pay and personnel related cases. It provides a single source of information for monitoring military pay problems in a timely and efficient manner, to include providing visibility to appropriate levels of management, permitting feedback to service members, and facilitating the identification of problem trends.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, the ‘Blanket Routine Uses’ set forth at the beginning of DFAS compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>
Storage:
</p><p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, Social Security Number (SSN) and case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need to know basis in the performance of their official duties. Passwords and digital signatures are to control access to the systems data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the record system.
 </p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Cases will be retained for 6 years and 3 months after the case is closed.
 </p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>CMS Program System Manager, 3990 E. Broad Street, Columbus, OH 43213.
 </p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, Freedom of Information/Privacy Act Program Manager, 6760 E. Irvington Place, Denver, CO 80279-8000.
 </p><p>Individuals should furnish full name, Social Security Number, current address, and telephone number.
 </p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Corporate Communications and Legislative Liaison, Freedom of Information Act/Privacy Act Program Manager, 6760 E. Irvington Place, Denver, CO 80279-8000.
 </p><p>Individuals should furnish full name, Social Security Number, current address, and telephone number.
 </p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Defense Finance and Accounting Service, Freedom of Information Act/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
 </p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned, DoD Components, and other Federal agencies.
 </p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7340c" toc="yes">
<systemNumber>T7340c</systemNumber>
<subsection type="systemName">Defense Workload Operations Web System (DWOWS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service--Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249-3250.
</p><p>Defense Finance and Accounting Service--Cleveland, 1240 East Ninth Street, Cleveland, OH 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Navy, Army, Air Force, Marine Corps, Active Duty and Reserve members.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), e-mail messages, faxes, letters, memorandum, telephone calls, and tracking reports.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. Chapter 55, Pay Administration; 37 U.S.C. Chapter 19, Pay and Allowances of the Uniformed Services; Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Vol 7A; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>An Internet (WEB) based system used by the DFAS to track communications and inquires (e-mails, faxes, letters memorandum, and phone calls) received and processed for Army, Air Force, Marine Corps and Navy’s Active Duty and Reserve members, to include questions involving the Savings Deposit Program, and by management for benchmark reporting in order to track the turn-around time on financial inquires.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:  To the American Red Cross and military relief societies to assist military personnel and their dependents in determining the status of monthly pay, dependents’ allotments, loans, and related financial transactions; and to perform other relief-related duties as requested by the service member.
</p><p>To the Department of Veterans Affairs to report compensation, waivers, and audits, life insurance accounting, disbursement and benefit determinations, and death notices.
</p><p>To Federal Reserve banks to distribute payments made through the direct deposit system to financial organizations or their processing agents authorized by individuals to receive and deposit payments in their accounts.
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by Name and Social Security Number (SSN) of Army, Air Force, Marine Corps, Navy Active Duty or Reserve members and/or case number assigned in the system.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by passwords, which are changed according to agency security policy.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are cut off at the end of the fiscal year and destroyed at 6 years and 3 months.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director for Military Pay Systems, Defense Finance and Accounting Service--Denver (DFAS-TSBB/DE), 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subject individual, Federal agencies and the Military Services (Army, Air Force, Marine Corps and Navy).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7340d" toc="yes">
<systemNumber>T7340d</systemNumber>

<subsection type="systemName">Defense Military Pay Office Input and Reporting System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Accounting and Finance Service--Denver, 6760 East Irvington Place, Denver, CO 80279-3000.
</p><p>Defense Finance and Accounting Service--Indianapolis, 8899 E. 56th Street, Indianapolis, IN 46249-0001.
</p><p>Defense Finance and Accounting Service--Cleveland, 1240 East Ninth Street, Cleveland, OH 44199-2055.
</p><p>For a list of other sites, contact the systems manager at Defense Finance and Accounting Service, Defense Military Pay Project Office, System Manager, DFAS/DDMP--Cleveland, 1240 East Ninth Street, Cleveland, Ohio 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Army, Navy and Air Force, active duty, reserve, National Guard, military members, military academy cadets, and Armed Forces Health Professions Scholarship Program (AFHPSP) students.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name; Social Security Number (SSN); Master Military Pay Account records for Army, Navy, Air Force, active duty, reserve and National Guard military members; military academy cadets, and Armed Forces Health Professions Scholarship Program (AFHPSP) students; wage and tax summaries; leave and earnings statements; Basic Military Training (BMT) master record; and other records generated substantiating or authorizing active component military pay and allowance entitlement, deduction, or collection actions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 37 U.S.C. 37 U.S.C. 101-310, Pay and Allowances of the Uniformed Services; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To establish a user-friendly computer application that will provide input and reporting capabilities for the Defense Joint Military Pay Account Systems, Active, and Reserve Component. DFAS and the military Finance Offices will use this new system to input transactions, and pull report data from the Master Military Pay Account (MMPA) record that is maintained for each military member.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The "Blanket Routine Uses" published at the beginning of the DoD compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Magnetic tapes, computer disks, and computer output products.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are located in office buildings on military installations, and Navy ships that are protected by guards controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their official duties.
</p><p>Passwords and digital signatures are used to control access to the systems data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the record system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and destroyed when actions are completed, superseded, obsolete, or no longer needed. Other records may be cut off at the end of the payroll year or fiscal year, and destroyed 6 years and 3 months after cutoff. The records are destroyed by tearing, shredding, pulping, macerating, burning, or degaussing the electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service, Defense Military Pay Project Office, System Manager, DFAS/DDMP-Cleveland, 1240 East Ninth Street, Cleveland, Ohio 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about them is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about them contained in this system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Individuals should furnish full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual military members; Army, Navy, and Air Force military pay Finance Offices; Reserve and National Guard Finance Offices, military academies, and Armed Forces Health Professions Scholarship Program (AFHPSP) administrators.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7334" toc="yes">
<systemNumber>T7334</systemNumber>
<subsection type="systemName">Defense Joint Military Pay System--Reserve Component.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Finance and Accounting Service--Indianapolis Center, 8899 E. 56th Street,
Indianapolis, IN 46249-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active Air Reserve and Air National Guard
Forces in a military pay status. U.S. Army Reserve and National Guard
members in a military pay status. Active Naval reservists in pay and non-pay drill units. Naval Reserve Officer Training Corps students.
</p><p>Reserve military on extended active duty are covered under the Defense Joint Military Pay System--Active Component, system number T7340.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Types of Records: Master individual military pay accounts; wage and tax summaries; leave and earnings statements; and other generated records substantiating or authorizing Reserve Forces military pay and allowance entitlement, deduction, or collection actions.
</p><p>Pay Entitlements and Allowances: Base pay; allowances (such as basic allowance for subsistence, basic allowance for quarters, family separations, clothing maintenance and monetary allowances); special compensation for positions such as medical, dental, veterinary, and optometry; special pay and bonus, such as foreign duty, proficiency, hostile fire, and diving duty; incentive pay such as flying duty, parachute duty, and submarine duty; and other entitlements in accordance with the DoD Financial Management Regulations, Volume 7A.
</p><p>Deductions From Pay: Federal and state income tax withholding rate and amount (including authorization control files), withholding for Federal Insurance Contributions Act (FICA), Serviceman’s Group Life Insurance (SGLI) deductions, Thrift Savings Plan (TSP), voluntary deductions, allotments (including allottee name and address, amount, term (in months), and account or policy number), bond authorizations (including bond owner and co-owner/beneficiary names and Social Security numbers, and recipient’s address), health care coverage deductions, and indebtedness and collections.
</p><p>Other Pay Information: Name, pay grade, Social Security Number, Reserve Forces calendar day performances (drill record), check issue, pay dates, leave account, payment address, and Form
W-2 address.
</p><p>Duty Status: Status adjustments relating to leave, entrance on active duty, absent without leave, confinement, desertion, sick or injured, mentally incompetent, missing, interned, promotions and demotions, and separation document code.
</p><p>Personnel Information: Rank; enlistment contract or officer acceptance form identification; duty information (duty station, personnel assignment, and unit); security investigation; test scores; language proficiency; military and civilian off-duty education; training; awards; combat tours; aviation, pilot, and flying time data; lineal precedence number; limited duty officer/warrant officer footnote; temporary active duty data; power of attorney; years in service; promotional data.
</p><p>Personal Information: Date of birth, citizenship, marital status, home of record, dependent information, record of
emergency data, population group, sex, ethnic group, and health
care coverage.
</p><p>Supporting Documentation: Includes, but is not limited to,
travel orders and requests; payroll attendance lists and
rosters; document records establishing, supporting, reducing, or
canceling entitlements; certificates and statements changing
address, name, military assignment, and other individual data
necessary to identify and provide accurate and timely Air
Reserve Forces military pay and performance credit; allotment
start, stop, or change records; declarations of benefits and
waivers; military pay and personnel orders; medical
certifications and determinations; death and disability
documents; check issuing and cancellation records and schedules;
payroll vouchers; money lists and accounting records; pay
adjustment authorization records; system input certifications;
member indebtedness and tax levy documentation; earnings
statements; employees’ wage and tax reports and statements;
casual payment authorization and control logs; and other
documentation authorizing or substantiating Reserve Forces
military pay and allowances, entitlements, deductions, or
collections. Also inquiry files, sundry lists, reports, letters,
correspondence, and rosters including, but not limited to,
Congressional inquiries, Internal Revenue Service notices and
reports, state tax and insurance reports, Social Security
Administration reports, Department of Veterans Affairs reports,
Treasury Department reports, inter-DoD requests, and health
education and institution inquiries.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 11;
37 U.S.C.; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To ensure accurate and timely pay and allowances to Active
Reserve component military members (including those who
participate in Armed Forces Health Professional Scholarship
Program, Basic Military Training, and Naval Reserve Officers
Training Corps programs) or payment to a financial organization
through electronic fund transfer program (including allotments
and issuance and cancellation of United States treasury checks
and bonds); to document and account for reserve military pay and
allowance disbursements and collections; to verify and account
for system input transactions; to identify, correct, and collect
overpayments; to establish, control, and maintain member
indebtedness notices and levies; to provide timely, complete
master individual pay account review; to provide internal and
external managers with statistical and monetary reports and to
maintain a record of related personnel data.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the Treasury Department to provide information on check
issues and electronic funds transfers.
</p><p>To the Internal Revenue Service to report taxable earnings and
taxes withheld, accounting, and tax audits; to compute or
resolve tax liability or tax levies.
</p><p>To the Social Security Administration to report earned wages by
members for FICA; accounting or tax audits; and death notices.
</p><p>To the Department of Veterans Affairs to report compensation,
waivers, and audits, life insurance accounting; disbursement and
benefit determinations, death notices, and payroll information
for members who participated in making contributions to the
Veterans Educational Assistance Program (VEAP), the Montgomery
GI Bill program, and Reserve Educational Assistance Program
(REAP).
</p><p>To National Guard Bureaus to furnish budget data to account for
expenditures within established categories.
</p><p>To individual National Guard state associations to furnish
reports and associated checks regarding state sponsored life
insurance premiums withheld or reimbursements from the state due
to the member.
</p><p>To the American Red Cross and military relief societies to
assist military personnel and their dependents in determining
the status of monthly pay, dependents’ allotments, loans, and
related financial transactions, and to perform other
relief-related duties as requested by the service member.
</p><p>To Federal Reserve banks to distribute payments made through the
direct deposit system to financial organizations or their
processing agents authorized by individuals to receive and
deposit payments in their accounts.
</p><p>To Federal, state, and local agencies to conduct computer matching programs regulated by the Privacy Act of 1974 for those programs authorized by law.
</p><p>To the Department of Justice in connection with litigation, law enforcement or other matters under the legal representatives of the Executive Branch agencies.
</p><p>To Federal, state and local government agencies in response to an official request for information with respect to law enforcement, investigatory procedures, criminal prosecution, civil court action and regulatory order.
</p><p>To Federal, state and local revenue departments to credit members for taxes withheld.
</p><p>To the National Finance Center, office of Thrift Savings Plan for participating service members.
</p><p>To states to provide information in order to reimburse reservists for their payment of Servicemember’s Group Life Insurance (SGLI) premiums.
</p><p>The ‘Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) 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). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government; typically to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards,
controlled screening, use of visitor registers, electronic
access, and/or locks.
Access to records is limited to
individuals who are properly screened and cleared on a need-to-
know basis in the performance of their official duties.
Passwords and digital signatures are used to control access to
the systems data, and procedures are in place to deter and
detect browsing and unauthorized access.
Physical and
electronic access are limited to persons responsible for
servicing and authorized to use the record system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and destroyed when actions
are completed, superseded, obsolete, or no longer needed.
Other
records may be cut off at the end of the payroll year or fiscal
year, and destroyed 6 years and 3 months after cutoff.
Reserve
pay records created prior to automation were cut off on
conversion to the Joint Uniformed Military Payroll System
(JUMPS), and will be destroyed 56 years after the year in which
created.
Records created after conversion to Defense Joint
Military Pay System--Reserve Component (DJMS-RC) are cut off at
end of payroll year and destroyed 56 years after year in which
created. The records are destroyed by tearing, shredding,
pulping, macerating, burnings or degaussing the electronic
storage media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Military Pay Operations, Military and Civilian Pay Services, Defense Finance and
Accounting Service, Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act
Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s full name, SSN, current address, and provide a reasonable description of what they are
seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this record system
should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager,
Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>;The Defense Finance and Accounting Service (DFAS) rules for accessing records, for contesting
contents and appealing initial agency determinations are published in Defense Finance and Accounting Service Regulation
5400.11-R, 32 CFR 324; or may be obtained from the Defense Finance and Accounting Service, Freedom of Information/Privacy Act
Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual members; DoD staff and field installations;  recruiting, disbursing, and administrative offices; allotment  and bond authorization forms; Social Security Administration,  Treasury Department, Internal Revenue Service, Department of  Veterans Affairs, and other federal agencies; financial,  medical, and educational institutions; DoD components; the on-line  Allotment/Bond Authorization process, and the End-User  Computer Equipment (EUCE); and state and local agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7346a" toc="yes">
<systemNumber>T7346a</systemNumber>
<subsection type="systemName">Reserve and National Guard Members’ Status Tracking System (July 9, 2007, 72 FR 37199).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>System was merged with T7344, Defense Joint Military Pay System-Reserve Component (March 5, 2013, 78 FR 14281); therefore, T7346a,
Reserve and National Guard Members’ Status Tracking System can be deleted.
</p></xhtmlContent></subsection></section>
<section id="T7347b" toc="yes">
<systemNumber>T7347bc</systemNumber>
<subsection type="systemName">Defense Military Retiree and Annuity Pay System Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Director of Continuing Government Activity, Defense Finance and Accounting Service--Cleveland, 1240 East Ninth Street, Cleveland, OH 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Military retirees, their dependents, their survivors, former spouses and abused dependents.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), address, telephone number, master pay files, court orders, Application for Transitional Compensation, payment schedules, case processing record, direct deposit forms, annual certification form, acknowledgment action form, correspondence and other supporting documents relating to entitlements and deductions of military retirees, annuitants, dependents, former spouses and abused dependents.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapters 53, 61, 63, 65, 67, 69, 71, 73, 74; 10 U.S.C. Sec. 1059, and 1408(h); 38 U.S.C. Sec. 1311 and 1313; Pub. L. 92-425; Pub. L. 102-484 Sec. 653; Pub. L. 103-160 Sec. 554 and 1058; Pub. L. 105-261, Sec. 570; DoDI 1342.24, Transitional Compensation for Abused Dependents; DoD Financial Management Regulation 7000.14-R, Volume 7B and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain pay and personnel information for use in the computation of military retired pay survivor annuity pay and to make payments to spouses, former spouses and other dependents who are victims of abuse.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Records are provided to the Internal Revenue Service for normal wage and tax withholding.
</p><p>Disclosures are made to the Department of Veterans Affairs (DVA) regarding establishments, changes and discontinuing of DVA compensation to retirees and annuitants.
</p><p>Information is provided to individuals authorized to receive retired and annuitant payments on behalf of retirees or annuitants.
</p><p>The Army Emergency Relief, Navy-Marine Corps Relief Society and Air Force Assistance Fund to process allotments for repayment of interest-free loans from the society and retiree charitable allotments in support of fund drives initiated by the Secretaries of the Army, Navy, and Air Force. The information will be used to process allotments on behalf of service members and retirees.
</p><p>To officials and employees of the American Red Cross in the performance of their official duties relating to the assistance of the members and their dependents and relatives.
</p><p>To former spouses for purposes of providing information, consistent with the requirements of 10 U.S.C. 1450(f)(3), regarding Survivor Benefit Plan coverage.
</p><p>To spouses for purposes of providing information, consistent with the requirements of 10 U.S.C. 1448(a), regarding Survivor Benefit Plan coverage.
</p><p>To receive approved requests from the military services to make payments of transitional compensation to military member’s spouses, former spouses, and other dependents that are determined to be victims of abuse.
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Maintained in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by passwords, which are changed periodically.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition for Retired and Annuitant Pay records range from 30 days to 56 years. The administrative records such as, change of address, electronic messages or tax records, that are not pay affecting, are destroyed using retention of 30 days to less than 6 years. All pay affecting documents such as retirement documents, account computation information or entitlement/eligibility records are retained for six years or more and the pay histories are retained for 56 years. Records are destroyed by tearing, shredding, pulping, macerating, burning, or degaussing the electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Policy official: Director of Continuing Government Activity, Defense Finance and Accounting Service Cleveland, (DFAS-PD/CL), 1240 East Ninth Street, Cleveland, OH 44199-2055.
</p><p>Record holder: Systems Manager, Lockheed Martin, Defense Finance and Accounting Service--Cleveland, 1240 East Ninth Street, Cleveland, OH 44199-2055.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about them is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 East 56th Street, Indianapolis, IN 46249-0150.
</p><p>The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, place of employment, or other information available from the record itself.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about them contained in this system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 East 56th Street, Indianapolis, IN 46249-0150.
</p><p>The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, place of employment, or other information available from the record itself.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 East 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned; other DoD Components such as Army, Navy, Air Force and Marine Corps; state or local governments; members’ survivors such as spouses, other dependents or guardians of the member or dependent children; former spouses, private law firms which are executors of estates in casualty cases, financial, educational and medical institutions, and other federal government agencies such as the Department of Veterans Affairs, Social Security Administration, and Internal Revenue Service.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7401" toc="yes">
<systemNumber>T7401</systemNumber>
<subsection type="systemName">Standard Accounting, Budgeting, and Reporting System (SABRS) (July 9, 2007, 72 FR 37203).
</subsection>
	<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records contained in this system of records can no longer be retrieved by the individual’s name, Social Security Number, or other personal identifier and therefore, are no longer subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended. Since the system is no longer subject to the Privacy Act, it is being deleted from the Defense Finance and Accounting Service existing inventory of systems of records notices.
</p></xhtmlContent></subsection></section>
<section id="T7900" toc="yes">
<systemNumber>T7900</systemNumber>

<subsection type="systemName">Operational Data Store (ODS) System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency/Defense Enterprise Computing Center-Ogden, 7879 Wardleigh
Road, Hill Air Force Base, UT 84056-5997.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Army Active and Reserve military  members, members of the Army National Guard, military academy cadets, and Army Reserve Officer Training Corps (ROTC) students. DoD civilian employees paid by appropriated funds.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), home address, employment information
(employing agency, military branch of service, pay grade, years of service) financial information (bank account number and routing
number, basic hourly pay rate) and vender tax identification number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 31 U.S.C. 3512 and 3513; E.O. 9397; and DoD Directive 5118.5, Defense Finance and Accounting Service.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To permit DFAS and Army financial managers the ability to retrieve, and review and update financial payment information. Database records are also used for extraction or compilation of data and reports for budget execution status and statistical analyses for use internally or externally as required by DoD or other government agencies.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal, State, and local agencies for the purpose of conducting computer matching programs regulated by the Privacy Act of 1974, as amended, (5 U.S.C. 552a).
</p><p>The ‘Blanket Routine Uses’ published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p><p><b>Irretrievability:
</b></p><p>Information is retrieved by name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need to know basis in the performance of their duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and deleted when actions are completed, superseded, obsolete, or no longer needed. Other records may be cut off at the end of the payroll year, or destroyed up to 6 years and 3 months after cutoff.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service-Columbus, Operational Data Store System Manager,
(ZTEAB/C), Building 11, Section 12-003, 3990 East Broad Street, Columbus, OH 43213-3990.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act
Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s full name, SSN for verification, current address, and provide a reasonable description of what
they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this record system
should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager,
Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN for verification, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Finance and Accounting Service (DFAS) rules for accessing records, for contesting
contents and appealing initial agency determinations are published in Defense Finance and Accounting Service Regulation
5400.11-R, 32 CFR 324; or may be obtained from the Defense Finance and Accounting Service, Freedom of Information/Privacy Act
Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned, Federal agencies or other DoD Components.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7901" toc="yes">
<systemNumber>T7901</systemNumber>
<subsection type="systemName">Standard Finance and Accounting Payment System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center-St Louis, Post Office Box 20012, St. Louis, MO 63120-0012.
</p><p>Defense Finance and Accounting Service--Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249-2700.
</p><p>Defense Finance Accounting Service--Columbus, 3990 East Broad Street, Building 21, Columbus OH 43213-2317.
</p><p>Defense Finance and Accounting Service--Kansas City, 1500 E. Bannister Street, Kansas City, MO 64197-0001.
</p><p>For a list of other DFAS, U.S. Army, and Marine Corps sites utilizing the system contact the Standard Finance System, Redesigned Subsystem, System Manager, Defense Finance and Accounting Service--Indianapolis, Information Technology Directorate, 8899 East 56th Street, Indianapolis, IN 46249-2700. Telephone number (317) 510-4003.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active duty military members (Army and U.S. Marine Corps), Reserve and Guard military members, Army Military Academy cadets, Army Reserve Officer Training Corps (ROTC) students, DoD contractors, and vendors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), home address, and military branch of service, military status, disbursing and accounting transaction data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Volume 5; 31 U.S.C. Sections 3511, 3512, and 3513; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system processes payments and collections utilizing the Electronic Funds Transfer system. It is a multi-functional, interactive, automated disbursing and accounting system composed of several functional modules that perform vendor pay, travel pay, and military payroll payment. Defense Finance and Accounting Service, U.S. Army, and Marine Corps will use the system for processing accounting and disbursing transactions in contingency locations requiring foreign currency operations.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal Reserve banks to distribute payments made through the direct deposit system to financial organizations or their processing agents authorized by individuals to receive and deposit payments in their accounts.
</p><p>The `Blanket Routine Uses’ published at the beginning of the DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and deleted when actions are completed, superseded, obsolete, or no longer needed. Other records may be cut off at the end of the payroll year, and destroyed up to 6 years and 3 months after cutoff. Records are destroyed by degaussing, shredding, or burning.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>System Manager, Defense Finance and Accounting Service--Indianapolis, Information Technology Directorate, 8899 East 56th Street, Indianapolis, IN 46249-2700. Telephone number (317) 510-4003.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual or DoD military components.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7901a" toc="yes">
<systemNumber>T7901a</systemNumber>
<subsection type="systemName">Standard Negotiable Instrument Processing System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center--Ogden, 7879 Wardleigh Road, Building 891, Hill Air Force Base, UT 84056-5997.
</p><p>Defense Finance and Accounting Service--Indianapolis, 8899 E. 56th Street, Indianapolis, IN 46249-2700.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>United States Army Active and Reserve military members.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), home and mailing address, military branch of service, member’s status, check payment information such as check numbers, and payee names.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Volume 5; 5 U.S.C. Sections 3512 and 3513 and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>A processing system, designed to process checks for U.S. Army Active and Reserve military members. As a management tool it will produce reports for reconciliation of these checks.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the U.S. Department of the Treasury to provide information on check issues and electronic funds transfers.
</p><p>To Federal Reserve banks to distribute payments made through the direct deposit system to financial organizations or their processing agents authorized by individuals to receive and deposit payments in their accounts.
</p><p>The DoD "Blanket Routine Uses" published at the beginning of the DFAS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, Social Security Number (SSN), and check number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need to know basis in the performance of their duties. Passwords and digital signatures are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and deleted when actions are completed, superseded, obsolete, or no longer needed. Other records may be cut off at the end of the payroll year, or destroyed up to 6 years and 3 months after cutoff. Records are destroyed by degaussing.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service--Indianapolis, Information Technology Directorate, Systems Manager, 8899 East 56th Street, Indianapolis, IN 46249-2700.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-1050.
</p><p>Written requests should contain individual’s full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-1050.
</p><p>Written request should contain individual’s full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual, DFAS Defense Joint Military Payroll System, and the U.S. Army active and reserve members.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7901b" toc="yes">
<systemNumber>T7901b</systemNumber>
<subsection type="systemName">Consolidated Returned Check System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center--Ogden, 7879 Wardleigh Road, Building 891, Hill Air Force Base, UT 84056-5997.
</p><p>Defense Finance and Accounting Service--Indianapolis, 8899 E. 56th Street, Indianapolis, IN 46249-2700.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active U.S. Army and Reserve military members.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), home address, employing military branch of service, member’s status, check payment information such as check numbers, payee name, and addresses.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations, Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Volume 5; 31 U.S.C. 3512 and 3513; and E.O. 9397.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system will assist in the processing and tracking of military pay returned checks for the active U.S. Army and Reserve military members.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the U.S. Department of the Treasury to provide information on the check issued and electronic funds transfers.
</p><p>The ‘Blanket Routine Uses’ published at the beginning of the DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), and check number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and digital signatures are required to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records may be temporary in nature and deleted when actions are completed, superseded, obsolete, or no longer needed. Other records may be cut off at the end of the payroll year, or destroyed up to 6 years and 3 months after cutoff. Records are destroyed by degaussing shredding, or burning.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Finance and Accounting Service--Indianapolis, Information Technology Directorate, System Manager, 8899 East 56th Street, Indianapolis, IN 46249-2700.
</p><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the subject individual, DFAS Defense Joint Military Pay System, active U.S. Army and Reserve Components systems and the United States Department of the Treasury.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7335e" toc="yes">
<systemNumber>T7335e</systemNumber>
<subsection type="systemName">Defense Working Capital Fund Accounting System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center, 7879 Wardleigh Road, Hill Air Force Base, Ogden, UT 84056-5997.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Defense civilian employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, current address and telephone number, Social Security Numbers (SSN), and
transaction or line accounting.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R Vol. 4, Defense Finance and Accounting Service; 31 U.S.C. Sections 3511, 3512, and 3513; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system will be the financial system of record and the single source for consolidated financial information for the General and Working Capital Funds.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, the 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:
</p><p>To the General Accounting Office for audit purposes.
</p><p>The DoD "Blanket Routine Uses" published at the beginning of the DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Social Security Number (SSN) and/or transaction or line accounting.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in an office building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords are required to control access to the system data, and procedures are in place to detect and deter browsing and unauthorized access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records will be destroyed after 6 years and 3 months.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>System Manager, Defense Finance and Accounting Service, Systems Management Directorate, 1240 East Ninth Street, Cleveland, OH 44199-8002.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is
contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom
of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street,
Indianapolis, IN 46249-0150.
</p><p>Requests should contain individual’s full name, SSN for verification, current address, and provide a reasonable
description of what they are seeking.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this
record system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy
Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
</p><p>Request should contain individual’s full name, SSN for verification, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Finance and Accounting Service (DFAS) rules for accessing records,
for contesting contents and appealing initial agency determinations are published in Defense Finance and Accounting
Service Regulation 5400.11-R, 32 CFR 324; or may be obtained from the Defense Finance and Accounting Service,
Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street,
Indianapolis, IN 46249-0150.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From individuals and DoD Components.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7904" toc="yes">
<systemNumber>T7904</systemNumber>
<subsection type="systemName">Standard Industrial Fund System (SIFS) (August 13, 2007, 72 FR 45234).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: System was replaced by the Automated Disbursing System (ADS) (August 15, 2007, 72 FR 46041); all SIFS electronic records were deleted while other records were destroyed by degaussing, burning or shredding in accordance with the National Archives Records Administration retention schedule.
</p></xhtmlContent></subsection></section>
<section id="T7905" toc="yes">
<systemNumber>T7905</systemNumber>

<subsection type="systemName">Labor Cost and Reporting System.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency (DISA) Defense Enterprise Computing Center (DECC)--St Louis, 4300 Goodfellow Boulevard, St Louis, MO 63120-0012.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>U.S. Army Active duty and Reserve military members and DoD civilian employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), rank, grade, hours, and job orders.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301 Departmental Regulation; Department of Defense Financial Management Regulation (DODFMR) 7000.14-R, Volume 5; 31 U.S.C. 3511, 3512, and 3513; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To compute and distribute employee labor costs and to provide labor reports to management.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the DoD’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. User IDs and passwords are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary in nature, cut off at the end of the fiscal year and destroyed 6 years and 3 months after cutoff. Records are destroyed by degaussing, burning, or shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Standard Operation and Maintenance Army Research and Development System Manager, Defense Finance and Accounting Service--Indianapolis, Accounting Systems Division, 8899 E. 56th Street, Indianapolis, IN 46249-2700.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual concerned and the Department of the Army.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="T7906" toc="yes">
<systemNumber>T7906</systemNumber>
<subsection type="systemName">Automated Disbursing System.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency (DISA), Defense Enterprise Computing Center (DECC) Mechanicsburg--Bldg 308, Naval Support Activity (NSA), 5450 Carlisle Pike, Mechanicsburg, PA 17050-2411.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Navy civilian employees and active and reserve military members.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Numbers (SSN), rank, grade, check and electronic fund transfer disbursements, collections of debts or overpayments from entitlement systems, electronic funds transfer rejected transactions, and notice of change information regarding an individual’s account from financial institutions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Volume 5, Chapter 20; 31 U.S.C. Sections 3511, 3512,and 3513; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system will be the disbursing system of record and the single source for consolidated disbursing information for the U.S. Navy.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the U.S. Department of the Treasury and Federal Reserve Bank for reporting the financial status of the U.S. Navy funds and providing information on check issues and electronic funds transfers.
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the DFAS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a building protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords are used to control access to the system data, and procedures are in place to detect and deter browsing and unauthorized access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary in nature, cut off at the end of the fiscal year and destroyed 6 years and 3 months after cutoff. Records are destroyed by degaussing, burning, of shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>System Manager, Defense Finance and Accounting Service, Information and Technology Directorate, Accounting Systems Division, 1240 East Ninth Street, Cleveland, OH 44199-8002.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s full name, Social Security Number (SSN), current address, telephone number, and provide a reasonable description.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves that is contained in this system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p><p>Requests should contain individual’s full name, Social Security Number (SSN), current address, telephone number, and provide a reasonable description.
</p><p><b>Contesting Record Procedures:
</b></p><p>The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications and Legislative Liaison, 6760 E. Irvington Place, Denver, CO 80279-8000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual and the U.S. Navy.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.</p></xhtmlContent></subsection></section>
<section id="LDIA 005" toc="yes">
<systemNumber>LDIA 005</systemNumber>
<subsection type="systemName">Personnel Management Information System (February 22, 1993, 58 FR 10613).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records contained in this system of records have been migrated into Defense Intelligence Agency’s LDIA 05-0001, Human Resources Management System (HRMS).
</p></xhtmlContent></subsection></section>
<section id="LDIA 008" toc="yes">
<systemNumber>LDIA 008</systemNumber>

<subsection type="systemName">Vehicle Registration Information (June 5, 1993, 71 FR 32320).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records contained in this system are maintained in F031 AF SP K Vehicle Administrative Records. DIA is a tenant organization on Bolling Air Force Base. DoD decals are maintained by the Chief of Security Police on Bolling and subsequently issued to agency for distribution.
</p></xhtmlContent></subsection></section>
<section id="LDIA 010" toc="yes">
<systemNumber>LDIA 010</systemNumber>
<subsection type="systemName">Information Requests-Freedom of Information Act (FOIA) and Privacy Act.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All persons who have requested documents under the provisions of the Freedom of Information Act (FOIA) and Privacy Act; individuals whose requests and/or records have been processed under FOIA and Privacy Act along with attorneys representing individuals making such requests.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, address and telephone number of the person making the request and/or their representatives, and case number. Records include forms, documents and correspondence providing information created or compiled in response to FOIA and Privacy Act requests, and include responses, all related memorandums, correspondence, notes, and supported documentation along with copies of the requested records.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 552, Freedom of Information Act (FOIA); 5 U.S.C. 552a, The Privacy Act of 1974, as amended; Department of Defense (DoD) Directive 5400.07-R, DoD Freedom of Information Act (FOIA) Program; DoD 5400.11-R, DoD Privacy Program; Defense Intelligence Agency Instruction (DIAI) 5400.002, DIA FOIA Program; DIAI 5400-11R, DIA Privacy Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system will manage records generated as a result of FOIA and Privacy Act requests. Information is used to meet regulatory requirements of the FOIA and Privacy Acts and to provide documentation in response to requests from the public sector for information, which is originated by or contained in the files of the Defense Intelligence Agency. To provide information for compiling reports required by public disclosure statutes and to assist the Department of Justice in preparation of the Agency’s defense in any law suit arising under these statutes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the Department of Justice for litigation purposes.
</p><p>The DoD `Blanket Routine Uses’ set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By last name and case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened, and cleared on a need-to-know basis in the performance of their duties. Passwords and user IDs control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Privacy Act Request Files destroy 2 years after date of reply. Requests not appealed, destroy 5 years after date of reply. Requests appealed, destroy as authorized under Privacy Act Amendment Case Files. Files maintained for control purposes in responding to requests, including registers and similar records listing date, nature, and purpose of request and name and address of requester; destroy 6 years after date of last entry. Other files destroy 6 years after final action by the Agency or after final adjudication by courts, whichever is later.
</p><p>Electronic files are deleted from the data base, paper files are destroyed by shredding or burning.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Freedom of Information and Declassification Services Branch, Defense Intelligence Agency 200 McDill Blvd., Washington, DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves, contained in this system of records, should address written inquiries to the DIA Freedom of Information Office (DAN-1A), 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program"; 32 CFR part 319--Defense Intelligence Agency Privacy Program; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual requesters, attorneys representing individuals making such requests, the Defense Intelligence Agency, and other federal government officials.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>During the course of FOIA and or Privacy Act action, exempt materials from other systems of records may in turn become part of the case records in this system. To the extent that copies of exempt records from those ‘other’ systems of records become part of this correspondence case record, the Defense Intelligence Agency hereby claims the same exemptions for the records from those `other’ systems when they become part of this system, as claimed for the original primary systems of records that they are a part.
</p><p>Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent such provisions have been identified and an exemption claimed for the original record and the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, to preserve the confidentiality and integrity of Federal testing materials, and to safeguard evaluation materials used for military promotions when furnished by a confidential source. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a.
</p></xhtmlContent></subsection></section>
<section id="LDIA 10-0001" toc="yes">
<systemNumber>LDIA 10-0001</systemNumber>
<subsection type="systemName">Equal Opportunity, Diversity and Alternate Dispute Resolution Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Blvd, Washington, DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD civilians, military and contractors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), case numbers of records relating to the Equal Opportunity (EO) program, Alternate Dispute Resolution (ADR) and Reasonable Accommodation (RA) cases as well as General Counsel litigation records specifically related to EO, ADR, and RA cases.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>DoD Directive 1020.02, Diversity Management and Equal Opportunity; DoD Directive 5145.5, Alternate Dispute Resolution and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To manage the equal opportunity program files, alternate dispute resolution files, and reasonable accommodation case files.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records or information contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552(b)(3) as follows:
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By last name, Social Security Number (SSN) and/or case file number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Equal Opportunity Records--Temporary, destroy 4 years after resolution of case.
</p><p>Alternate Dispute Resolution Records--Temporary, destroy 3 years after settlement is implemented or case is discontinued.
</p><p>Reasonable Accommodation Records--Temporary, destroy 3 years after employee separation from the Agency, or all appeals have been concluded whichever is later.
</p><p>Electronic records are deleted by the system; paper records are destroyed by shredding, burning or pulping.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>DSS 2-C, Defense Intelligence Agency, 200 McDill Blvd, Washington, DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Act Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd, Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, telephone number and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves, contained in this system of records, should address written inquiries to the DIA Freedom of Information Act Office, Defense Intelligence Agency (DAN-1A), 200 MacDill Blvd, Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, telephone number and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program"; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>By individuals.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a (j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or which he would otherwise be eligible, as a result of maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. This exemption provides limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 319. For more information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="LDIA 10-0002" toc="yes">
<systemNumber>LDIA 10-0002</systemNumber>
<subsection type="systemName">Foreign Intelligence and Counterintelligence Operation Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals involved in, or of interest to, DoD intelligence, counterintelligence, counterterrorism and counter-narcotic operations or analytical projects as well as individuals involved in foreign intelligence and/or training activities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Categories of records include identifying information such as name, Social Security Number (SSN), address, citizenship documentation, biometric data, passport number, vehicle identification number, and vehicle/vessel license data. Records relating to the management and coordination of DoD counterintelligence systems and activities. Records relating to analytical, operational, biographic, policy, management, training, administrative matters and operational support related to DoD counterintelligence, force protection, critical infrastructure protection, research and technology protection, threat analysis, counter-narcotics and risk assessments. Records relating to the architecture and operation of DoD counterintelligence information systems. Reports of investigation, collection, statements of individuals, affidavits, correspondence, and other documentation pertaining to investigative or analytical efforts by DoD and other U.S. government agencies to identify or counter foreign intelligence and terrorist threats to the DoD and the United States. The system of records includes ad hoc or temporary databases established to support particular investigations, task forces, or analytical projects.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947; Executive Order 12333, United States Intelligence Activities; 50 U.S.C. 401, The Foreign Intelligence Surveillance Act of 1978; Directive Type Memo (DTM) 08-032, Establishment of the Defense Counter Intelligence and Human Intelligence Center; DoD Directive 5240.1, United States Intelligence Activities; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To document intelligence, counterintelligence, counterterrorism and counter-narcotic operations relating to the protection of national security, DoD personnel, facilities and equipment, to include information systems.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974 records contained therein may specifically be disclosed outside the Department of Defense (DoD) as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To Federal, State, local, and tribal agencies for the purpose of law enforcement, counterterrorism, counterintelligence, counter-narcotic activities and homeland security as authorized by U.S. Law or Executive Order, or for the purpose of protecting the territory, people and interests of the United States of America against breaches of security related to DoD controlled information or facilities and against terrorist activities.
</p><p>The DoD `Blanket Routine Uses’ set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, Social Security Number (SSN), citizenship documentation, biometric data, passport number, vehicle/vessel license data and records.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Production Records: Temporary--Cutoff annually; hold 2 years; transfer to the Washington National Records Center (WNRC); destroy when records are 10 years old.
</p><p>Intelligence Reports: Permanent--Cutoff annually, hold 3 years, transfer to WNRC. Retire to the National Archives when 35-40 years old.
</p><p>Intelligence Products: Permanent--Cutoff annually, hold 3 years, transfer to WNRC. Retire to the National Archives when 35-40 years old.
</p><p>Intelligence Collection Records: Temporary--Cutoff annually and destroy.
</p><p>Intelligence Data Base Records: Temporary--Destroy when no longer needed for current operations.
</p><p>Paper records are destroyed by shredding, pulping, or burning; electronic records are erased from the data base.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Public Affairs Officer, Office for Congressional and Public Affairs, Defense Intelligence Agency, 200 MacDill Blvd., Washington DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Act Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DIA Freedom of Information Act Office, Defense Intelligence Agency (DAN-1A), 200 MacDill Blvd., Washington, DC 20340-0001.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program"; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Federal, state, local, and tribal entities, foreign intelligence agencies, educational and research institutions, foreign governments and open source literature.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or which he would otherwise be eligible, as a result of maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. This exemption provides limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 319.
</p></xhtmlContent></subsection></section>
<section id="LDIA 10-0004" toc="yes">
<systemNumber>LDIA 10-0004</systemNumber>
<subsection type="systemName">Occupational, Safety, Health, and Environmental Management Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DIA civilians, military, and contractors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), and date of birth. Records relating to illness or injury regarding occupational safety, and environmental issues or accidents.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>29 CFR part 1904, Recording and Reportable Injury or Illness; 29 CFR part 1960, Basic Program Elements for Federal Employees Occupational, Safety, and Health Programs and Related Matters; DoDI 6055.7, Accident Investigation, Reporting, and Record Keeping; and E.O. 9397, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system will manage occupational, safety, health, and environmental management case files.
Information is used to comply with accident/incident reporting and/or investigation and to identify and correct known or potential
hazards in order to facilitate prevention programs.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 Department of Defense as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD `Blanket Routine Uses’ set forth at the beginning of the Defense Intelligence Agency’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and electronic records.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By last name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are kept for 5 years and then destroyed. Paper records are authorized for destruction in accordance with agency destruction methods and include, shredding, pulping or burning. The electronic record is deleted from this system from which it is housed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Occupational, Safety, Health, and Environmental Office, Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
system of records should address written inquiries to the DIA Freedom of Information Act Office (DAN-1A), Defense Intelligence
Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p><p>Request should contain the individuals’ full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should
address written inquiries to the Freedom of Information Act Office (DAN-1A/FOIA), Defense Intelligence Agency, 200 MacDill Blvd.,
Washington, DC 20340-0001.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents, and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program"; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals, agency and other government officials.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the
scope of subsection 5 U.S.C 552a (j)(2), may be exempt pursuant to 5 U.S.C 552 (k)(2). However, if an individual is denied any right,
privilege, or benefit for which he would otherwise be entitled by Federal law or which he would otherwise be eligible, as a result of
maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would
reveal the identity of a confidential source. This exemption provides limited protection of investigative reports maintained in a
system of records used in personnel or administrative actions.
</p><p>(k)(5) Investigatory material complied solely for the purpose of determining suitability, eligibility, or qualifications for Federal
civilian employment, military service, Federal contracts, or access to classified information but only to the extent such material
would reveal the identity of a confidential source.
</p><p>An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C 553 (b)(1),(2), and (3), (c)
and (e) and published in 32 CFR part 319.
</p></xhtmlContent></subsection></section>
<section id="LDIA 10-0011" toc="yes">
<systemNumber>LDIA 10-0011</systemNumber>
<subsection type="systemName">Student Information Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, Washington, DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former civilian and military members as students of the
National Intelligence University.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, date of birth and Social Security Number (SSN), address, telephone number; information pertaining to personnel, past, present and projected assignments, educational background, academic/fitness reports, letters of course completion, rosters, grades and academic transcripts.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>DoD Instruction 3305.01, National Intelligence University, 10 U.S.C.
2161, Joint Military Intelligence College: Academic degrees; American Association of Collegiate Registrars and
Admissions Officer, and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This information is collected to provide data for managing the student
population at the National Intelligence University and for historical documentation.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By last name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled
screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to
individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties.
Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and
detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for
servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>President, National Intelligence University, 200 MacDill Blvd.,
Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves
is contained in this system of records should address written inquiries to the Freedom of Information Act
Office (DAN-1A/FOIA), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p><p>Individual should provide their full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in
this system should address written inquiries to the Freedom of Information Act Office (DAN-1A/FOIA),
Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p><p>Individual should provide their full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIAs rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, military service component, educational institutions, previous employees and other Federal agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 10-0014" toc="yes">
<systemNumber>LDIA 10-0014</systemNumber>
<subsection type="systemName">Employee Grievance Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, Washington, DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former civilian employees of DIA who have submitted grievances in accordance with DIA Regulation 22-23 "Civilian Personnel Administration Manual--DIA Employee Grievance System."
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Files contain all records and documents relating to grievances filed by Agency employees to include statements of witnesses, reports of interviews and hearings and examiner’s findings, recommendations, decisions and related correspondence or exhibits.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency’s Director with the responsibility for the maintenance of necessary and appropriate records.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To record all information collected in the course of a formal grievance including statements, findings, exhibits, recommendations and decisions.
</p><p>Files may be used as part of subsequent administrative or judicial proceedings concerning central or peripheral issues.
</p><p>To disclose information to any source from which additional information is requested in the course of processing a grievance to the extent necessary to identify the individual, inform the source of the purpose(s) of the request and identify the type of information requested; to another Federal agency or to a court when the Government is party to a judicial proceeding before the court; by the Agency in the production of summary descriptive statistics, analytical studies and training in support of the function for which the records are collected and maintained or for related work force studies; to officials of the Merit Systems Protection Board, or the Equal Employment Opportunity Commission when requested in performance of their authorized duties; to disclose in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The "Blanket Routine Uses" set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronically in a database.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Alphabetically by surname of individual or specific types of grievances.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a building protected by security
guards and are stored in vaults, safes or locked cabinets and
are accessible only to authorized personnel who are properly
screened, cleared and trained in the protection of privacy
information.
Electronic records are maintained on a classified
and password protected system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Record is destroyed 6 years and 3 months after closing of the
case.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director for Human Capital, ATTN: HCH, Defense
Intelligence Agency, Washington, DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the Freedom of Information Act Office (DAN-1A/FOIA), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Individual should provide their full name, current address,
telephone number and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and
appealing initial agency determinations are published in DIA
Regulation 12-12 "Defense Intelligence Agency Privacy Program";
32 CFR part 319--Defense Intelligence Agency Privacy Program; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>By the individual, testimony of witnesses, Agency officials and from related correspondence from organizations or persons.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 10-0015" toc="yes">
<systemNumber>LDIA 10-0015</systemNumber>
<subsection type="systemName">Biographic Sketch (February 22, 1993, 58 FR 10613).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Information no longer collected or maintained. Records have been destroyed.
</p></xhtmlContent></subsection></section>
<section id="LDIA 0140" toc="yes">
<systemNumber>LDIA 0140</systemNumber>
<subsection type="systemName">Passports and Visas.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian employees, active duty military assignees and contractors assigned to DIA who require a passport or Visa for official travel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, address, phone number, place of birth, date of birth, Social Security Number (SSN), full address, hair color, eye color, height, weight, parents names, parents dates of birth, parents places of birth, employer and emergency contact as required by the U.S. Department of State for obtaining passports, passports themselves and visa applications.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DoD 1000.21-R, Passport Agent Services Regulation; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is collected to obtain and for safekeeping of official passports until needed for travel and to obtain necessary visas from appropriate Embassies; to notify individuals to reapply when passports expire and to return passports to the Department of State upon departure of the individual from DIA.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual’s last name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Passports are returned to Department of State upon departure of the individual from DIA. Copies of forms and applications are destroyed by shredding or burning. Original forms are property of the U.S. Department of State.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Operations Management Branch, Attn: DAL-2B, Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Freedom of Information Act Office (DAN-1A/FOIA), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001. Individuals should provide their full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Freedom of Information Act Office (DAN-1A/FOIA), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p><p>Individuals should provide their full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program" or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual applicant; Department of State, Passport Office; and Embassies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 0150" toc="yes">
<systemNumber>LDIA 0150</systemNumber>
<subsection type="systemName">Official Traveler Profile (February 22, 1993, 58 FR 10613).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Defense Intelligence Agency maintains these records under a Government-wide Privacy Act system of records notice, GSA/GOVT-4, Contracted Travel Services Program published in the Federal Register on December 20, 2004, at 69 FR 75980.
</p></xhtmlContent></subsection></section>
<section id="LDIA 0209" toc="yes">
<systemNumber>LDIA 0209</systemNumber>
<subsection type="systemName">Litigation Case Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Federal employees, military service members, contractors and their affiliates and persons not associated with the Federal Government who are litigants or claimants; to include their representatives.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individuals name, Social Security Number (SSN), work location, personal contact information such as name, telephone number, home address, and email address. Place, and date of birth, financial data, citizenship, security clearance records, and employment records. Records include case files documenting the nature, course, and outcome of litigation involving the agency. These types of documents may include court pleadings and orders, opinions, depositions, transcripts, affidavits, exhibits, and documents related to discovery and evidence.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>28 U.S.C. 1346(b); Federal Tort Claims Act, and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system will manage files pertaining to litigation concerning agency civilian, military and contractor personnel as well as persons not associated with the Federal Government who are litigants or claimants.
</p><p>Information is used to meet regulatory requirements and to support various legal-related activities associated with the Defense Intelligence Agency, the Department of Justice, the Office of Personnel Management and the Military Services or adjudicative agencies of the U.S. Government as may be necessary or required in the disposition of an individual case.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The "Blanket Routine Uses" set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By last name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened, and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Inactive Litigation: Judicially contested Freedom of Information Act (FOIA) and Privacy Act files transfer to the Washington National Records Center (WNRC) and destroy 10 years after the date of transfer. All other inactive ligation case files: Permanent; disposition pending approval by the National Archives and Records Administration.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Executive Assistant, Office of the General Counsel, Defense Intelligence Agency, 200 Mac Dill Blvd., Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Act Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records, should address written inquiries to the DIA Freedom of Information Act Office, Defense Intelligence Agency (DAN-1A), 200 MacDill Blvd., Washington, DC 20340-0001.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program"; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Agency and other government officials, corporations, individuals and public records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a (j)(2), may be exempt pursuant to 5 U.S.C 552 (k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or which he would otherwise be eligible, as a result of maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. This exemption provides limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>Exempt materials from other systems of records may in turn become part of the case records in this system. To the extent that copies of exempt records from those ``other’’ systems of records are entered into this case record, the Defense Intelligence Agency hereby claims the same exemptions for the records from those "other" systems that are entered into this system, as claimed for the original primary systems of records, which they are a part.
</p><p>An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2) and (3) (c) and (e) and it published at 32 CFR part 319.
</p></xhtmlContent></subsection></section>
<section id="LDIA 0271" toc="yes">
<systemNumber>LDIA 0271</systemNumber>
<subsection type="systemName">Investigation and Complaints.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency,600 MacDill Blvd., Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former civilian, military, or contract personnel and members of the public who file
a complaint or who are the subject of an investigation conducted by the agency.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), date of birth, place of birth, telephone number and address
if applicable along with documents relating to the organization, planning and execution of audits, inspections, or
investigations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; Public Law 95-452, the Inspector General Act of 1978; DoD Instructions 5106.3, Inspector General, DoD Inspection Program; DIA Manual 40-1, Investigations, Audits and Inspections--IG Activities; and EO 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is collected to promote the economy, efficiency and effectiveness of Defense
Intelligence Agency programs, functions and operations, and to prevent and detect fraud, waste and abuse. To conduct audits,
inspections, investigations, intelligence oversight and workforce assistance.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosure 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:
</p><p>The ‘Blanket Routine Uses’ set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronically in a database.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed by subject matter and case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Electronic rerecords are maintained on a classified and passwork protected system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are held in current files for 5 years after completion and adjudication of all actions and retired to the Washington National Records Center. Investigations will be offered to the National Archives and complaints destroyed when 20 years old.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Inspector General’s Office, Defense Intelligence Agency, Washington, DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Freedom of Information Act Office (DAN-1A/FOTA), Defense Intelligence Agency, 200 MacDill Blvd, Washington DC 20340-5100.
</p><p>Individual should provide their full name, current address, telephone number and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Act Office (DAN-1A/FOIA), Defense Intelligence AGency, 200 MacDill Blvd, Washington, DC 20340-5100.
</p><p>Individuals should provide their full name, current address, telephone number and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12 "Defense Intelligence Agency Privacy Program"; 32 CFR part 315--Defense Intelligence Agency Privacy Program; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Personal interviews, personal history statements, abstracts or copies of pertinent medical records, abstracts from personnel records, results of tests, physician’s notes, observations from employee’s behavior, related notes, papers from counselors and/or clinical directors.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Part of this system may be exempt under 5 U.S.C. 552s(k)(2), (k)(5), or (k)(7), as applicable.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 319. For more information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="LDIA 0275" toc="yes">
<systemNumber>LDIA 0275</systemNumber>

<subsection type="systemName">DoD Hotline Referrals (February 22, 1993, 58 FR 10613).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: 
The records contained in this system of records have been migrated into LDIA 0271, Investigations and Complaints (July 19, 2006, 71 FR 41006).
</p></xhtmlContent></subsection></section>
<section id="LDIA 0335" toc="yes">
<systemNumber>LDIA 0335</systemNumber>
<subsection type="systemName">Alcohol and Drug Abuse Reporting Program (February 22, 1993, 58 FR 10613).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records contained in this system of records have been migrated into the Employee Assistance Program Case Records (EAP), an approved DIA SORN (LDIA 06-0001).
</p></xhtmlContent></subsection></section>
<section id="LDIA 0435" toc="yes">
<systemNumber>LDIA 0435</systemNumber>
<subsection type="systemName">DIA Military Recognition and Awards Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Military personnel recommended for recognition or awards while assigned or attached to DIA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Full name, rank, service affiliation, and Social Security Number (SSN) of individual, supporting documents for the awards nomination and the results of actions or recommendations of endorsing and approving officials for recognition and awards.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 1125, Recognition for Accomplishments: award of trophies; Department of Defense Manual 1348.33, Volumes 1, 2, 3, Manual of Military Decorations; Defense Intelligence Agency Instruction 1348.001, Military Personnel Awards; Defense Intelligence Agency Instruction 1305.001, Military Quarterly and Annual Recognition Program; Army Regulation 600-8-22, Military Awards; SECNAV Inst 1650.1H, Navy and Military Awards Instruction; Air Force Instruction 36-2803, Air Force Awards and Decorations Program; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is collected and submitted to determine eligibility for recognition, awards, and decorations to individuals and units while assigned or attached to the DIA. Information is required for preparation of orders for award citation and inclusion in individual’s Service record. Records are used to obtain the approval for the awarding of the decoration, for the compilation of required statistical data and provided to the Military departments when appropriate.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The ‘Blanket Routine Uses’ set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By last name of individual and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Temporary Records: Award citations and accompanying records are maintained for 3 years then retired to the Washington National Records Center where they are destroyed when 15 years old. The records are destroyed by shredding/erasure. Justification for the award records are maintained for 3 years within DIA and then destroyed by shredding or deleting from database.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director for Human Capital, ATTN: Military Awards, Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Freedom of Information Act Office (DAN-1A/FOIA), Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.
</p><p>The individual should provide their full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Act Office (DAN-1A/FOIA), Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.
</p><p>The individual should provide their full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400-001 Defense Intelligence Agency Privacy Program; 32 CFR part 319 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals, Agency officials, parent service and personnel records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 0450" toc="yes">
<systemNumber>LDIA 0450</systemNumber>
<subsection type="systemName">Drug Testing Program Files
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC
20340-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian employees and applicants for employment with the Defense Intelligence
Agency.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, specimen identification number, truncated Social Security Number (SSN) and
records relating to testing plans, procedures, selection/scheduling records, records relating to the collection and
handling of specimens, chain of custody records and test results.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>E.O. 12564, Federal Drug Free Workplace; DoD Directive 1010.9 Civilian Employee
Drug Abuse Testing Program; DIA Instruction 1015.001, Drug Free Workplace Program and E.O. 9397 (SSN), as amended.
</p><p><b>PURPOSE(S):
</b></p><p>The system is used to maintain records relating to the implementation of the Drug
Testing Program; administration, selection, notification and testing of DIA employees and applicants for
employment.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of
the Privacy Act of 1974, as amended, 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:
</p><p>The DoD Blanket Routine Uses set forth at the beginning of the DIA’s compilation of systems of records notices may
apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Test results are retrieved by last name and/or last five digits of the Social Security Number (SSN) and specimen identification number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and user IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records relating to specific cases are destroyed two years after close of case.
Records relating to selection, scheduling, unaccepted applicants, negative results, and other supporting data are
maintained for three years after end of event, or end of employment. Records related to administration or program
planning are destroyed after three years or when superseded or obsolete. Paper records are shredded or burned, electronic
records are deleted from the system.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Office of Employee Assistance, Defense Intelligence Agency 200 MacDill
Blvd., Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is
contained in this system of records should address written inquiries to the DIA Freedom of Information Office
(DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this
system of records should address written inquiries to the DIA Freedom of Information Office (DAN-1A), 200 MacDill
Blvd., Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial
agency determinations are published in DIA Instruction 5400.001, Defense Intelligence Agency Privacy Program; or may be
obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual test subject, medical review certifying officer, administrative personnel and others on a case-by-case basis.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 0480" toc="yes">
<systemNumber>LDIA 0480</systemNumber>

<subsection type="systemName">Reserve Training Records (February 22, 1993, 58 FR 10613).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records contained in this system of records have been migrated into Human Resources Management System (HRMS); another approved DIA SORN (LDIA 05-0001). Records of personnel no longer in the system have been turned over to the NARA.
</p></xhtmlContent></subsection></section>
<section id="LDIA 0590" toc="yes">
<systemNumber>LDIA 0590</systemNumber>
<subsection type="systemName">Defense Intelligence Special Career Automated System (DISCAS) (February 22, 1993, 58 FR 10613).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records are maintained in Defense Intelligence Agency’s LDIA 05-0001, Human Resources Management System (HRMS) published in the Federal Register on November 25, 2005 at 70 FR 71099.
</p></xhtmlContent></subsection></section>
<section id="LDIA 0660" toc="yes">
<systemNumber>LDIA 0660</systemNumber>

<subsection type="systemName">Security and Counterintelligence Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20304-5100.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former Defense Intelligence Agency (DIA) civilian, military and contractor personnel, nominees for employment with DIA, all persons with access to DIA facilities and infrastructure, all persons under the security cognizance of DIA. Persons about whom other U.S. government agencies have requested investigative assistance from DIA as part of lawful investigations by their agency. Individuals identified as the result of an administrative, security and/or investigative function who could pose a threat to DIA operations, data, personnel, facilities and systems.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Personnel: Name, date and place of birth, Social Security Number (SSN), gender, race, home address, family and dependent information, biometric data, medical/psychological information, financial, employment, training records, test results and education history, statements of personal history.
</p><p>Administrative: Case control number, forms, documents and correspondence relating to security files, personnel security, investigative and employment records, personnel security functions, nomination notices, indoctrination/debriefing memoranda, secrecy and nondisclosure agreements, certificates of clearance.
</p><p>Adjudication memoranda and supporting documentation, in-house investigations, security violations, security threats and incidents, investigations and inquiries of criminal and counterintelligence matters, investigative referrals, counterintelligence reporting, foreign travel, foreign contacts, identification badge records, retrieval indices, clearance status records, facility and access control records.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947; E.O. 12333, United States Intelligence Activities; DoDD 5105.21, Defense Intelligence Agency; DoDI 5240.06, Counterintelligence Awareness, Briefing, and Reporting Programs; DoDI 5200.08, Security of DoD Installations and Resources; DoD 5200.2.R, Personnel Security Program; DIA Directive 3020.400, DIA Critical Infrastructure Program; Intelligence Community Directive (ICD) 704, Personnel Security Standards and Procedures Governing Eligibility for Access to Special Compartmented Information and other Controlled Access Program Information; DIA Manual 50-8, Personnel Security Program; DIA Manual 50-14, Security Investigations; DIA Regulation 50-17, Reporting Foreign Contact and Foreign Travel; DIA Instruction 5200.002, Credibility Assessment Program and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system will manage records used to accomplish security and counterintelligence functions. Information is used to comply with regulatory requirements related to initial and continued employment, to determine eligibility for access to classified information, to protect the agency’s operations, data, personnel, facilities and systems (by using administrative, security and investigative functions to detect actual or potential threats and risks)and to document training and education.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Information may be disclosed to other Federal agencies, state and local governments, as may have an official need for such information and agree to apply appropriate safeguards to protect the data in a manner consistent with the conditions or expectations under which the information was provided, collected or obtained.
</p><p>The DoD ‘Blanket Routine Uses’ set forth at the beginning of the Defense Intelligence Agency’s compilation of systems records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By last name, Social Security Number (SSN), and applicable case control number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Security Files: Personnel Security Records. Case files documenting the processing of investigations on Federal employees or applicants for Federal employment, whether or not a security clearance is granted, and other persons, such as those performing work for a Federal agency under contract, who require an approval before having access to Government facilities or to sensitive data. These files include questionnaires, summaries of reports prepared by the investigating agency, and other records reflecting the processing of the investigation and the status of the clearance, exclusive of copies of investigative reports furnished by the investigating agency. Temporary-Destroy upon notification of death or 5 years after separation or transfer of employee or no later than 5 years after contract relationship expires.
</p><p>Security Files: Polygraph examinations, favorable examinations; Temporary-Destroy 90 days.
</p><p>Unfavorable Examinations; examinations considered as part of an investigation action necessary for security adjudicative purposes and includes the Medical/Psychiatric Condition Statement-Temporary-Destroy when 15 years old.
</p><p>Medical and Psychiatric Condition Statement (Favorable), Temporary-Destroy when 1 year old; (Unfavorable), Temporary-Destroy when 15 years old.
</p><p>Examinations considered records of major significance, congressional interest, national security or upon which significant action was taken (trial, courts-martial, employment termination). PERMANENT--Offer to National Archives and Records Administration (NARA) when 25-30 years old. Final disposition determinations of individual cases are made by NARA.
</p><p>Security Violations: Temporary--Destroy 5 years after close of case. Files referred for prosecution determination; Temporary--Destroy 3 years after close of case.
</p><p>Orientation and Training: Temporary--Destroy when no longer required for current operations (documents reflecting training, security orientation, and compliance with security regulations).
</p><p>Non-Disclosure Agreements: Temporary--Destroy when 70 years old.
</p><p>Logs and Registers: Temporary--Destroy 2 years after final entry.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Counterintelligence and Security Office, Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Office (FAC-2A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves, contained in this system of records, should address written inquiries to the DIA Freedom of Information Office (FAC-2A), 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program"; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subject individuals, agency and other government officials as well as open source information.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or which he would otherwise be eligible, as a result of maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. This exemption provides limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>(k)(5) Investigatory material complied solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information but only to the extent such material would reveal the identity of a confidential source.
</p><p>(k)(6) Testing or examination material used to determine individual qualifications for appointment or promotion in the Federal or military service, if the disclosure of such material would compromise the objectivity or fairness of the test or examination process.
</p><p>An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553 (b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 319.
</p></xhtmlContent></subsection></section>
<section id="LDIA 0800" toc="yes">
<systemNumber>LDIA 0800</systemNumber>
<subsection type="systemName">Operation Record System (June 5, 2006, 71 FR 32317).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records contained in this system of records have been incorporated into LDIA 10-0002, Foreign Intelligence and Counterintelligence Operation Records (June 15, 2010, 75 FR 33791).
</p></xhtmlContent></subsection></section>
<section id="LDIA 0813" toc="yes">
<systemNumber>LDIA 0813</systemNumber>
<subsection type="systemName">Bibliographic Data Index (February 22, 1993, 58 FR 10613).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Information no longer collected or maintained. Records have been destroyed and the permanent records were retired to the Washington National Records Center.
</p></xhtmlContent></subsection></section>
<section id="LDIA 0900" toc="yes">
<systemNumber>LDIA 0900</systemNumber>

<subsection type="systemName">Accounts Receivable, Indebtedness and Claims.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, Washington, DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former Defense Intelligence Agency civilian and contract employees, military assignees and other individuals regarding payments, indebtedness and claims to the Defense Intelligence Agency.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), current address and telephone number, place and date of birth; financial records such as payments, indebtedness, claims, bills, checks, statements of loss or damages, receipts, investigative and court records, financial statements, credit reports, financial statements; time and attendance records and leave and earnings statements.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 5512, Withholding Pay and Indebtedness; 5 U.S.C. 5513, Withholding Pay-Credit disallowed or charge raised for payment; 5 U.S.C. 5514, Installment Deduction For Indebtedness to the U.S; 5 U.S.C. 5584, Claims for Overpayment of Pay, Allowances and of Travel, Transportation and Relocation Expenses and Allowances; 5 U.S.C. 5705, Advancements and Deductions; 10 U.S.C. 2274, Space Surveillance Network; 31 U.S.C. 3322, Disbursing Official; 31 U.S.C. 3527, General Authority to Issue Checks; 31 U.S.C. 3702, Authority to Settle Claims; 31 U.S.C. 3711, Collection and Compromise; 31 U.S.C. 3716, Administrative Offset; 31 U.S.C. 3717, Interest and Penalty on Claims; 31 U.S.C. 3718, Contracts for Collection Services; 40 U.S.C. 705, Handling of Proceeds from Disposal; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system will manage records used in cases regarding claims, payments and indebtedness associated with the Defense Intelligence Agency. Information is used to comply with regulatory requirements and to facilitate collections and/or payments.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Last name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Temporary; Cut off each Fiscal Year (FY). Hold 1 year in current files area and transfer to Washington National Records Center, destroy 6 years and 3 months after period covered by account. Electronic Records are deleted from the database, paper records are destroyed by shredding or burning.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Financial Policy, Financial Operations and Managerial Accounting Branch, Defense Intelligence Agency, 600 MacDill Blvd. Washington, DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Office (FAC-2A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves, contained in this system of records, should address written inquiries to the DIA Freedom of Information Office (FAC-2A), 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 ‘Defense Intelligence Agency Privacy Program’; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals; DoD and other Federal, state and local financial records systems; financial, educational and medical institutions; and open source information, such as property tax records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>During the course of Accounts Receivable, Indebtedness and Claims actions, exempt materials from other systems of records may in turn become part of the case records in this system. To the extent that copies of exempt records from those ‘other’ systems of records are entered into this correspondence case record, the Defense Intelligence Agency hereby claims the same exemptions for the records from those ‘other’ systems that are entered into this system, as claimed for the original primary systems of records which they are a part.
</p><p>Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent such provisions have been identified and an exemption claimed for the original record and the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, to preserve the confidentiality and integrity of Federal testing materials, and to safeguard evaluation materials used for military promotions when furnished by a confidential source. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C 553 (b)(1),(2), and (3), (c) and (e) and published in 32 CFR part 319.
</p></xhtmlContent></subsection></section>
<section id="LDIA 05-001" toc="yes">
<systemNumber>LDIA 05-001</systemNumber>
<subsection type="systemName">Human Resources Management System (HRMS) (August 19, 2009; 74 FR 41874).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records collected and maintained in this system are covered under OPM/GOVT-1, General Personnel Records (June 19, 2006; 71 FR 35342) and OPM/GOVT-5, Recruiting, Examining, and Placement Records (June 19, 2006; 71 FR 35351).
</p></xhtmlContent></subsection></section>

<section id="LDIA 05-0002" toc="yes">
<systemNumber>LDIA 05-0002</systemNumber>
<subsection type="systemName">Retiree Database (February 27, 2007, 72 FR 8699).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records contained in this system of records have been incorporated into LDIA 10-0002, Foreign Intelligence and Counterintelligence Operation Records.
</p></xhtmlContent></subsection></section>
<section id="LDIA 05-0003" toc="yes">
<systemNumber>LDIA 05-0003</systemNumber>
<subsection type="systemName">Joint Intelligence Virtual University (JIVU II).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p><p><i>Secondary location:
</i></p><p>Defense Intelligence Agency, Washington, DC 20340.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Federal employees, contractors and active duty service members who access the Joint Intelligence Virtual University (JIVU II) in order to facilitate a training requirement.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>All records in this system of records contain identifying information: Name, Social Security Number (SSN), Employee Identification Number (EIN), email address and organization. Records include training and education material on subject individuals that are necessary to achieve Agency and Intelligence Community missions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. Chapter 41, Training; E.O. 11348, Training and Development Policy, as amended; DoDI 3305.2, DoD General Intelligence Training; DIA 1025.200, Training of Defense Intelligence Personnel; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to ensure Federal employees, contractors and active duty service members attain the knowledge and skills necessary to achieve Agency and Intelligence Community missions through a Web-based training environment and to link such training to the user’s personnel records.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the Defense Intelligence Agency’s compilation of systems records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By last name, EIN or SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Temporary records-destroy when 5 years old or when superseded or obsolete, whichever is sooner. Electronic records are deleted from the system.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Function Lead, Joint Virtual Intelligence University (JIVU), Directorate for Human Capital, Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves, contained in this system of records, should address written inquiries to the DIA Freedom of Information Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program"; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Agency officials, employees, educational institutions, military organizations and other Government officials.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 05-0004" toc="yes">
<systemNumber>LDIA 05-0004</systemNumber>
<subsection type="systemName">AVUE Technologies Position Management, Recruitment, Retention and Staffing Module (PMRRS) (June 14, 2006, 71 FR 34317)
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Information is no longer collected or maintained by AVUE (Contractor). The information collected is being maintained in a system of records notice LDIA 05-0001, Human Resources Management System (HRMS) (November 25, 2005, 70 FR 71099).
</p></xhtmlContent></subsection></section>
<section id="LDIA 06-0001" toc="yes">
<systemNumber>LDIA 05-0001</systemNumber>
<subsection type="systemName">Employee Assistance Program (EAP) Case Records
</subsection>
<subsection type="systemLocation"><xhtmlContent><p><i>Primary location:</i> Defense Intelligence Agency (DIA), 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p><i>Secondary location:</i> Missile Space Intelligence Command (MSIC), 4545 Fowler Road, Redstone Arsenal, AL 35898-5500.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian employees, military assignees, retirees, and family members who are actively utilizing EAP services.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records maintained include individual’s name, gender, marital status, birth date, questionnaires, medical treatment, correspondence with personal physicians and practitioners, results of psychological assessments and interviews, psychiatric examination results and related reports, re-disclosure forms, and referral information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; E.O. 12564, Drug-free Federal Workplace; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To facilitate and record treatment on employees seeking counseling or referral services. To assist with planning and coordinating health care; to compile statistical data, conduct research, aid in preventive health programs, teach, evaluate care rendered, and determine professional certification and facility accreditation.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 Department of Defense as a routine use pursuant to 5 U.S.C 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the Defense Intelligence Agency’s compilation of systems of records notices apply to this system.
</p><p><i>Note:</i> Records of identity, diagnosis, prognosis or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, requested, or directly of indirectly assisted by any department or agency of the United States, shall, except as provided herein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. These statutes take precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the report pertains. The "Blanket Routine Uses" that appear the beginning of DIA’s compilation of systems of records notices do not apply to these records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records are in file folders in locked cabinets.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By last name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Secured, limited access offices and locked file cabinets. Records are accessible only to authorized personnel and must be returned by the end of day. Files are maintained in locked cabinets unless they are in use. Original signature release forms are required to disclose any information to a third party.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending. No records will be destroyed until the National Archives and Records Administration has approved the retention and disposal of the records.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Office of Employee Assistance HCH-EAP, Defense Intelligence Agency 200 MacDill Blvd., Washington DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Privacy Office (DAN-1C), Defense Intelligence Agency, 200 MacDill Blvd., Washington DC 20340-5100.
</p><p>Individual should provide their full name, current address, telephone number and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about them contained in this system of records should address written inquiries to the DIA Privacy Official, Defense Intelligence Agency (DAN-1C), 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Individual should provide their full name, current address, telephone number and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Intelligence Agency’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12 "Defense Intelligence Agency Privacy Program"; 32 CFR part 319--Defense Intelligence Agency Privacy Program; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Primary sources for records are EAP counselors, the patient and/or their family members, and employee supervisors.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 06-0002" toc="yes">
<systemNumber>LDIA 06-0002</systemNumber>
<subsection type="systemName">Department of Defense Intelligence Information Systems Access, Authorization, and Control Records (April 11, 2007, 72 FR 18209).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Records have been incorporated into LDIA 07-0003, entitled Department of Defense Intelligence Information System (DoDIIS) Customer Relationship Management System. The records will assume the same retention schedule as listed in LDIA 07-0003.
</p></xhtmlContent></subsection></section>
<section id="LDIA 06-0003" toc="yes">
<systemNumber>LDIA 06-0003</systemNumber>
<subsection type="systemName">Deployment Management Records
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency (DIA) Deployment Center, 3300 75th Ave., Landover, MD 20781-1501.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Military personnel, civilian employees, employees of other government agencies and contractors supporting ongoing contingency operations for DIA missions.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records include but are not limited to copies of security information, copies of medical files, documentation of fulfilled training requirements, organizational and administrative information. Records include a profile containing: Full name of the individual, Social Security Number (SSN), Deployment Identification Number, home, work, cell and pager numbers, home address, personal and work email address, emergency contact name, telephone number, home address, and email address, contract number and contractor organization name, along with employer’s contact name, address and telephone number, travel itineraries, deployment, copies of passport and/or visa and common access or identification card, travel authorization information, trip dates, deployment processing information including training completed certifications, medical and dental screenings, blood type, and other official deployment-related information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 44 U.S.C. 3102, Establishment of program of management; DIA Instruction 1400.003, Civilian Workforce Deployments; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To plan and manage support personnel who deploy in support of ongoing contingency operations for DIA missions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, Social Security Number (SSN) and Deployment Identification Number (DIN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition and retention pending National Archives and Records Administration (NARA) approval. Records will be treated as permanent until disposition and retention policies are approved by NARA.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Intelligence Agency (DIA) Deployment Center, 3300 75th Ave., Landover, MD 20781-1501.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, telephone number, and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records, should address written inquiries to the DIA Freedom of Information Office (DAN-1A), 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, telephone number, and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001, "Defense Intelligence Agency Privacy Program"; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Agency employees, other government agencies and their employees.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 06-0004" toc="yes">
<systemNumber>LDIA 06-0004</systemNumber>
<subsection type="systemName">Recall Rosters.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Organizational elements and offices, Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian employees, military personnel, and contractors employed, assigned, or detailed to the Defense Intelligence Agency.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, organization and home address, work, home, cellular and pager numbers, home email address, emergency contact information such as name, address and telephone number, contact listing files, organizational telephone directories, and listing of office personnel.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>DoD Directive 3020.26 Department of Defense Continuity Programs; DIA(I) 2000.3 Antiterrorism (AT) Program; and DIA Chief of Staff Memo, U-1950/CS Emergency Notification System.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To enable the DIA to recall personnel to their place of duty, for use in emergency notifications, and to perform relevant functions, requirements, and actions consistent with managerial functions during an emergency.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD `Blanket Routine Uses’ set forth at the beginning of DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By last name of the individual.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access is limited to persons responsible for servicing and authorized to use the system. Removal of information beyond DoD control is authorized and must be safeguarded when not in use.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary and destroyed when the individual is no longer with the agency. Electronic records are deleted from the system, paper records are destroyed by shredding, burning or pulping.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Directorate for Administration, Office of Contingency Operations, Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Act Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd, Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records, should address written inquiries to the DIA Freedom of Information Act Office, Defense Intelligence Agency (DAN-1A), 200 MacDill Blvd., Washington, DC 20340-0001.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program"; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual and information migrated from the agency Human Resources Data Base.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 07-0002" toc="yes">
<systemNumber>LDIA 07-0002</systemNumber>
<subsection type="systemName">Special Program Information Systems.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Boulevard, Washington DC 20340.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian, military and contract Intelligence Community employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s full name, Social Security Number (SSN), employee’s type (civilian, military or contractor), organization name, type of clearance level, and name of database to which access has been granted.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Executive Order 12958, Classified National Security Information; DoD Instruction 5205.07, Special Access Program (SAP) Policy; DoD Instruction 5205.11, Management, Administration, and Oversight of DoD Special Access Programs (SAPs); DoD 5200.1-R, Information Security Program; DIA Manual 56-1, 31 Special Program Management; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain a database of Intelligence Community personnel granted access to specific information within the Intelligence Community.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 Department of Defense as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Physical entry is restricted by the use of guards, locks, and administrative procedures. Automated records are password controlled with system-generated, forced password-change protocols or equipped with "Smart Card" technology that requires the insertion of an embedded identification card and entry of a PIN.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Data will be maintained as long as users require access to respective databases.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Directorate for Information Management and Chief Information Officer, Defense Intelligence Agency, 200 MacDill Blvd, Washington DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Privacy Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd, Washington DC 20340-5100.
</p><p>Requests should contain individual’s full name, current address, telephone number, and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records, should address written inquiries to the DIA Privacy Official, Defense Intelligence Agency (DAN-1A), 200 MacDill Blvd, Washington, DC 20340-5100.
</p><p>Requests should contain individual’s full name, current address, telephone number, and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program" and DIA Instruction 5400.002, Freedom of Information Act.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information provided by individuals requesting access and information derived from other databases to verify eligibility, such as security clearance level.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 07-0002" toc="yes">
<systemNumber>LDIA 07-0002</systemNumber>
<subsection type="systemName">Special Program Information Systems.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian, military and contract Intelligence Community employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s full name, Social Security Number (SSN), employee’s type (civilian, military or contractor), organization name, type of clearance level, and name of database to which access has been granted.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Executive Order 12958, Classified National Security Information; DoD Instruction 5205.07, Special Access Program (SAP) Policy; DoD Instruction 5205.11, Management, Administration, and Oversight of DoD Special Access Programs (SAPs); DoD 5200.1-R, Information Security Program; DIA Manual 56-1, 31 Special Program Management; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain a database of Intelligence Community personnel granted access to specific information within the Intelligence Community.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 Department of Defense as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Physical entry is restricted by the use of guards, locks, and administrative procedures. Automated records are password controlled with system-generated, forced password-change protocols or equipped with "Smart Card" technology that requires the insertion of an embedded identification card and entry of a PIN.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Data will be maintained as long as users require access to respective databases.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Directorate for Information Management and Chief Information Officer, Defense Intelligence Agency, 200 MacDill Blvd, Washington, DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Privacy Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd, Washington, DC 20340-5100.
</p><p>Requests should contain individual’s full name, current address, telephone number, and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records, should address written inquiries to the DIA Privacy Official, Defense Intelligence Agency (DAN-1A), 200 MacDill Blvd, Washington, DC 20340-5100.
</p><p>Requests should contain individual’s full name, current address, telephone number, and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program" and DIA Instruction 5400.002, Freedom of Information Act.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information provided by individuals requesting access and information derived from other databases to verify eligibility, such as security clearance level.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 07-0003" toc="yes">
<systemNumber>LDIA 07-0003</systemNumber>

<subsection type="systemName">Department of Defense Intelligence Information System (DoDIIS) Customer Relationship Management.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20304-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian, military and contract employees who request access to information under the security cognizance of DoDIIS.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records include identifying information: Name, Social Security Number (SSN), Employee Identification Number (EIN), work email address, work phone number and network user identification; service request records relating to password issuance, type of security clearance, and name of system to which access has been granted.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Executive Order 12958, Classified National Security Information; Homeland Security Presidential Directive (HSPD-12), Policy for a Common Identification Standard for Federal Employees and Contractors; Director of Central Intelligence Directive (DCID) 6-3, Protecting Sensitive Compartmented Information within Information Systems; Department of Defense (DoD), DoD 5200.2-R, DoD Personnel Security Program; Defense Intelligence Agency (DIA) 8500.003, Systems Access; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system will manage records generated as a result of requests for access to systems under DoDIIS. Information is used to meet regulatory requirements when granting access to information systems and to maintain a repository of personnel who have been granted access.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>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:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the Defense Intelligence Agency’s compilation of systems records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic Storage Media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s last name and network user-identification.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Temporary records are deleted when the individual is no longer under the security cognizance of DoDIIS. Records are electronically deleted from the database.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Functional Program Manager, Deputy Directorate for Information Management and Chief Information Officer, Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20304-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves, contained in this system of records, should address written inquiries to the DIA Freedom of Information Office (DAN-1A), 200 MacDill Boulevard, Washington, DC 20340-0001.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program"; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, DIA Security Files, and Human Resources Data Base.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 07-0004" toc="yes">
<systemNumber>LDIA 07-0004</systemNumber>
<subsection type="systemName">Secure Facilities Repository Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DIA Civilians, contractors, and military and other DoD personnel not permanently assigned to DIA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s full name and employee identification number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>DoD 5200.2R, Personnel Security Programs; Director Of Central Intelligence DCI Directive 6-4, Personnel Standards and Procedures for access to Special Compartmented Information; DIA Manual 50-8, Personnel Security Program; DIA Manual 50-14, Security Investigations.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To process and generate firearms program records and maintain training records for those who receive training from the Security Education and Awareness Branch.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 Department of Defense as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Last name, and employee identification number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access is limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary; destroy when 5 years old or 5 years after completion of a specific training program. Electronic records are deleted from the system.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Security Operations Division, Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, telephone number and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves, contained in this system of records, should address written inquiries to the DIA Freedom of Information Office (DAN-1A), 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, telephone number and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program"; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual’s, and records migration from the Agency Human Resources Management System.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 12-0001" toc="yes">
<systemNumber>LDIA 12-0001</systemNumber>

<subsection type="systemName">Unique Identifying Number (UIN) Management Records.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Blvd. Washington, DC 20340
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Department of Defense (DoD) current and former civilian, military and affiliate personnel, non DoD and other U.S. Government agency personnel, interagency mobile interrogation teams, foreign government personnel, and DoD and non-DoD law enforcement counterintelligence personnel who conduct or support strategic intelligence interrogations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Unique Indentifying Number (UIN), name, Social Security Number (SSN), status or affiliation, current location and contact information, and information relating to individuals or team functions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 1080 of Public Law 111-84, The National Defense Authorization Act; DoD 3115.09, DoD Intelligence Interrogations, Detainee Debriefings and Tactical Questioning; DoD 5240.1-R, Procedures Governing the Activities of DoD Intelligence Components that Affect United States Persons; and E.O. 9397, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Manages the identification of strategic interrogation and support personnel and their employing U.S. Government agency or affiliate through assignment of a Unique Identifying Number (UIN).
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 of DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD `Blanket Routine Uses’ set forth at the beginning of the DIA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Unique Indentifying Number (UIN), name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in secure office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access is limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>TEMPORARY. Delete upon incorporation into final communication, report or other action.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, Defense Source Registry, Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Act Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves, contained in this system of records, should address written inquiries to the DIA Freedom of Information Act Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-5100.
</p><p>Requests should contain the requesting individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and for appealing initial agency determinations are published in DIA Instruction 5400.001, Defense Intelligence Agency Privacy Program, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals provide information and the Program Manager assigns the unique identifying number.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="LDIA 12-0002" toc="yes">
<systemNumber>LDIA 12-0002</systemNumber>

<subsection type="systemName">Privacy and Civil Liberties Case Management Records.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency, 200 MacDill Blvd., Washington DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian employees, contractors and military assignees who are the subject of an inquiry based on improper handling, release or transmission of Personally Identifiable Information, who report a breach of PII and who request guidance on the collection of PII. Civilian employees, contractor, military assignees, and members of the public who submit allegations of civil liberties violations by the Defense Intelligence Agency.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), work and home telephone number, address, military service, and case number. Copies of documents containing PII generated due to transmission, inquiry, or allegation. Complaints, comments, notes, memoranda, and correspondence relating to inquires, or allegations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Public Law 458, Intelligence Reform and Terrorism Protection Act of 2004; Public Law 110-53, Implementing Recommendations of the 911 Commission Act of 2007; E.O. 12333-2008, Governing the Conduct of United States Activities; 5 U.S.C. 552a, Privacy Act of 1974 as amended, DoD 5400.11-R, Department of Defense Privacy Program; DIA 5400.001, Defense Intelligence Agency Privacy and Civil Liberties Program and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To receive, log and track the processing of Privacy Act violations, inquiries, and allegations of violations of civil liberties.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, 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:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the Defense Intelligence Agency’s compilation of systems records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and Electronic Storage Media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By last name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Documents containing PII generated due to transmission or inquiry; follow the disposition instructions approved for the official file copy or destroy 6 years after the erroneous release. Documents that do not contain PII generated due to transmission or inquiry; TEMPORARY; destroy 5 years after the erroneous release. Privacy Act Control Files and Civil Liberties Control Files maintained for purposes in responding to requests, TEMPORARY; destroy 5 years after final action by the agency or final adjudication by courts, whichever is later. Paper Files are shredded or burned, electronic files are deleted from the database.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Privacy Act Compliance Officer, Defense Intelligence Agency, 200 MacDill Blvd. Washington DC 20340-5100.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Act Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd., Washington DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves, contained in this system of records, should address written inquiries to the DIA Freedom of Information Act Office, Defense Intelligence Agency (DAN-1A), 200 MacDill Blvd., Washington DC 20340-5100.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIA’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 "Defense Intelligence Agency Privacy Program"; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals, Privacy Compliance Staff Members, and other agency officials.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C 552a(j)(2), may be exempt pursuant to 5 U.S.C 552(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or which he would otherwise be eligible, as a result of maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. Note: When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>Investigatory material complied solely for determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent, such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2) and (3) c) and (e) and it published at 32 CFR part 319.
</p></xhtmlContent></subsection></section>
<section id="LDIA 13-0001" toc="yes">
<systemNumber>LDIA 13-0001</systemNumber>
<subsection type="systemName">Conflict Management Programs
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Intelligence Agency (DIA), 200 MacDill Blvd., Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DIA civilians, military assignees, and contractors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individuals name, Social Security Number (SSN), and associated case numbers. Files contain all records and documents relative to each program to include statements of witnesses, reports of interviews and hearings and examiner’s findings, recommendations, decisions and related correspondence or exhibits.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Public Law 107-174, Notification and Federal Employee Antidiscrimination and Retaliation (No FEAR) Act; PL 104-320, The Administrative Dispute Resolution Act (ADRA); 29 CFR 1614, Federal Sector Equal Employment Opportunity; 5 U.S.C. Part I, Chapter 5, Subchapter IV, Alternative Means of Dispute Resolution in Administrative Process; Title 1 and Title V of the Americans with Disabilities Act (ADA); E.O. 12067, Federal Equal Opportunity Programs; E.O. 12988, Civil Justice Reform; Intelligence Community Directive 106, Intelligence Community Equal Employment; DoDD 1440.1, The DoD Civilian Equal Employment Opportunity Program; DoDD 1350.2, The Department of Defense Military Equal Opportunity Program; DoDD 5145.5, Alternative Dispute Resolution Act (ADR); DIA Instruction 5145.001, Conflict Management Program; DIA Manual 60-1: Administrative Investigations; DIA Directive 1020.000, DIA Equal Employment Opportunity Diversity Program; DIA Instruction 1426.002, Employee Grievance System and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To manage the Equal Opportunity (EO) Program, Alternate Dispute Resolution Program (ADR), Employee Grievance System, and Reasonable Accommodation (RA) cases.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C 552(b)(3) as follows:
</p><p>The DoD Blanket Routine Uses set forth at the beginning of the DIAs compilation of systems of records notices may apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By last name, SSN and/or case file number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screenings, and use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened, and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access is limited to persons responsible for servicing and authorized to use the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Equal Opportunity Records, Temporary: Destroy 4 years after resolution of case.
</p><p>Alternate Dispute Resolution Records, Temporary: Destroy 3 years after settlement is implemented or case is discontinued.
</p><p>Reasonable Accommodation Records, Temporary: Destroy 3 years after employee separation from the Agency, or all appeals have been concluded whichever is later.
</p><p>Employee Grievance Records, Temporary: Destroy four years after the grievance is closed.
</p><p>Electronic records are deleted from the system; paper records are destroyed by shredding, burning or pulping.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Directorate for Human Capital, and the Equal Opportunity and Diversity Office, Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Act Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DIA Freedom of Information Act Office, Defense Intelligence Agency (DAN-1A), 200 MacDill Blvd., Washington, DC 20340-0001.
</p><p>Request should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DIAs rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001 Defense Intelligence Agency Privacy Program; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Agency officials, individuals, and witnesses.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or which he would otherwise be eligible, as a result of maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. This exemption provides limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 319. For more information, contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="S100.10 GC" toc="yes">
<systemNumber>S100.10 GC</systemNumber>
<subsection type="systemName">Whistleblower Complaint and Investigation Files (November 16, 2004, 69 FR 67112).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Governmentwide notice, OSC/GOVT-1, OSC Complaint, Litigation and Political Activity Files (November 19, 1999, 64 FR 63359), covers all whistleblower complaint and investigation files, therefore Defense Logistics Agency (DLA) is deleting this notice from its Privacy Act system of records inventory.
</p></xhtmlContent></subsection></section>
<section id="S100.90" toc="yes">
<systemNumber>S100.90</systemNumber>
<subsection type="systemName">Attorney Personnel Information and Applicant Files (May 13, 2004, 69 FR 26558).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Records are covered by OPM Government-wide Privacy Act systems of records notices.
</p></xhtmlContent></subsection></section>
<section id="S110.85" toc="yes">
<systemNumber>S110.85 </systemNumber>
<subsection type="systemName">Mandatory Declassification Review (MDR) Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>DLA Information Security Office, 8725 John J Kingman Road, Suite 3533, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who request Mandatory Declassification Review (MDR) or appeal a Mandatory Declassification Review determination. These include DoD, Executive Branch Agencies, public or contractors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name and address of person making MDR request or appeal, records requested, dates, and summaries of action taken.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>E.O. 13526, Classified National Security Information; DoD Manual 5200.01-V1, DoD
Information Security Program: Overview, Classification and Declassification.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To process requests and/or appeals from individuals for the mandatory review of classified documents for the purposes of releasing declassified material to the public; and to provide a research resource of historical data on release of records to ensure consistency in subsequent actions. Data developed from this system is used for the annual report required by the applicable Executive Order(s) governing classified National Security Information. This data also serves management needs, by providing information about the number of requests; the type or category of records requested; and the average processing time.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name of requester and other pertinent information, such as subject material describing the MDR item (including date), or any combination of fields.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a secure, limited access, and monitored work area. Physical entry by unauthorized persons is restricted by the use of locks, guards, and administrative procedures. Access to personal information is restricted to those who require the records in the performance of their official duties. All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information, and receive both annual Information Assurance Awareness and Privacy Act training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Mandatory review for declassification requests files.
</p><p>(1) Records granting access to all the requested records are destroyed 2 years after date of reply.
</p><p>(2) Requests responding to nonexistent records; to requesters who provide inadequate descriptions; and to those who fail to pay agency reproduction fees (requests not appealed are destroyed 2 years after date of reply; requests appealed are destroyed 4 years after final determination by agency.
</p><p>(3) Records denying access to all or part of the records requested (requests not appealed are destroyed 5 years after date of reply; requests appealed are destroyed 4 years after final determination by agency).
</p><p>Mandatory review for declassification appeals files are destroyed 4 years after final determination by agency.
</p><p>Mandatory review for declassification control files. Registers or listings are destroyed 5 years after date. Other files are destroyed 5 years after final action by the agency.
</p><p>Mandatory review for declassification reports files are destroyed when 2 years old.
</p><p>Mandatory review for declassification administrative files are destroyed when 2 years old.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, DLA Intelligence, 8725 John J Kingman Road, Suite 3533, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DLA HQ FOIA/Privacy Act Office, Defense Logistics Agency Headquarters, <i>Attn:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written requests should include the name and number of this system of records notice along with the individual’s name and address at the time the record would have been created and be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DLA HQ FOIA/Privacy Act Office, Defense Logistics Agency Headquarters, <i>Attn:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written requests should include the name and number of this system of records notice along with the individual’s name and address at the time the record would have been created and be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA HQ FOIA/Privacy Act Office, Defense Logistics Agency Headquarters, <i>Attn:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The subject individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S125.10" toc="yes">
<systemNumber>S125.10</systemNumber>
<subsection type="systemName">Chaplain Counseling Care Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Chaplain, Headquarters, Defense Logistics Agency, ATTN: DH, 8725 John J. Kingman Road, Stop 2533, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have received spiritual counseling, guidance, or ministration from the DLA Command Chaplain; and/or individuals who have participated in Chaplain sponsored activities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, home address and telephone number, religion, and details for which the individual sought counseling or assistance.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 3547, Duties: Chaplains, assistance required of commanding officers; 10 U.S.C. 5142, Chaplain Corps and Chief of Chaplains.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To document spiritual counseling or assistance provided to individuals.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 553a(b) of the Privacy Act of 1974, these records contained therein may specifically be disclosed outside DoD as a routine use pursuant to 5 U.S.C. 55a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by individual’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in locked cabinets and are accessible only by the Chaplain.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed when no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Command Chaplain, Headquarters, Defense Logistics Agency, ATTN: DH, 8725 John J. Kingman Road, Stop 2533, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individuals should provide their name and address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individuals should provide their name and address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the record subject.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S153.20" toc="yes">
<systemNumber>S153.20</systemNumber>
<subsection type="systemName">Automated Listing of Eligibility and Clearances (ALEC).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Fort Belvoir, VA, 22060-6221. Defense Logistics Agency (DLA) Primary Level Field Activities and the DLA Intelligence Office have on-line access to the data concerning personnel under their jurisdiction.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All DLA civilian and military personnel who have been found eligible for employment in a sensitive position or eligible for or granted a security clearance or access to information classified in the interests of national security.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), date of birth, place of birth (state), country, citizenship, job series, category, organization, servicing activity, employing activity, position sensitivity and determination date, type of investigation, investigating agency, date initiated and completed, periodic reinvestigation (PR) due date, eligibility and date, access and date, new investigation pending (type and date initiated), Non-Disclosure Agreement (NDA) executed and date, date of departure, and special accesses.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>E.O. 10450, Security Requirements for Government Employment; E.O. 10865, Safeguarding Classified Information Within Industry; E.O. 12333, United States Intelligence Activities; E.O. 12958, Classified National Security Information; DoD 5200.2-R, DoD Personnel Security Program; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are collected and maintained for the purpose of centralizing eligibility and clearance information for use by all Defense Logistics Agency Personnel Security Specialists (listings are generated from ALEC in the form of a Record Activity Clearance Eligibility Listing (RACEL)). DLA Personnel Security Specialists use the data to determine whether or not DLA employees are eligible for or occupy sensitive positions; whether they, or assigned military personnel, have been cleared for or granted access to classified information; and the level of such clearance or access, if granted.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To other Federal government agencies and Federal government contractors for the purpose of verifying clearance status and other clearance related information when necessary in the course of official business.
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and/or electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name and/or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a secure, limited access, and monitored work area. Physical entry by unauthorized persons is restricted by the use of locks, guards, and administrative procedures. Access to personal information is restricted to those who require the records in the performance of their official duties. Access to computer records is further restricted by the use of passwords. All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information and received Information Assurance and Privacy Act training. Paper records are marked FOUO-PRIVACY ACT PROTECTED DATA and stored in a locked container when not in use.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The Automated Listing of Eligibility and Clearance is published monthly and prior listings are destroyed as soon as the new listings are verified, but in no case beyond 90 days. Electronic records are purged two years after the individual departs DLA.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Personnel Security Specialist, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221 and Personnel Security Specialists at the DLA Primary Level Field Activities (PLFAs). The PLFA mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the individual’s full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the individual’s full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Certificates of clearance or types of personnel security investigations previously completed by the Office of Personnel Management, the Joint Personnel Adjudication System, the Federal Bureau of Investigation, and investigative units of the Army, Navy, Air Force, or other Federal agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S161.50 DLA-I" toc="yes">
<systemNumber>S161.50 DLA-I</systemNumber>
<subsection type="systemName"> Traffic Violations File.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Logistics Agency Primary Level Field Activities (PLFAs).  Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All persons who commit a traffic violation on DLA controlled property.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Traffic tickets, documents relating to withdrawal of driving privileges, and reports of corrective or disciplinary action taken.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Highway Safety Act of 1966 (23 U.S.C. 401, et seq.) and National Highway Safety Program Standards, which direct such programs as vehicle traffic supervision, periodic motor vehicle inspections, pedestrian safety, police traffic services and records, accident investigation and reporting.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is maintained to identify traffic offenders, to enforce applicable traffic regulations and to promote safety.
</p><p>Information is used by:
</p><p>DLA Security Officers and DOD to identify traffic violations, to enforce applicable traffic regulations, to promote safety and to initiate corrective or disciplinary action against the offenders.
</p><p>DLA supervisors and managers - to take corrective or disciplinary action against offenders under their supervision.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>The `Blanket Routine Uses’ set forth at the beginning of the DLA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records, ticket books, card index files. Computer magnetic tapes or discs, computer paper printouts.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed alphabetically by last name of the offender and cross-indexed by ticket number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA Security personnel. Manual records are either secured locked storage and/or file cabinets or under the constant observation of security personnel during both duty and non-duty hours. The computer terminal utilized for access to, input and changes to the automated system is maintained in an area under constant observation of security personnel. Access to the automated system through the computer terminal is protected by password identification. Magnetic tapes and discs are kept in the computer room, which itself is a security container with locked doors and access limited persons appropriately used in processing, and are logged in and out only to cleared personnel with an official need. Reports with personal data are closely controlled. Computer personnel who process these reports are appropriately cleared and maintain continuous observation of reports during all processing phases. Individuals requesting information must identify themselves and their relationship to the individual on whom the record information is being requested. Individuals other than the individual of record must specify what information is requested and the purposes for which it would be used, if disclosed.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy after 2 years.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Heads of PLFAs which have responsibility for managing traffic on the installation.  Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Heads of PLFAs which have responsibility for managing traffic on the installation.  Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p><p>Individual must provide full name and name of DLA activity at which violation occurred; or if individual is or was a DLA employee, name of employing activity is also required.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Heads of PLFAs which have responsibility for managing traffic on the installation. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p><p>Individuals should provide information that contains the full name, current address and telephone numbers of the individual. For personal visits, the individual should be able to provide some acceptable identification, that is, driver’s license, employing office identification card, and give some verbal information that could be verified from his file.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>DLA, DOD Security Police and traffic offenders.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S170.01" toc="yes">
<systemNumber>S170.01</systemNumber>
<subsection type="systemName">Invention Disclosure (July 14, 2008, 73 FR 40304).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: There is no indication that any records have been collected and maintained under this Defense Logistics Agency (DLA) system of records. Therefore, the notice is being deleted from the DLA inventory of Privacy Act systems of records.
</p></xhtmlContent></subsection></section>
<section id="S170.02" toc="yes">
<systemNumber>S170.02</systemNumber>
<subsection type="systemName">Royalties (July 14, 2008, 73 FR 40304).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: There is no indication that any records have been collected and maintained under this Defense Logistics Agency (DLA) system of records. Therefore, the notice is being deleted from the DLA inventory of Privacy Act systems of records.
</p></xhtmlContent></subsection></section>
<section id="S170.03" toc="yes">
<systemNumber>S170.03</systemNumber>
<subsection type="systemName">Patent Licenses and Assignments (July 14, 2008, 73 FR 40304).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: There is no indication that any records have been collected and maintained under this Defense Logistics Agency (DLA) system of records. Therefore, the notice is being deleted from the DLA inventory of Privacy Act systems of records.
</p></xhtmlContent></subsection></section>
<section id="S170.04" toc="yes">
<systemNumber>S170.04</systemNumber>

<subsection type="systemName">Debarment and Suspension Files.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of General Counsel, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221 and the General Counsel Offices at the Defense Logistics Agency Field Activities. Mailing addresses may be obtained from the System manager below.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any individual or group of individuals or other entity involved in or suspected of being involved in any fraud, criminal conduct or antitrust violation relating to DLA procurement, property disposal, or contract administration, or other DLA activities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Investigative reports, complaints, pleadings and other court documents, litigation reports, working papers, documentary and physical evidence, contractor suspensions and debarments.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 133, Under
Secretary of Defense for Acquisition, Technology, and Logistics; Pub.L. 95-521, Ethics in Government Act; and DoD Directive
7050.5, Coordination of Remedies for Fraud and Corruption Related to Procurement Activities.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is used in the investigation and prosecution of criminal or civil actions involving
fraud, criminal conduct and antitrust violations and is used in determinations to suspend or debar any individual or group of
individuals or other entities from DLA procurement and sales.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act
of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as
follows:
</p><p>Upon request, contractor suspension and debarment information may be disclosed to other Federal, state, and local agencies and with
private industry for the purpose of identifying those contractors that have provided non-conforming parts and/or have performed poorly
on contracts.
</p><p>In response to inquiries concerning DLA’s entries into the General Services Administration (GSA) maintained System for Award
Management (SAM), DLA may confirm the identity of the individual or other entities listed in SAM.
</p><p>The DoD Blanket Routine Uses may also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be maintained on paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved alphabetically by the name of the subject individual entity.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Physical access to building is protected by uniformed security officers and requires a Common
Access Card (CAC) for entry. Records, as well as computer terminals, are maintained in areas accessible only to authorized DLA
personnel and are password protected. All who have access to the records are to have taken annual Information Assurance and Privacy
training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed six years after all aspects of the case are closed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>General Counsel, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221 and the General Counsel at the Defense Logistics Agency Field Activity.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725
John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the record subject’s full name, home address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should
address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman
Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the record subject’s full name, home address and telephone number.
</p><p><b>Contesting Record Procedures:
</b></p><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency
determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense
Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Federal, state and local investigative agencies; other federal agencies; DLA employees; and the
subject of the record.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information, except to the extent that disclosure would reveal the identify of a confidential source. <i>Note</i>: When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and is published at 32 CFR part 323. For more information, contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="S170.05" toc="yes">
<systemNumber>S170.05</systemNumber>
<subsection type="systemName">Claims and Litigation Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the General Counsel, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221, and the General Counsel Offices at the Defense Logistics Agency Primary Level Field Activities. Addresses may be obtained from the System manager below.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals or entities who have filed claims or litigation against the Defense Logistics Agency (DLA) or against whom DLA has initiated such actions. The system may also include claims and litigation filed against or on behalf of other federal agencies that are serviced by or receive legal support from DLA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records collected and maintained include record subject’s name, home or business address, telephone numbers, details of the claim or litigation, and settlement, resolution, or disposition documents.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; 10 U.S.C. 2386, Copyrights, patents, designs, etc.; acquisition; 28 U.S.C. 514, Legal services on pending claims in departments and agencies; 28 U.S.C. 1498, Patents and copyright Cases; 31 U.S.C. chapter 37, Claims; and 35 U.S.C. chapter 28, Infringement of patent.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used to represent DLA in claims and litigation.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal, state, and local agencies authorized to investigate, audit, act on, negotiate, adjudicate, represent, or settle claims or issues arising from litigation.
</p><p>To agencies, entities, or individuals who have or are expected to have information concerning the claims or litigation at issue.
</p><p>To the Internal Revenue Service for address verification or for matters under their jurisdiction.
</p><p>To Federal, state, and local government agencies or other parties involved in approving, licensing, auditing, or otherwise having an identified interest in intellectual property issues.
</p><p>To defense contractors who have an identified interest in intellectual property at issue.
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by record subject’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non-duty hours. All users of the records must complete Information Assurance Awareness and DoD PII Training annually.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Claim records are destroyed 6 years and 3 months after final settlement. Litigation files are destroyed 6 years after case closing except that patent infringement litigation files are destroyed after 26 years and copyright infringement files are destroyed after 56 years.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>General Counsel, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221 and the General Counsel at the Defense Logistics Agency Primary Level Field Activity.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should include name of claimant/litigant, year of incident, and should contain court case number in order to ensure proper retrieval in those situations where a single litigant has more than one case with the Agency.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should include name of claimant/litigant, year of incident, and should contain court case number in order to ensure proper retrieval in those situations where a single litigant has more than one case with the Agency.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Claimants, litigants, investigators, and through legal discovery under the Federal Rules of Civil Procedures.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S170.06" toc="yes">
<systemNumber>S170.06</systemNumber>
<subsection type="systemName">Legal Assistance (November 12, 2008; 73 FR 66860).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: DLA Land and Maritime no longer provides legal assistance to service members; therefore, this notice is being deleted from the DLA inventory of systems of records. Service members seeking legal assistance are referred to Wright-Patterson Air Force Base.
</p></xhtmlContent></subsection></section>
<section id="S170.80" toc="yes">
<systemNumber>S170.80</systemNumber>
<subsection type="systemName">DLA OGC Student Loan Repayment Program Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records will be maintained in Defense Logistics Agency Offices of Counsel. Addresses may be obtained from the System Manager below.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current DLA Office of General Counsel (OGC) employees participating in the DLA OGC Student Loan Repayment Program.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name and Social Security Number (SSN); qualifying student loan name, amount, date, number, lender’s name, address and tax identification number, servicing office’s name, address and tax identification number and verification; recommendation for participation; and employee service agreement.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 5379, Student Loan Repayments; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information will be used as an employee retention incentive for DLA OGC attorneys.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>Information is provided to the Office of Personnel Management to meet statutory reporting requirements. Data provided does not include personal identifiers.
</p><p>Information is provided to financial lender institutions for the purpose of facilitating the student loan repayment under 5 U.S.C. 5379.
</p><p>The DoD "Blanket Routine Uses" also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the individual’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to records is restricted to those users who have an official need-to-know in the performance of their duties for the Program. All users are required to have taken Information Assurance and Privacy training annually. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non-duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records for which the employee has completed the service period specified in the service agreement and no disputes have arisen are destroyed 3 years after the end of the service period.
</p><p>Records for which the service agreement has not been fulfilled, there are other disputes regarding the agreement or the loan payouts, or the agreement has become the subject of litigation are destroyed when agency counsel provides notice that all pending claims have been resolved, all litigation concluded, and any applicable period for seeking further review has elapsed, or 6 years from the date the facts giving rise to the dispute occurred, whichever is later.
</p><p>Records for which debt collection is pursued against the employee for repayments made by the agency are destroyed when agency counsel provides notice that the debt is fully collected, compromised, or settled finally and any applicable period for seeking further review has elapsed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>DLA Land and Maritime Chief Counsel, DLA Land and Maritime, P.O. Box 3990, Columbus, OH 43218-3990.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subject individual and lender institution.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S180.10" toc="yes">
<systemNumber>S180.10</systemNumber>

<subsection type="systemName">Congressional, Executive, and Political Inquiry Records.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Legislative Affairs, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2545, Fort Belvoir, VA 22060-6221, and the DLA Primary Level Field Activities. Mailing addresses for the DLA Primary Level Field Activities may be obtained from the System manager.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals, organizations, and other entities who have requested Members of State and Federal Legislative and Executive Branches of Government make inquiries on their behalf.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records contain representative’s name, constituent’s name, details surrounding the issue being researched and control number. The records may also contain the constituent’s home address, home telephone number, or related personal information provided by the constituent/representative making the inquiry.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; and DOD Directive 5400.04, Provision of Information to Congress.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is collected to reply to inquiries and to determine the need for and course of action to be taken for resolution. Information may be used by the DLA Director, Chief of Staff, DLA Senior Leadership and DLA Primary Level Field Activity Commanders and decision makers as a basis to institute policy or procedural changes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>Information is furnished to Members/Staff of State and Federal Legislative and Executive Branches of Government who wrote to DLA on behalf of the constituent and who use it to respond to the constituent.
</p><p>To Federal and local government agencies having cognizance over or authority to act on the issues involved.
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in paper and electronic form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by constituent name, representative name, or control number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a secure, limited access, or monitored work area. Physical entry by unauthorized persons is restricted by the use of locks, guards, or administrative procedures. Access to personal information is restricted to those who require the records in the performance of their official duties. Access to computer records is further restricted to DL staff only. All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed after eight years.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Legislative Affairs, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the DLA Primary Level Field Activity Commanders.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individuals should provide their name, home address, representative’s name, and control number, if known.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individuals should provide their name, home address, representative’s name, and control number, if known.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by constituent, the constituent’s representative, and from agency files.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S190.10" toc="yes">
<systemNumber>S190.10</systemNumber>
<subsection type="systemName">DLA Hometown News Releases.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Public Affairs Offices of the Defense Logistics Agency. Official mailing addresses are
published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DLA military and civilian employees who request a Hometown News Release.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information is provided by the subject individual and may include: Name, hometown, branch of
service, rank, pay grade, newsworthy event, marital status, names and hometowns of relatives (parents, stepparents, guardians,
aunts/uncles, grandparents, and adult siblings), present unit of assignment, job title, years of military service, education data, and
photographs.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is collected and maintained for the purpose of distributing information on
activities and accomplishments of DLA military and civilian personnel to hometown newspapers and broadcast stations throughout the
United States. Information is provided by the individual and is released with the individual’s full cooperation and consent.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Information is released to hometown newspapers and broadcast stations throughout the United
States for the purpose of showcasing the activities and accomplishments of the DLA military or civilian member.
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>News releases are retrieved by the subject individual’s last name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Physical entry is restricted by the use of guards, locks, and administrative procedures.
Computers are equipped with "Smart Card" technology that requires the insertion of an embedded identification card and
entry of a PIN. All individuals granted access to this system of records have a need to know, are to have taken annual Privacy Act
training, and are periodically briefed on their responsibilities regarding safeguarding personal information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed after 90 days.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>The Heads of the Defense Logistics Agency Public Affairs Offices. Official mailing addresses
are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiry must contain the subject individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiry must contain the subject individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from the subject individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S190.24" toc="yes">
<systemNumber>S190.24</systemNumber>
<subsection type="systemName">Biography File.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Public Affairs Offices of the Defense Logistics Agency. Official mailing addresses are
published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members of the Senior Executive Service and general/flag officers in senior positions.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Biographical information provided by the individual or by their staff with their permission.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is maintained as background material for news and feature articles covering activities, assignments, retirements, and reassignments of key individuals; for use in introductions; in the preparation of speeches for delivery at change of command, retirement, award ceremonies, and community relations events; for congressional functions; for site visits; and as general information to employees and members of the
public.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal, state, and local agency officials and/or private sector entities for use as background information for introductions, briefings, Congressional testimony, and/or meetings.
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved alphabetically by last name of individual.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>No specific safeguards required. Biographies are submitted by the subject individual with the understanding that they will be posted to a public facing DLA Web page.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Files are destroyed 2 years after retirement, transfer, separation, or death of the person concerned.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>The Heads of the DLA Public Affairs Offices. Official mailing addresses are published as an
appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221 or to the Privacy Act Office of the DLA field activity where assigned. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p><p>Inquiry must contain the subject individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221 or to the Privacy Act Office of the DLA field activity where assigned. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p><p>Inquiry must contain the subject individual’s full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual’s record subject and record subject’s employing agency or organization.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S190.32" toc="yes">
<systemNumber>S190.32</systemNumber>
<subsection type="systemName">Public Affairs Subscription Mailing Lists.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Headquarters, Defense Logistics Agency (DLA), Public Affairs Office, 8725 John J. Kingman Road, Stop 2533, Fort Belvoir, VA 22060-6221, and the Public Affairs Offices of the DLA Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals and organizations who have registered with DLA Public Affairs Offices to automatically receive magazines, newsletters, periodicals and other professional publications.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records maintained include individual’s name, home or business telephone number, e-mail and mailing addresses, customer number, and publication(s) of interest.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations, and 10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system is used to produce subscription mailing lists for distribution of DLA publications, and to perform statistical analyses of reader interest and opinion.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by individual’s name and address.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is limited to those individuals who require the records for the performance of their official duties. Electronic records are maintained in buildings with controlled or monitored access. During non-duty hours, records are secured in locked or guarded buildings, locked offices, or guarded cabinets. The electronic records systems employ user identification and password or smart card technology protocols.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed when superseded or obsolete whichever comes first.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, DLA Public Affairs Office, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Stop 2533, Fort Belvoir, VA 22060-6221, and the Heads of the Public Affairs Offices within each DLA Primary Level Field Activity. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiry must contain the subject individual’s full name and current mailing address to permit locating the record.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiry must contain the subject individual’s full name and current mailing address to permit locating the record.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the subject individual or the DLA organization publishing the document.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S200.20 CAH" toc="yes">
<systemNumber>S200.20 CAH</systemNumber>
<subsection type="systemName">Active Duty Military Personnel Data Bank System (July 19, 1999, 64 FR 38661).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Records are being consolidated into S310.07, entitled "Military Personnel System."
</p></xhtmlContent></subsection></section>
<section id="S200.30 CAI" toc="yes">
<systemNumber>S200.30 CAI</systemNumber>
<subsection type="systemName">Reserve Affairs Records Collection.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Director, J-9, Joint Reserve Forces, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 3627 Fort Belvoir, VA 22060-6221, and the Heads of the DLA Primary Level Field Activities. Mailing addresses may be obtained from the system manager below.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All Selected Reserve, Army, Marine Corps, Navy, and Air Force personnel assigned to Defense Logistics Agency (DLA) Reserve units and Individual Mobilization Augmentee (IMA) positions.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The files contain full name, grade, Social Security Number (SSN), service, career specialty, position title, date of birth, commission date, promotion date, release date, medical/dental record information, benefits and allowances, pay records, security clearance, education, home address and civilian occupation of the individuals involved.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. Part II, Personnel Generally; 10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The files are maintained to provide background information on individuals assigned to DLA and to document their assignment. Data is used in preparation of personnel actions such as reassignments, classification actions, promotions, scheduling, and verification of active duty and inactive duty training. The data is also used for management and statistical reports and studies.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by last name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked office, or locked cabinets during non-duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed 2 years after separation or release from mobilization, or after supersession or obsolescence, or after 5 years, as applicable.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, J-9, Joint Reserve Forces, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 3627, Fort Belvoir, VA 22060-6221 and the Heads of the DLA Primary Level Field Activities.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the individual’s full name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the individual’s full name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data is provided by the subject individual and their Military Service.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S200.50 CAH" toc="yes">
<systemNumber>S200.50 CAH</systemNumber>
<subsection type="systemName">Individual Weight Management File (July 14, 1999; 64 FR 37941).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Defense Logistics Agency no longer maintains this system of records. Existing records are returned to the military member.
</p></xhtmlContent></subsection></section>
<section id="S240.55" toc="yes">
<systemNumber>S240.55</systemNumber>
<subsection type="systemName">DLA Mass Notification System (MNS)
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Space and Naval Warfare Systems Center, 53560 Hull Street, San Diego, CA 92152-5001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Defense Logistics Agency (DLA) military and civilian personnel and on-site contractors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>First name, last name, work email, work phone number, mobile phone number, short message service (SMS) (texting), telephone
typewriter, teletypewriter or text phone/Telecommunications Device for the Deaf (TTY/TTD), personal email, home phone, pager (one or
two-way). Records are from various communication mediums such as workstation pop-ups, telephone (work, mobile, home), email (work and
home), pagers and SMS.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; DODI 3020.42,
Defense Continuity Plan Development; DODI 3020.52, DoD Installation Chemical, Biological, Radiological, Nuclear, and High-Yield
Explosive (CBRNE) Preparedness Standards, and DODI 6055.17, DoD Installation Emergency Management (IEM) Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The DLA Mass Notification System (MNS) provides DLA installations with the ability to rapidly and effectively disseminate
emergency alerts and notification information to DLA installation personnel.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, records may
specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD Blanket Routine Uses may apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Data is retrieved by first and last name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records may be accessed by the System Administrator, Emergency Management staff, and authorized designated installation
representatives. They must have a Government Common Access Card (CAC) and associated Personal Identification Number (PIN) in addition
to user identification and password for system access. Entry must list the technical, administrative, and physical safeguards
employed by DLA to protect the records from loss, theft, and/or compromise.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Permanent. Disposition pending NARA approval.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Project Manager, Space and Naval Warfare Systems Center, Code 53628, 53560 Hull Street, San Diego, CA 92152-5001.
</p><p>System Engineer, Space and Naval Warfare Systems Center, Code 54310, 53560 Hull Street, San Diego, CA 92152-5001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written
inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite
1644, Fort Belvoir, VA 22060-6221.
</p><p>Written requests should contain the record subject’s full name, mailing address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the
DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir,
VA 22060-6221.
</p><p>Written requests should contain the record subject’s full name, mailing address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR
part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J.
Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The information is provided through existing DLA information systems and the subject(s).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S255.01 DLA-G" toc="yes">
<systemNumber>S255.01 DLA-G</systemNumber>
<subsection type="systemName"> Fraud and Irregularities.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the General Counsel, HQ DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the offices of counsel of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any individual or group of individuals or other entity, involved in or suspected of being involved in any fraud, criminal conduct or antitrust violation relating to DLA procurement, property disposal to DLA procurement, property disposal or contract administration, or other DLA activities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Investigative reports, complaints, pleadings and other court documents, litigation reports, working papers, documentary and physical evidence, contractor suspensions and debarments.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>28 U.S.C. Chs. 31 and 32.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is used in the investigation and prosecution of criminal or civil actions involving fraud, criminal conduct and antitrust violations and is used in determinations to suspend or debar individuals or other entities from DLA procurement and sales.
</p><p>Information may be referred to and used by DOD investigators and Government attorneys in DLA and other activities of the Department of Defense.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Information may be referred to and used by Federal investigators, Department of Justice, and other contracting, audit, inspection, investigative, and legal activities of other agencies to include State and local law enforcement agencies, as appropriate.
</p><p>The `Blanket Routine Uses’ set forth at the beginning of DLA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Maintained in combination of paper and automated files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed alphabetically by the name of the subject individual or other entity.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records, as well as computer terminals, are maintained in areas accessible only to DLA personnel. In addition, access to and retrieval for computerized files is limited to authorized users and is password protected.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed ten years after all aspects of the case are closed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
</p><p>Individuals should provide information that contains name of subject and sufficient identification of the incident in order to ensure correct retrieval.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
</p><p>Individuals should provide information that contains the full name, current address and telephone number of the individual.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Federal, state and local investigative agencies; other federal agencies; DLA employees; and individuals.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S284.89" toc="yes">
<systemNumber>S284.89</systemNumber>
<subsection type="systemName">Government Telephone Use Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records are located at System Engineering and Network Services (J6FIS), Defense Logistics Agency Headquarters, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221, and at the telephone control offices of the DLA Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DLA employees, military members, contractors, and individuals authorized to use government telephone systems, including wireless devices such as cellular telephones, pagers, BlackBerry devices, and telecommunications devices for the deaf or speech impaired and wireless air cards. The records also cover individuals who have been issued telephone calling cards.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The records include individual’s name and physical location; duty telephone, cell, and pager numbers; billing account codes; government issued telephone calling card account number; equipment and calling card receipts and turn-in documents; device serial numbers; and details of telephone use to include dates and times of telephone calls made or received, numbers called or called from, city and state, duration of calls, and assessed costs.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; 44 U.S.C. 3501 et seq., Federal Information Policy; Committee on National Security Systems Directive No. 900, Governing Procedures of the Committee on National Security Systems promulgated pursuant to 47 U.S.C. 901 <i>et seq.,</i> National Telecommunications; E.O. 12731, Principles of ethical conduct for Government officers and employees; 5 CFR part 2635, Standards of Ethical Conduct for Employees of the Executive Branch; and DoD Instruction 5335.1, Telecommunications Services In The National Capital Region (NCR).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are maintained to verify that telephones and wireless devices are used for official business or authorized purposes; to identify inappropriate calls and the persons responsible, and to collect the costs of those calls from those responsible. These records may be used as a basis for disciplinary action against offenders.
</p><p>Records are also maintained to ensure proper certification and payment of bills; to safeguard telecommunications assets; for internal management control; for reporting purposes; and to forecast future telecommunications requirements and costs. Statistical data, with all personal identifiers removed, may be used by management officials for purposes of conducting studies, evaluations, and assessments.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974 these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>Information may be released to telecommunications service providers to permit servicing the account.
</p><p>The DoD "Blanket Routine Uses" also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored on paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by individual’s name, billing account code, or telephone number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to the data is limited to those who require the records in the performance of their official duties. Physical entry is restricted by the use of locks, guards, and administrative procedures. Employees are periodically briefed on the consequences of improperly accessing restricted databases or records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed when 3 years old. Initial telephone use reports may be destroyed earlier if the information needed to identify abuse has been captured in other records.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Staff Director, System Engineering and Network Services (J6FIS), Defense Logistics Agency Headquarters, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221, and the Telecommunications Control Officers of DLA Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individuals need to provide their full name and the DLA facility or activity where employed at the time the records were created or processed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individuals need to provide their full name and the DLA facility or activity where employed at the time the records were created or processed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data is supplied by the telephone user, telecommunications service providers, and DLA management.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S300.10" toc="yes">
<systemNumber>S300.10</systemNumber>
<subsection type="systemName">Voluntary Leave Transfer Program Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Human Resources Policy, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Stop 6231, Fort Belvoir, VA 22060-6221, and the Human Resources Offices of the Defense Logistics Agency (DLA) Primary Level Field Activities. Mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have volunteered to participate in the leave transfer program as either a donor or a recipient.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Leave recipient records contain the individual’s name, organization, office telephone number, Social Security Number, position title, grade, pay level, leave balances, brief description of the medical or personal hardship which qualifies the individual for inclusion in the program, the status of that hardship, and a statement that selected data elements may be used in soliciting donations.
</p><p>The file may also contain medical or physician certifications and agency approvals or denials.
</p><p>Donor records include the individual’s name, organization, office telephone number, Social Security Number (SSN), position title, grade, and pay level, leave balances, number of hours donated and the name of the designated recipient.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Chapter 63, sections 6331-6339, Leave; Pub. L. 103-103, Federal Employees Leave Sharing Act of 1993; 5 CFR part 630, Absence and Leave, Subpart I, Voluntary Leave Transfer Program; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used to manage the DLA Voluntary Leave Transfer Program. The recipient’s name, position data, organization, and a brief hardship description are published internally for passive solicitation purposes. The Social Security Number (SSN) is sought to effectuate the transfer of leave from the donor’s account to the recipient’s account.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the Department of Labor in connection with a claim filed by an employee for compensation due to a job-connected injury or illness; where leave donor and leave recipient are employed by different Federal agencies, to the personnel and pay offices of the Federal agency involved to effectuate the leave transfer.
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored on paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by records subject’s name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non-duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed one year after the end of the year in which the file is closed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Staff Director, Human Resources Policy, Defense Logistics Agency, <i>ATTN:</i> J-1, 8725 John J. Kingman Road, Stop 6231, Fort Belvoir, VA 22060-6221, and the Human Resources Officers of the DLA Primary Level Field Activities. Mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, <i>ATTN:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the record subject’s full name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, <i>ATTN:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the record subject’s full name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, <i>ATTN:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided primarily by the record subject; however, some data may be obtained from personnel and leave records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S310.07" toc="yes">
<systemNumber>S310.07</systemNumber>
<subsection type="systemName">Military On-Line Personnel System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Logistics Agency (DLA), Director, Human Resources Services--Military Personnel and
Administration (DHRS-M), 8725 John J. Kingman Road, Suite 3516, Fort Belvoir, VA 22060-6221, and in the Personnel
Technician Office within each DLA Primary Level Field Activity (PLFA). Mailing addresses may be obtained from the system manager
identified in this notice.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active Duty military personnel assigned to DLA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records contain name, grade, Social Security Number (SSN), e-mail, home address, personnel requisitions, assignments and transfers, personnel qualification record extracts, decorations and awards, special orders, evaluation reports, non-judicial punishment documents, position descriptions, promotions documents, retention on Active Duty documents, retirement, resignation, separation documents, clearance certificates, leave/pass of absence documentation, and military training documents.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. Part II, Personnel; 5 U.S.C. 301, Departmental Regulations; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The records are maintained as a local repository of documents generated during the service member’s assignment at DLA. The files are used to manage, administer, and document the service member’s assignment; to provide career advice to service members; and to advise PLFA Commanders and the Director of incidents. The data is also used for reports on force effectiveness, contingency planning, training requirements, and manpower deficiencies. Rating official data is included in the database for management oversight purposes; however, the files are not retrieved or retrievable by rater name, SSN, or other rater attributes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p><p>Storage:</p>
<p>Records may be stored on paper and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the individual’s name, SSN, or a combination of both.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a secure, limited access, and monitored work area. Physical entry by unauthorized persons is restricted by the use of locks, guards, and administrative procedures. Access to personal information is restricted to those who require the records in the performance of their official duties. Access to computer records is further restricted by the use of passwords and/or Common Access Cards (CAC). All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information and received Information Assurance and Privacy Act training annually.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Upon reassignment from DLA, records are destroyed after 1 year.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Human Resources Services--Military Personnel and Administration (DHRS-M),
Defense Logistics Agency Headquarters, 8725 John J. Kingman Road, Suite 3516, Fort Belvoir, VA 22060-6221, and the Heads of the
DLA Primary Level Field Activities. Mailing addresses are published as an appendix to DLA’s compilation of systems of records
notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA Privacy Office, Headquarters, Defense Logistics Agency, <i>Attn:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiries should contain the individual’s full name, SSN, mailing address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA Privacy Office, Headquarters, Defense Logistics Agency, <i>Attn:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiries should contain the individual’s full name, SSN, mailing address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA Privacy Office, Headquarters, Defense Logistics Agency, <i>Attn:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the individual, taken from military personnel records, and position distribution reports.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S322.01 DMDC" toc="yes">
<systemNumber>S322.01 DMDC</systemNumber>
<subsection type="systemName">Defense Outreach Referral System (DORS) (June 5, 2006, 71 FR 32327).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Manpower Data Center (DMDC) no longer receives Privacy Act program support from the Defense Logistics Agency (DLA). DMDC will receive privacy support from the Office of the Secretary of Defense (OSD) under Administrative Instruction 81. The above system notice was transferred to the OSD’s inventory of Privacy Act systems of records as DMDC 03, Defense Outreach Referral System (DORS) on October 2, 2007, 72 FR 56066; therefore, DLA is deleting this notice from its Privacy Act systems of records inventory.
</p></xhtmlContent></subsection></section>
<section id="S322.05 DMDC" toc="yes">
<systemNumber>S322.05 DMDC</systemNumber>
<subsection type="systemName">Noncombatant Evacuation and Repatriation Data Base (June 5, 2006, 71 FR 32328).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Manpower Data Center (DMDC) no longer receives Privacy Act program support from the Defense Logistics Agency(DLA). DMDC will receive privacy support from the Office of the Secretary of Defense (OSD) under Administrative Instruction 81. The above system notice was transferred to the OSD’s inventory of Privacy Act systems of records as DMDC 04, Noncombatant Evacuation and Repatriation Data Base on October 2, 2007, 72 FR 56067; therefore, DLA is deleting this notice from its Privacy Act systems of records inventory.
</p></xhtmlContent></subsection></section>
<section id="S322.09 DMDC" toc="yes">
<systemNumber>S322.09 DMDC</systemNumber>
<subsection type="systemName">Joint Duty Assignment Management Information System. (June 5, 2006, 71 FR 32330).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Manpower Data Center (DMDC) no longer receives Privacy Act program support from the Defense Logistics Agency (DLA). DMDC will receive privacy support from the Office of the Secretary of Defense (OSD) under Administrative Instruction 81. The above system notice was transferred to the OSD’s inventory of Privacy Act systems of records as DMDC 05, Joint Duty Assignment Management Information System on October 2, 2007, 72 FR 56069; therefore, DLA is deleting this notice from its Privacy Act systems of records inventory.
</p></xhtmlContent></subsection></section>
<section id="S322.10 DMDC" toc="yes">
<systemNumber>S322.10 DMDC</systemNumber>
<subsection type="systemName">Defense Manpower Data Center Data Base (January 8, 2007, 72
FR 737).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Manpower Data Center (DMDC) no longer receives Privacy Act program support from the Defense Logistics Agency (DLA). DMDC will receive privacy support from the Office of the Secretary of Defense (OSD) under Administrative Instruction 81. The above system notice was transferred to the OSD’s inventory of Privacy Act systems of records as DMDC 01, Defense Manpower Data Center Data Base on October 1, 2007, 72 FR 55752; therefore, DLA is deleting this notice from its Privacy Act systems of records inventory.
</p></xhtmlContent></subsection></section>
<section id="S322.11 DMDC" toc="yes">
<systemNumber>S322.11 DMDC</systemNumber>
<subsection type="systemName">Federal Creditor Agency Debt Collection Data Base (May 4, 2007, 72 FR 25269).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Manpower Data Center (DMDC) no longer receives Privacy Act program support from the Defense Logistics Agency (DLA). DMDC will receive privacy support from the Office of the Secretary of Defense (OSD) under Administrative Instruction 81. The above system notice was transferred to the OSD’s inventory of Privacy Act systems of records as DMDC 06, Federal Creditor Agency Debt Collection Data Base on October 2, 2007, 72 FR 56069; therefore, DLA is deleting this notice from its Privacy Act systems of records inventory.
</p></xhtmlContent></subsection></section>
<section id="S322.15 DMDC" toc="yes">
<systemNumber>S322.15 DMDC</systemNumber>
<subsection type="systemName">Defense Incident-Based Reporting System (DIBRS) (May 25, 2007, 72 FR 29308).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Manpower Data Center (DMDC) no longer receives Privacy Act program support from the Defense Logistics Agency (DLA). DMDC will receive privacy support from the Office of the Secretary of Defense (OSD) under Administrative Instruction 81. The above system notice was transferred to the OSD’s inventory of Privacy Act systems of records as DMDC 07, Defense Incident-Based Reporting System (DIBRS) on October 2, 72 FR 56062; therefore, DLA is deleting this notice from its Privacy Act systems of records inventory.
</p></xhtmlContent></subsection></section>
<section id="S322.20 DMDC" toc="yes">
<systemNumber>S322.20 DMDC</systemNumber>
<subsection type="systemName">Recruitment Eligibility File (November 16, 2004, 69 FR 67112).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Records previously collected and maintained under this system of records were incorporated into S322.50, Defense Edibility Records last published in the <i>Federal Register</i> on January 8, 2007, at 72 FR 730.
</p></xhtmlContent></subsection></section>
<section id="S322.35 DMDC" toc="yes">
<systemNumber>S322.35 DMDC</systemNumber>

<subsection type="systemName">Survey and Census Data Base (June 5, 2006, 71 FR 32331).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Manpower Data Center (DMDC) no longer receives Privacy Act program support from the Defense Logistics Agency (DLA). DMDC will receive privacy support from the Office of the Secretary of Defense (OSD) under Administrative Instruction 81. The above system notice was transferred to the OSD’s inventory of Privacy Act systems of records as DMDC 08, Survey and Census Data Base on October 2, 2007, 72 FR 56062; therefore, DLA is deleting this notice from its Privacy Act systems of records inventory.
</p></xhtmlContent></subsection></section>
<section id="S322.50 DMDC" toc="yes">
<systemNumber>S322.50 DMDC</systemNumber>
<subsection type="systemName">Defense Eligibility Records (January 8, 2007, 72 FR 730).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Manpower Data Center (DMDC) no longer receives Privacy Act program support from the Defense Logistics Agency (DLA). DMDC will receive privacy support from the Office of the Secretary of Defense (OSD) under Administrative Instruction 81. The above system notice was transferred to the OSD’s inventory of Privacy Act systems of records as DMDC 02, Defense Eligibility Records on October 1, 2007, 72 FR 55757; therefore, DLA is deleting this notice from its Privacy Act systems of records inventory.
</p></xhtmlContent></subsection></section>
<section id="S330.40 CAHS" toc="yes">
<systemNumber>S330.40 CAHS</systemNumber>
<subsection type="systemName">Employee Assistance Program Records (August 27, 1999; 64 FR 46889).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: This collection is covered under the existing DHHS/FOH EAP Privacy notice 09-90-0010, entitled "Employee Assistance Program (EAP) Records, HHS/OS/ASAM/OHR.
</p></xhtmlContent></subsection></section>
<section id="S330.50" toc="yes">
<systemNumber>S330.50</systemNumber>
<subsection type="systemName">Reasonable Accommodation Request Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Equal Employment Opportunity Office, Headquarters, Defense Logistics Agency, <i>ATTN:</i> DO, 8725 John J. Kingman Road, Stop 2533, Fort Belvoir, VA 22060-6221 and the Equal Employment Opportunity Offices at the DLA Field Activities. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former Defense Logistics Agency employees and applicants with disabilities who have requested reasonable accommodations under The Rehabilitation Act of 1973, as amended.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Requests for reasonable accommodations; medical documents; notes or records made during consideration of requests; decisions on requests; records made to implement or track decisions on requests.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The Rehabilitation Act of 1973, as amended; 29 U.S.C. 791, Employment of Individuals with Disabilities; E.O. 13163, Increasing the Opportunity for Individuals with Disabilities to be Employed in the Federal Government; and E.O. 13164, Requiring Federal Agencies to Establish Procedures to Facilitate the Provision of Reasonable Accommodation.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is maintained for the purpose of considering, deciding, and implementing requests for reasonable accommodation made by DLA employees and applicants with disabilities. The system documents and tracks requests made to DLA for reasonable accommodation, and action taken by DLA in response to the requests. It also serves as a reference source for inquiries and responses thereto on a "need-to-know" basis only. The Disability Program Coordinators (DPC) in each field activity will use these records to develop cumulative records, without individual identifiers, which could include trend and cost analysis, to track performance in regard to the provision of reasonable accommodation by DLA. The DPC will also use these records to develop a qualitative assessment of the local program, to include recommendations for improvement, for submission to the DLA Disability Program Manager (DPM).
</p><p>On a need-to-know basis, information is provided to DLA supervisors and managers about necessary restrictions on work or duties of the employee and about the necessary accommodations.
</p><p>Records will be used by DLA to track agency compliance with E.O. 13164 and U.S. Equal Employment Opportunity Commission (EEOC) guidance.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records and information contained therein may specifically be disclosed outside DOD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To first aid and safety personnel, when appropriate, if the disability might require emergency treatment.
</p><p>To the Department of Labor, in certain circumstances, for workers’ compensation claims.
</p><p>To Federal Government officials charged with the responsibility of investigating the Defense Logistics Agency’s compliance with The Rehabilitation Act of 1973, as amended.
</p><p>To the U.S. Equal Employment Opportunity Commission (EEOC) when requested in connection with an investigation into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission.
</p><p>To the Office of Personnel Management; Merit System Protection Board; and/or Office of Special Counsel, to provide data without personal identifiers for other federally mandated reporting requirements.
</p><p><i>Note:</i> In each of these cases, DLA will determine whether disclosure of the records is compatible with the purpose for which the records were collected.
</p><p>The DOD "Blanket Routine Uses" also apply to this system of record.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored on paper and/or on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the individual’s name and the date of the request for accommodation or by type of accommodation.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a secure, limited access, or monitored work area. Physical entry by unauthorized persons is restricted by the use of locks, guards, or administrative procedures. Access to personal information is restricted to those who require the records in the performance of their official duties. Access to computer records is further restricted by the use of passwords which are changed periodically. All personnel whose official duties require access to the information are to have been trained in the proper safeguarding and use of the information, and are to have taken Information Assurance and Privacy Act training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>General files are destroyed three years after supersession or when no longer needed for reference whichever is later. These include agency-wide and departmental procedures for receiving, processing, and appealing requests for reasonable accommodation by employees and applicants. Files may include, but are not limited to, instructions, directives, notices, forms, timetables and guidelines for requesting, processing and approving requests and for appealing decisions for reasonable accommodation. Also included are records notifying the U.S. Equal Employment Opportunity Commission (EEOC), the agency’s collective bargaining representative(s), and the agency’s Equal Employment Opportunity office of the agency’s reasonable accommodation request and processing procedures as well as modifications to established procedures.
</p><p>Employee case files are destroyed three years after employee separation from the agency or when all appeals are concluded, whichever is later. These include individual employee files that are created, received, and maintained by the DLA Disability Program Manager, DLA Field Activity Disability Program Coordinators or employee relations coordinators, immediate supervisors, Computer/Electronic Accommodation Program (CAP) administrator, or Human Resource specialists containing records of requests by or for an employee or applicant for employment for reasonable accommodation and/or assistive technology devices and services through the agency or CAP. This series also includes, but is not limited to, request approvals and denials, notice of procedures for informal dispute resolution or appeal processes, forms, correspondence, emails, records of oral conversations, medical documentation, and notes.
</p><p>Supplemental files are destroyed three years after end of fiscal year in which accommodation is decided or when all appeals are concluded, whichever is later. Supplemental files may include records created, received, and maintained by the DLA Disability Program Manager, DLA Field Activity Disability Program Coordinators or employee relations coordinators, while advising on, implementing or appealing requests for or from an individual employee or applicant for employment for reasonable accommodation. Some requests may involve Human Resource matters, including but not limited to changes in duties, reassignments, leave usage, and performance issues. Files may include, but are not limited to, policy guidance, resource information about accommodation providers, forms, emails, notes.
</p><p>Tracking system records and data created, received, and maintained for purposes of tracking agency compliance with Executive Order 13164 and U.S. Equal Employment Opportunity Commission (EEOC) guidance are deleted/destroyed three years after compliance report is filed or when no longer needed for reference.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Equal Employment Opportunity, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, <i>ATTN:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221 or to the Privacy Act Office of the DLA Field Activity where Reasonable Accommodation was requested. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p><p>Written inquiry should contain the individual’s full name and the date of the request for accommodation.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, <i>ATTN:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221 or to the Privacy Act Office of the DLA Field Activity where Reasonable Accommodation was requested. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p><p>Written inquiry should contain the individual’s full name and the date of the request for accommodation.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Act Office, Headquarters, Defense Logistics Agency, <i>ATTN:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual requesting Reasonable Accommodation, input from individual’s supervisor/manager, documentation from individual’s medical practitioner, and/or agency medical representative.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S330.50 CAH" toc="yes">
<systemNumber>S330.50 CAH</systemNumber>
<subsection type="systemName">Official Personnel Files for Non-Appropriated Fund Employees.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Logistics Agency Human Resources Operations Center, 3990 East Broad Street, Columbus, OH 43213-0919.
</p><p>Some of the information contained in this system may be duplicated for maintenance at a location closer to the employee’s work site (e.g., in an administrative office or supervisor’s work folder) and still be covered by this system notice.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All employees of non-appropriated fund (NAF) instrumentalities of DLA  and former employees of such activities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Files contain identifying information such as name, date of birth, home address, social security number, home telephone, work  experience, educational level, and specialized training.  Files will also contain information pertaining to the selection and appointment of NAF employees, along with separation, classification, training, adverse or disciplinary actions, and similar employment-related information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations and 302 and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The files provide the basic source of factual data about a person’s NAF employment.  The information is collected and maintained to provide personnel services to the employee and to provide personnel and supervisory officials with information on which to base decisions on employee rights, benefits, eligibility and status.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The information may be disclosed to government and private vendor training facilities and educational institutions in support of training requirements; to health and life insurance carriers for enrollment purposes; and to Federal, state, local, and professional licensing boards concerning the issuance, retention, or revocation  of licenses or certificates.
</p><p>To Federal, State, or local agencies that verify eligibility for, administer, or adjudicate claims pertaining to retirement, insurance, unemployment, health benefits, occupational injury, and similar entitlement programs.
</p><p>To public and private organizations for nominating, considering, or selecting employees for awards and honors or to publicize employee recognition programs.
</p><p>To the Equal Employment Opportunity Commission (EEOC)for investigating alleged or possible discrimination practices or to fulfill other functions vested in the EEOC.
</p><p>To the Federal Labor Relations Authority (FLRA) for investigating and resolving allegations of unfair labor practices, or to fulfill other functions vested in the FLRA.
</p><p>The `Blanket Routine Uses’ set forth at the beginning of DLA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in paper and computerized form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name or Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA personnel who must have access to perform their duties.  The computer files are password protected with access restricted to authorized users.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Folders are maintained for the duration of the employee’s  employment.  They are retired to the National Personnel Records  Center (Civilian Personnel Records), 111 Winnebago Street, St.  Louis, MO 63118, 30 days after separation except that files on off-duty military personnel are destroyed 2 years after termination of employment and files on non-U.S. citizens residing outside of CONUS, Alaska, Hawaii, but working within CONUS, Alaska, and Hawaii are destroyed 3 years after separation.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Executive Director, Human Resources, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, DES-B, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain requester’s full name, Social Security Number, and location of organization and physical location where employed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: DES-B, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain requester’s full name, Social Security Number, and location of organization and physical location where employed.
</p><p>For personal visits employee should be able to provide some acceptable identification such as driver’s license or employee identification badge.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: DES-B, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information contained in the folder is obtained from the record subject, the employee’s previous employer, educational institutions, trade associations, references and others who would have knowledge of the employee’s skills or employment characteristics and papers originating with the activity during the employee’s work history.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="335.01" toc="yes">
<systemNumber>335.01</systemNumber>
<subsection type="systemName">Training and Employee Development Record System (August 11, 2010, 75 FR 48655).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Logistics Agency (DLA) systems of records notice, S335.01, Training and Employee Development Record System, duplicates
existing DoD-wide and OPM/Government-wide Privacy Act systems of records which cover Training and Employee Development Records. DoD-
wide and OPM/Government-wide notices can be found at <i>http://dpclo.defense.gov/privacy/SORNs/SORNs.html.</i>
</p><p>Subsets of the master file are maintained by DLA Support Services, Business Management Office, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221; the DLA Primary Level Field Activities; and individual supervisors.
</p><p>Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notice.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals receiving training funded or sponsored by the Defense Logistics Agency (DLA) to include DLA employees, Department of Defense military personnel, non-appropriated fund personnel, DLA contractor personnel, and DLA foreign national personnel may be included in the system at some locations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individuals name, Social Security Number (SSN), student identification number, date of birth, e-mail, home addresses; occupational series, grade, and supervisory status; registration and training data, including application or nomination documents, pre-and post-test results, student progress data, start and completion dates, course descriptions, funding sources and costs, student goals, long- and short-term training needs, and related data. The files may contain employee agreements and details on personnel actions taken with respect to individuals receiving apprentice or on-the-job training.
</p><p>Where training is required for professional licenses, certification, or recertification, the file may include proficiency data in one or more skill areas. Electronic records may contain computer logon and password data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. chapter 41, Training; E.O. 11348, Providing for the further training of Government employees, as amended by E.O. 12107, Relating to the Civil Service Commission and labor-management in the Federal Service; 5 CFR part 410, Office of Personnel Management-Training and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is used to manage and administer training and development programs; to identify individual training needs; to screen and select candidates for training; and for reporting and financial forecasting, tracking, monitoring, assessing, and payment reconciliation purposes. Statistical data, with all personal identifiers removed, are used to compare hours and costs allocated to training among different DLA activities and different types of employees.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the Department of Veterans Affairs for inspecting, surveying, auditing, or evaluating apprentice or on-the-job training programs.
</p><p>To the Department of Labor for inspecting, surveying, auditing, or evaluating apprentice training programs and other programs under its jurisdiction.
</p><p>To Federal, State, and local agencies and oversight entities to track, manage, and report on mandatory training requirements and certifications.
</p><p>To public and private sector educational, training, and conferencing entities for participant enrollment, tracking, evaluation, and payment reconciliation purposes.
</p><p>To Federal agencies for screening and selecting candidates for training or developmental programs sponsored by the agency.
</p><p>To Federal oversight agencies for investigating, reviewing, resolving, negotiating, settling, or hearing complaints, grievances, or other matters under its cognizance.
</p><p>The `DoD’ Blanket Routine Uses also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and/or on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by name, student identification number, or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in physical and electronic areas accessible only to DLA personnel who must use the records to perform assigned duties. Physical access is limited through the use of locks, guards, card swipe, and other administrative procedures. The electronic records are deployed on accredited systems with access restricted by the use of Common Access Card (CAC) and assigned system roles. The Web-based files are encrypted in accordance with approved information assurance protocols. Employees are warned through screen log-on protocols and periodic briefings of the consequences of improper access or use of the data. In addition, users are trained to lock or shutdown their workstations when leaving the work area. During non-duty hours, records are secured in access-controlled buildings, offices, cabinets or computer systems.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Training files are destroyed when 5 years old or when superseded, whichever is sooner. Employee agreements, individual training plans, progress reports, and similar records used in intern, upward mobility, career management, and similar developmental training programs are destroyed 1 year after employee has completed the program.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Defense Logistics Agency Training Center, Building 11, Section 5, 3990 E. Broad Street, Columbus, OH 43216-5000 and Staff Director, Business Management Office, DLA Enterprise Support, ATTN: DES-B, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiries should contain the individual’s name, Social Security Number (SSN), home address and telephone number. Current DLA employees may determine whether information about themselves is contained in subsets to the master file by accessing the system through their assigned DLA computer or by contacting their immediate supervisor.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiries should contain the individual’s name, Social Security Number (SSN), home address and telephone number. Current DLA employees may gain access to data contained in subsets to the master file by accessing the system through their assigned DLA computer or by contacting their immediate supervisor.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from the individual, current and past supervisors, personnel offices, educational and training facilities, licensing or certifying entities, the Defense Civilian Personnel Data System (DCPDS) and the Military Online Processing System (MOPS).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S340.10" toc="yes">
<systemNumber>S340.10</systemNumber>
<subsection type="systemName">DLA Civilian Time and Attendance, Project and Workload Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Stop 2533, Fort Belvoir, VA 22060-6221, and each Defense Logistics Agency (DLA) Field Activity. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DLA civilian employees and certain former DLA civilian employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records maintained include individual’s name, Social Security Number, User ID, citizenship; pay; employee’s status, position, supervisor, timekeeper, project manager, system access level, accounting codes, organization, e-mail address; rate, leave balances; work and shift schedule, project and workload records, regular and overtime work hours and leave hours, time and attendance records (timesheet), and information on temporary duty and special assignments.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. Chapter 61, Hours of Work; Chapter 53, Pay Rates and Systems; Chapter 57, Travel, Transportation, and Subsistence; and Chapter 63, Leave; 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 31 U.S.C., Chapter 35, Accounting and Collection; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used to prepare time and attendance records, to record employee pay rates and status, including overtime, the use of leave, and work absences; to track workload, project activity for analysis and reporting purposes; for statistical reporting on leave and overtime use/usage patterns, number of employees Teleworking, etc.; and to answer employee queries on leave, overtime, and pay.
</p><p>Information from this system of records is provided to the Defense Finance and Accounting Service for the purpose of issuing payroll to DLA civilian employees.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of DLA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored on paper and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by employee’s name, Social Security Number or User ID.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to computerized data is restricted by passwords, which are changed periodically or by Common Access Cards (CACs). Access to records is limited to person(s) responsible for servicing the records in the performance of their official duties and who are properly screened and cleared for need-to-know. All individuals granted access to this system of records are required to have Information Assurance and Privacy Act training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Initialed Leave Application Files (LAF) are destroyed at end of following pay period, un-initialed LAFs are destroyed after GAO audit or when 3 years old, whichever is sooner. Time and Attendance Source Records and Input Records are destroyed after GAO audit or when 6 years old, whichever is sooner. Leave Records are destroyed when 3 years old. Payroll system reports and data used for personnel management purposes are destroyed when 2 years old.
</p><p>Project and workload records will be destroyed after 6 years, 3 months or when no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Logistics Agency, ATTN: Director, DLA Information Operations at Ogden (J6O), 5851 F Avenue, Building 849, Room A70, Hill AFB, UT 84056. For a list of system managers at the DLA Primary Level Field Activities, write to the J6O Director.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the record subject’s full name, User ID or DLA email address, return mailing address, and organizational location of employee.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the record subject’s full name, User ID or DLA email address, return mailing address, and organizational location of employee.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Record subject, supervisors, timekeepers, leave slips, payroll office and payroll records, including automated payroll systems.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S340.20 CAHS" toc="yes">
<systemNumber>S340.20 CAHS</systemNumber>
<subsection type="systemName">Official Records for Host Enrollee Programs (November 16, 2004; 69 FR 67112).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: System notice is no longer needed. The program has been discontinued and records have been destroyed.
</p></xhtmlContent></subsection></section>
<section id="S352.10" toc="yes">
<systemNumber>S352.10</systemNumber>
<subsection type="systemName">Suggestion Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Headquarters, Defense Logistics Agency, ATTN: J14, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221 and the Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA’s compilation of records systems notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have submitted suggestions to improve the economy, efficiency, or operation of the Defense Logistics Agency and the Federal government.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File contains individual’s name, work address and telephone numbers, organization, background material and evaluations submitted in support of suggestion program, and award or recognition documents authorized for a suggestion.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1124, Cash awards for disclosures, suggestions, inventions, and scientific achievements; and DoD Manual 1400.25-M, DoD Civilian Personnel Manual, subchapter 451, Awards.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is maintained to evaluate suggestions, to process award or recognition documents, and to prepare reports.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DOD for evaluation of a suggestion.
</p><p>To Federal, State, and local agencies and private organizations to research and evaluate suggestions or to process award or recognition documents.
</p><p>The DoD "Blanket Routine Uses" may also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by record subject’s name, and/or suggestion number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is limited to those individuals who require access to the records to perform official, assigned duties. Physical access is limited through the use of locks, guards, card swipe, and other administrative procedures. Individuals granted access to the system of records receive Annual Information Assurance and Privacy training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed 3 years after disapproval, completion of testing, or permanent implementation, as applicable.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Logistics Agency Suggestion Policy Office, Human Resources Program Implementation, <i>Attn:</i> ATTN: J14, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the record subject’s full name, work address, type of award, suggestion description, and activity at which nomination or suggestion was submitted.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the record subject’s full name, work address, type of award, suggestion description, and activity at which nomination or suggestion was submitted.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Record subject, DLA supervisors, and individuals who evaluate the suggestions.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S360.10 DLA-KI" toc="yes">
<systemNumber>S360.10 DLA-KI</systemNumber>

<subsection type="systemName">HQ DLA Automated Civilian Personnel Data Bank System (February 22, 1993, 58 FR 10854).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: System notice is no longer needed. Records are covered under the existing government-wide notices of the Office of Personnel Management OPM/GOVT-1 through OPM/GOVT-10.
</p></xhtmlContent></subsection></section>
<section id="S360.20" toc="yes">
<systemNumber>S360.20</systemNumber>
<subsection type="systemName">Civilian Personnel Data System (October 9, 2001; 66 FR 51405).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: System notice is no longer necessary. Records are covered under the existing DoD-wide notice, DPR 34, entitled "Defense Civilian Personnel Data System" (April 21, 2006; 71 FR 20649).
</p></xhtmlContent></subsection></section>
<section id="S370.10" toc="yes">
<systemNumber>S370.10</systemNumber>
<subsection type="systemName">Labor Management Relations Records System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Human Resources, Labor and Employee Relations Policy (J-13), Headquarters, Defense Logistics Agency (DLA), 8725 John J. Kingman Road, Suite 3630, Fort Belvoir, VA 22060-6221.
</p><p>Defense Logistics Agency Human Resources Services--Columbus (DHRS-C), 3990 East Broad Street, Building 11, Section 3, Columbus, OH 43213-0919.
</p><p>Defense Logistics Agency Human Resources Services--New Cumberland (DHRS-N), 2001 Mission Drive, Suite 3, New Cumberland, PA 17070-5042.
</p><p>Defense Logistics Agency Human Resources Services (DHRS-D), 3990 East Broad Street, Building 306, Columbus, OH 43213-1158.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DLA or other third party employees and individuals of other Federal agencies who receive personnel support from DLA who are involved in labor grievances, disputes, or complaints which have been referred to an arbitrator for resolution.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The file contains the subject individuals name, addresses, telephone numbers, background papers, and details pertaining to the case or issue.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Chapter 71 of Title 5 of the U.S. Code, Labor-Management Relations.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are maintained incident to the administration, processing, and resolution of unfair labor practice complaints, grievance-arbitrations, negotiability, and representation issues. Statistical data, with personal identifiers removed, may be used by management for reporting or policy evaluation purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Representatives of the U.S. Office of Personnel Management (OPM) on matters relating to the inspection, survey, audit or evaluation of Civilian Personnel Management Programs.
</p><p>To the Comptroller General or any of his authorized representatives, in the course of the performance of duties of the Government Accountability Office relating to the Labor-Management Relations Program.
</p><p>To the Federal Labor Relations Authority to respond to inquiries from that office regarding complaints referred to or filed with that office.
</p><p>To arbitrators, examiners, or other third parties appointed to inquire into, review, or negotiate labor-management issues.
</p><p>The DoD "Blanket Routine Uses" also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and/or electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by case subject, case numbers, and/or individual employee name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA personnel who must access the records to perform their duties. The computerized files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records will be destroyed 5 years after final resolution of the case.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, DLA Human Resources, Headquarters, Defense Logistics Agency, ATTN: J-13, 8725 John J. Kingman Road, Suite 3630, Fort Belvoir, VA 22060-6221.
</p><p>Director, Defense Logistics Agency Human Resources Services--Columbus (DHRS-C), 3990 East Broad Street, Building 11, Section 3, Columbus, OH 43213-0919.
</p><p>Director, Defense Logistics Agency Human Resources Services--New Cumberland (DHRS-N), 2001 Mission Drive, Suite 3, New Cumberland, PA 17070-5042.
</p><p>Director, Defense Logistics Agency Human Resources Services (DHRS-D), 3990 East Broad Street, Building 306, Columbus, OH 43213-1158.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiry should contain the subject individual’s full name, and case subject and case number, if known.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiry should contain the subject individual’s full name, and case subject and case number, if known.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual; Servicing Human Resources Director, arbitrator’s office, the Federal Labor Relations Authority Headquarters and regional offices, and union officials.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S370.20" toc="yes">
<systemNumber>S370.20</systemNumber>
<subsection type="systemName">Employee Relations under Negotiated Grievance Procedures.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Logistics Agency Human Resources, Labor and Employee Relations Policy, 8725
John J. Kingman Road, Suite 3630, Fort Belvoir, VA 22060-6221.
</p><p>Defense Logistics Agency Human Resources Services, 3990 East Broad Street, Building 11, Section 3, Columbus, OH 43213-0919.
</p><p>Defense Logistics Agency Human Resources Services, 2001 Mission Drive, Suite 3, New Cumberland, PA 17070-5042.
</p><p>Defense Logistics Agency Human Resources Services-Department of Defense Customers, 3990 East Broad Street, Building 306, Columbus, OH 43218-1158.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former civilian employees and applicants on who discipline, grievance, complaint or appeal records exist.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The file includes the subject individual’s name, address and telephone numbers, and details pertaining to the discipline, grievance, complaint, or appeal.
</p><p>Note:</p><p>Equal Employment Opportunity (EEO) complaints filed under statutory Equal Employment Opportunity Commission procedures are covered under EEOC/GOVT-1, entitled Equal Employment Opportunity in the Federal Government Complaint and Appeal Records.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Pub. L. 92-261; 5 U.S.C. Chapter 33, Examination, Selection, and Placement; 5 U.S.C. Chapter 75, Adverse Actions; 5 U.S.C. Chapter 71, Labor-Management Relations, and 29 U.S.C. Chap. 14, Age Discrimination Employment.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used to process, administer and adjudicate discipline, grievance, complaints, and appeal actions. Records are also used for litigation and program evaluation purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To representatives of the Office of Personnel Management (OPM) on matters relating to the inspection, survey, audit or evaluation of civilian personnel management programs or personnel actions, or such other matters under the jurisdiction of the OPM.
</p><p>To appeal authorities for conducting hearings in connection with employee appeals from adverse actions and formal discrimination complaints.
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and/or on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the subject individual’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA personnel who must access the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed four years after case is closed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Defense Logistics Agency Human Resources, 8725 John J. Kingman Road, Suite 3630, Fort Belvoir, VA 22060-6221.
</p><p>Director, Defense Logistics Agency Human Resources Services, 3990 East Broad Street, Building 11, Section 3, Columbus, OH 43213-0919.
</p><p>Director, Defense Logistics Agency Human Resources Services, 2001 Mission Drive, Suite 3, New Cumberland, PA 17070-5042.
</p><p>Director, Defense Logistics Agency Human Resources Services-Department of Defense Customers, 3990 East Broad Street, Building 306, Columbus, OH 43218-1158.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the subject individual’s full name.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the subject individual’s full name.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Supervisors or other appointed officials designated for this purpose, Human Resource specialists, and grievant.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S375.80" toc="yes">
<systemNumber>S375.80</systemNumber>
<subsection type="systemName">DLA Telework Program Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Director, Human Resources, Headquarters, Defense Logistics Agency, 8725 John J.
Kingman Road, Suite 6231, Fort Belvoir, VA 22060-6221, and DLA Primary Level Field Activities. Official mailing addresses are
published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have been granted and/or denied participation in the DLA Telework Program.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records include individual’s name; position title, grade, and job series; duty station address
and telephone number; approved telework address, telephone number(s), Telework request forms (Telework Request and Approval Form,
Telework Agreement, Self-Certification Home Safety Checklist, and Supervisor-Employee Checklist); approvals/disapprovals; description
of government owned equipment and software provided to the Teleworker.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Pub. L. 106-346, section 359, Department of Transportation and Related Agencies Appropriations Act 2001; 5 U.S.C. 6120, Telecommuting in Executive Agencies; Under Secretary of Defense for Personnel and Readiness Memorandum, Department of Defense Telework Policy and Guide for Civilian Employees, October 22, 2001; and DoD Directive 1035.1, Telework Policy for Department of Defense. DLA Instruction 7212, Defense Logistics Agency Telework Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used by supervisors and program coordinators for managing, evaluating, and reporting DLA Telework Program activity/participation. Data on participation in the DLA Telework Program, minus personal identifiers, is provided to the DoD for a consolidated DoD response to the Office of Personnel Management (OPM) Telework Survey. Portions of the files are used by Information Technology offices for determining equipment and software needs; for ensuring appropriate technical safeguards are in use at alternative work sites; and for evaluating and mitigating vulnerabilities associated with connecting to DLA computer systems from remote locations.
</p><p>To the Department of Labor when an employee is injured while teleworking, i.e., telework
address and safety checklists may be disclosed.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, 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:
</p><p>Home address, home safety checklists, and home safety reports may be disclosed to the Department of Labor when an employee is injured while working at home.
</p><p>To the American Federation of Government Employees Council 169 to provide raw statistical data on the DLA telework program. Data to be disclosed includes number of positions designated as eligible for Telework by job title, series and grade; number of employees requesting Telework; and the number approved for Telework by the local activity. No personal identifiers or personally identifying data is provided.
</p><p>The DoD Blanket Routine Uses may apply to this system of records
</p><p>Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
</p><p>Storage:</p>
<p>Records are maintained on paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled area with physical entry restricted by the use of
badges, card swipe, or sign-in protocols. Paper records are maintained in areas accessible only to DLA personnel who must use the
records to perform their duties. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non-duty
hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed 1 year after employee’s participation in the program ends. Unapproved
requests are destroyed 1 year after the request is denied.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Human Resources, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road,
Suite 6231, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725
John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the record subject’s full name and the DLA facility/activity where employee requested to participate in the
DLA Telework Program.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should
address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman
Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the record subject’s full name and the DLA facility/activity where employee requested to participate in the
DLA Telework Program.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency
determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense
Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data is supplied by the record subject, supervisors, and information technology offices.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S380.50 CAHS" toc="yes">
<systemNumber>S380.50 CAHS</systemNumber>
<subsection type="systemName">DLA Drug-Free Workplace Program Records (May 20, 2010; 75 FR 28242).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Records are covered under the Office of Personnel Management (OPM) government-wide Privacy Act system of records notice OPM/Govt-10,
entitled "Employee Medical File System Records" last published in the <i>Federal Register</i> on June 21, 2010, at
75 FR 35099.
</p><p>Therefore, S380.50, DLA Drug-Free Workplace Program Records can be deleted.
</p><p>Defense Logistics Agency, Human Resources Center-Columbus (DHRC-C), 3990 East Broad Street, Building 11, Columbus, OH 43213-5000.
</p><p>Defense Logistics Agency, Human Resources Center-New Cumberland (DHRC-N), 2001 Mission Drive, Suite 3, New Cumberland, PA 17070-5042.
</p><p>Defense Logistics Agency, Human Resource Center-Department of Defense (DHRC-D), 3990 East Broad Street, Building 11, Columbus, OH 43213-5000.
</p><p>Offices of contractors who provide collection, laboratory analysis, and medical review services. Contact system manager for mailing addresses of contractors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DLA employees, individuals who have applied to DLA for employment and individuals who are provided personnel support by DLA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records relating to program implementation and administration, including selection, notification, and testing of individuals; collection and chain of custody documents; urine specimens and drug test results; consent forms; rebuttal correspondence; and similar records.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>E.O. 12564, Drug-Free Federal Workplace; Public Law 100-71, Section 503, The Drug Testing Workplace Act; 42 U.S.C. 290dd-2, Confidentiality of records; 5 U.S.C. 7301, Presidential regulations; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system is established to maintain records relating to the selection and testing of DLA employees and applicants for DLA employment for use of illegal drugs. The records will provide the basis for taking appropriate action in reference to employees who test positive for use of illegal drugs.
</p><p>Records may be used by authorized contractors for the collection process; assigned Medical Review Officials; the Administrator of any Employee Assistance Program in which the employee is receiving counseling or treatment or is otherwise participating; and agency supervisory or management officials having authority to take adverse personnel action against such an employee when test results are positive.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In order to comply with provisions of 5 U.S.C. 7301, the DoD "Blanket Routine Uses" do not apply to this system of records.
</p><p>Records may be disclosed to a court of competent jurisdiction when required by the United States Government to defend against a challenge to related adverse personnel action.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name of activity, name of employee or applicant, position title, position description number, last 4 or 5 numbers of the Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records relating to test selection, scheduling, collection, handling, and results will be destroyed when 3 years old; records relating to individual notification and acknowledgment will be destroyed when the individual separates from the testing designated position. Records relevant to litigation or disciplinary actions should be disposed of no earlier than the related litigation or adverse action case file(s).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Human Resources Specialist, Defense Logistics Agency Human Resources Office, ATTN: DHRC-P, 8725 John J. Kingman Road, Suite 3516, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiries must include the individual’s name; last 4 or 5 numbers of the Social Security Number (SSN); approximate date of record activity and position title.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiries must include the individual’s name; last 4 or 5 numbers of the Social Security Number (SSN); approximate date of record activity and position title.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual’s; agency employees involved in the selection and notification of individuals to be tested; laboratories that test urine specimens for the presence of illegal drugs; physicians who review test results; and supervisors, managers, and other officials.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S390.01 DLA-KE" toc="yes">
<systemNumber>S390.01 DLA-KE</systemNumber>
<subsection type="systemName">Grievance Examiners and Equal Employment Opportunity (EEO)  Investigators Program.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Equal Opportunity, Staff Director, Personnel, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Retired Federal civilian and military employees and others approved by HQ DLA as grievance examiners and EEO investigators for the Agency and available to serve under a non-personal services contract are listed by name on regional rosters.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Files include regional rosters of the names of approved investigators/examiners of grievances and Equal Employment Opportunity (EEO) complaints which are available to Commanders of Defense Logistics Agency Primary Level Field Activities.
</p><p>Agency regional rosters, certificates of training, personal qualifications statement, and related correspondence and papers pertinent to Agency grievance examiners and EEO investigators program.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 1302. 3301, 3302, and 3105. E.O. 11478, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to maintain information for establishing Agency grievance and EEO investigators program and insuring the availability of quality personnel on short notice.
</p><p>Information is used by Civilian Personnel officials of HQ DLA and other involved DLA HQ and field officials to select and supervise grievance examiners and EEO investigators as required.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>The `Blanket Routine Uses’ set forth at the beginning of DLA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed alphabetically by last name within each regional area.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in locked file cabinets in areas accessible only to Agency personnel.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained in active file on current basis. New approvals are added continuously and deletions or withdrawals are held one to three years in inactive file and subsequently retired to Federal Records Center. Records are destroyed after a total of ten years.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Staff Director, Personnel, HQ DLA-K, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Staff Director, Personnel, HQ DLA-K, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
</p><p>Individual must provide full name and, if a current DLA employee, name of DLA activity at which employed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Staff Director, Personnel, HQ DLA-K, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
</p><p>Individuals should provide information that contains the full name, current address and telephone numbers of the individual. The individual should be able to provide some acceptable identification, that is, driver’s license, employing office identification card, and give some verbal information that could be verified from the Agency folder.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>DLA PLFA Commanders, DLA civilian personnel office staffs, other DLA officials and others who may be able to recommend or provide information on potential or present candidates for this work.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S400.05" toc="yes">
<systemNumber>S400.05</systemNumber>
<subsection type="systemName">Official Personnel Files for Non-Appropriated Fund Employees January 22, 2009, 74 FR 3998.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Non-appropriated fund employees are considered federal employees as defined in 5 U.S.C. 2105, and are therefore covered by the Office of Personnel Management government-wide Privacy Act systems of records.
</p></xhtmlContent></subsection></section>
<section id="S400.10 CA" toc="yes">
<systemNumber>S400.10 CA</systemNumber>
<subsection type="systemName">Social, Athletic, and Recreation Center Membership and Use Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Logistics Agency Primary Level Field Activities.  Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who use or apply for membership in DLA-managed social, athletic, and recreation facilities, messes, and clubs.  It includes military members, civilian employees, contractor employees, and families and guests of authorized users.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Membership applications; arts, crafts, and sports class registration forms; health workout programs and assessments; liability agreements between activity and participants; check cashing applications and approval records; and facility or equipment reservation applications.  The system contains applicant or user name, rank or grade, social security number, membership or employee badge number, spouse and dependent names, birth dates, home address and telephone numbers, bank and credit card account numbers, and dates and times of facility use.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental regulations; 5 U.S.C. 302, Agency powers, Delegation of authority; 5 U.S.C. 7901, Health Service Programs; 10 U.S.C. 133, Organization and powers, Under Secretary of Defense for Acquisition and Technology; E.O. 9397 (SSN); and DoD Directive 1010.10, Heath Promotion.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To determine eligibility for membership and use; to bill members for dues and charges; to determine eligibility for check cashing privileges; to register applicants for classes; to notify users of future events or cancellations in cases of emergency; to process advance reservations for facility use; to provide membership and facility use data to management; and to develop individual fitness programs for users.  The records may also be used to terminate membership or facility use for nonpayment of dues or noncompliance with rules.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ set forth at the beginning of DLA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in paper and computerized form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name, Social Security Number, or membership or employee badge number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA personnel who must access the records to perform their official duties.  The computer files are password protected with access restricted to authorized users.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed after three years or when obsolete, superseded, or no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director, Corporate Administration, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Commanders of the Defense Logistics Agency (DLA) Primary Level Field Activities (PLFAs).  Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, DES-B, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: DES-B, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: DES-B, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the record subject or the record subject’s sponsor.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S400.20" toc="yes">
<systemNumber>S400.20</systemNumber>
<subsection type="systemName">Day Care Facility Registrant, Applicant and Enrollee Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221 and the participating DLA Field Activities. Mailing addresses may be obtained from the System manager below."
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Children and their sponsors (DoD personnel, active duty military, and DoD contractors) who are enrolled in, or have applied for admission to, DLA-managed day care facilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p><i>Waiting List Applicant</i> records include the names of the sponsor and spouse (when applicable); home and electronic mail addresses; work, home, cell and pager telephone numbers; place of employment; rank or civilian pay grade; child’s name and birth date documentation of any special needs or health concerns regarding the child, to include documentation of food restrictions; physical abilities and limitations; physical, emotional, or other special care requirements (including restrictions or special precautions concerning diet); special services Individual Development Plans (IDP) when special needs have already been diagnosed.
</p><p><i>Enrollees</i> records include all items listed above under "Waiting List Applicant" plus names and phone numbers of emergency points of contact; medical, dental and insurance provider data; medical examination reports, health assessments and screening results; immunization, allergy and medication information; documentation of Special Needs Resource Team (SNRT) meetings, recommendations and follow-up; documentation of behavioral issues; special services Individual Development Plans (IDP) (when applicable); child portfolios to include observations, anecdotal records, and developmental milestone checklists; parent/teacher conference data; parent complaints; transportation requirements and schedules; parental disabilities, impairments, or special needs; authorization, consent, and agreement forms; medical power of attorney; serious event/incident report forms; symptom records; escort and emergency designees’ name and data to include physical and electronic addresses and work, home, cell, and pager telephone numbers; documentation of returned checks; status of hardship requests; family care plans to include documentation of guardianship and medical power of attorney in the absence of parent(s); and suspected/reported child abuse or neglect forms. The records may include child and family profiles which gather information on family background, cultural, and ethnic data such as religion, native language, and family composition for cultural and social enrichment activities. For fee assessment purposes, the application records also include family income data; documentation of disability if unemployed; and, for security purposes, court records with information on custody and visitation arrangements when applicable. <i>Note:</i> Any and all information relating to an individual’s religious preference or religious activity is collected and maintained only if the individual has made an informed decision to voluntarily provide the information.
</p><p><i>Employee</i> records include their name; birth date; home address; home and cell telephone numbers; electronic mail address; names, telephone numbers and home addresses of emergency points of contact; health assessment, psychological evaluations, immunization records, and documentation of ongoing medication; verification of background checks and suitability determination; training records, educational background, and other related employment experiences; employment references; job performance standards, copies of appraisals, awards, promotions and grievance actions; copies of personnel actions; counseling statements as appropriate.
</p><p><i>Volunteer</i> records include their name; and birth date; home addresses; home, work and cell telephone numbers; electronic mail address; place of employment; names, telephone numbers and home addresses of emergency points of contact; health assessment, psychological evaluations, immunization records, and documentation of ongoing medication; verification of background checks and suitability determination; and training records.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; 10 U.S.C. 2809 and 2812, Military construction of child care facilities; 42 U.S.C. Chap. 127, Coordinated services for children, youth, and families; 40 U.S.C. 490b, Child care services for Federal employees; 42 U.S.C. Chap 67, Child abuse programs; Pub. L. 101-189, Title XV, Military Child Care Act of 1989; and DOD Instruction 6060.2, Child Development Programs.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>With the exception of family income data, the records are available to the Child and Youth Program Coordinator, the Child Development and Youth Program (CDYP) Director and Assistant Director, the CDYP Training and Curriculum Specialist, and applicable administrative and care giving staff for the purpose of providing safe, developmentally appropriate day care services and to ensure proper, effective response in the event of an emergency. These records may also be made available to subject matter experts during inspections.  Individualized data on total family income is provided to employing Defense components for fiscal planning purposes, for subsidy computation, and to reimburse DLA for day care services rendered under a support agreement. Verification of family income data is also used for fee assessment purposes and is made available to DLA representatives during inspections.
</p><p>Serious Event Forms, Incident Report Forms, and monthly injury logs are provided to the Child and Youth Programs Coordinator, the CDP Director, and the installation’s safety and health office for the purpose of tracking all accidents/incidents that occur within the CDP center or during sponsored activities off-site. These reports are also made available to safety and health professionals during inspections.
</p><p>Records pertaining to physical abilities and limitations; physical, emotional or other special care requirements to include restrictions or special precautions concerning diet; existing IDPs; and documentation of behavioral issues or other special needs will be provided to members of the SNRT for the purpose of determining staff training needs, appropriate classroom placement, necessity of contract modification, and appropriate follow-up, to include collaboration with community resources as needed. Based upon the severity of the special need, the installation’s paramedic squad will be notified of the child’s enrollment at the CDC and the specific condition that may require attention. Records will also be available to subject matter experts during inspections.
</p><p>Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
</p><p>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:
</p><p>To physicians, dentists, medical technicians, hospitals, or health care providers in the course of obtaining emergency medical attention.
</p><p>To Federal, state, and local officials involved with childcare or health services for the purpose of reporting suspected or actual child abuse.
</p><p>To Federal, state, and local agencies and private sector entities that employ individuals who are registered to use the day care center for the purpose of verifying income. <i>Note:</i> Only name and data pertaining to reported total family income is disclosed to employing agencies and entities.
</p><p>To State Public Health Authorities and/or the Center for Disease Control for the purpose of reporting communicable diseases. Information released does not contain any personally identifiable information.
</p><p>The DOD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored on paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by the full name of the registrant/applicant/sponsor. Volunteer records may be retrieved by their full name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to personnel who must use them in the performance of their official duties. Paper records are maintained in locked file cabinets, drawers, or offices in a locked building with controlled, monitored access. Personnel who use the records to perform their duties must complete Privacy Act/Personally Identifiable Information (PII) training prior to being granted access to records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Enrollee records (involving no serious accident or injury requiring emergency medical records) are sent to the Child and Youth Program Coordinator upon termination from the program and are destroyed 1 year later.
</p><p>Enrollee records (involving a serious accident or injury requiring emergency medical records) are sent to the Child Development Services Coordinator upon termination from the program and are destroyed 3 years after the incident or 1 year after the enrollee withdraws from the program, whichever is later.
</p><p>Employee and Volunteer Records are maintained at the Child Development Center and are destroyed 3 years after termination of employment or volunteer services.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Child and Youth Programs, Morale, Welfare and Recreation, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, <i>ATTN:</i> DS-Q., Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA HQ FOIA/Privacy Act Office, Defense Logistics Agency Headquarters, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiries from registrants/applicants/sponsors should contain their full name and address. Inquiries from volunteers should contain their full name.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA HQ FOIA/Privacy Act Office, Defense Logistics Agency Headquarters, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiries from registrants/applicants/sponsors should contain their full name and address. Inquiries from volunteers should contain their full name.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA HQ FOIA/Privacy Act Office, Defense Logistics Agency Headquarters, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the registrant, the registrant’s sponsor, the sponsor’s employer, the registrant’s physician or health care provider, volunteers, and Child Development and Youth Program employees.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S400.30" toc="yes">
<systemNumber>S400.30</systemNumber>
<subsection type="systemName">Mass Transportation Benefit Program-Outside the National Capital Region
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 6220, ATTN: DS-B, DLA Installation Support, Fort Belvoir, VA 22060-6221 and the Defense Logistics Agency (DLA) Primary Level Field Activities located outside the National Capital Region. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices. U.S. Department of Transportation, TRANServe, 1200 New Jersey Avenue SE., Room W12-190, Washington, DC 20590-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Defense Logistics Agency (DLA) civilian employees; non-appropriated funded employees; interns/students employed and paid directly by DLA (i.e., interns/students hired through contractual agreements are not eligible); eligible interns/students hired for the summer months; and registered and nonregistered vanpool owners/operators.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records include applicant’s full name, personalized 4-digit personal identification number (PIN), home address, office symbol and duty location, office telephone number, mode of transportation being used, cost(s) of commuting, reimbursement claim for expenditures, period covered, amount of reimbursement, records of vouchers, receipts or payments distributed, dates of participation and termination in program, and vanpool owner/operator certification.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 7905, Programs to Encourage Commuting by Means Other Than Single-Occupancy Motor Vehicles; E.O. 12191, Federal Facility Ride Sharing Program; and E.O. 13150, Federal Workforce Transportation.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is collected and maintained for the purpose of managing the DLA Mass Transportation Benefit Program for participants Outside the National Capitol Region (ONCR), including receipt and processing of employee applications and distribution of the fare media to employees; to reimburse participants; to track the use of funds used to support the program; to evaluate employee participation in the program; and to prevent misuse of the funds involved.
</p><p>Participant records may be used by the DLA Primary Level Field Activity parking authorities for the purpose of identifying those individuals who receive a fare subsidy and also make use of a DLA Primary Level Field Activity parking sticker.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To U.S. Department of Transportation for the purposes of administering the Public Transportation Benefit Program and/or verifying the eligibility of individuals to receive a fare subsidy pursuant to transportation benefit program operated by the DoD or other Federal agencies.
</p><p>The DoD ‘Blanket Routine Uses’ also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored on paper forms and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is retrieved by individual’s name and a personalized 4-digit personal identification number (PIN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the records in the performance of their official duties and who are properly screened and cleared for need-to-know. Electronic records are maintained by the on Site Point of Contact computer drive. Access is restricted to the Point of Contact who can only access with secured user identification controls such as a common access card (CAC), personalized password, and key encryption. All individuals granted access to this system of records have received Privacy Act training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Documents relating to the disbursement of transportation subsidies to employees, including applications of employees no longer in the program, superseded applications, certification logs, vouchers, spreadsheets, and other forms used to document the disbursement of subsidies are destroyed after 3 years.
</p><p>Documents relating to cash reimbursements for transportation expenses associated with transit passes or vanpools, specifically Standard Form (SF) 1164, entitled "Claim for Reimbursement for Expenditures on Official Business," are destroyed 6 years and 3 months after period covered by account.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>ONCR Program Manager, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2638, ATTN: DS-B, DLA Installation Support, Fort Belvoir, VA 22060-6221, and the ONCR Mass Transportation Benefit Program Points of Contact at the DLA Primary Level Field Activity. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiries should contain the full name of the record subject, current address, telephone number, and the DLA Primary Level Field Activity which provided the subsidy.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiries should contain the full name of the record subject, current address, telephone number, and the DLA Primary Level Field Activity which provided the subsidy.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Applicant requesting transit subsidies; vanpool owner/operator; other federal agencies providing information regarding fare subsidies; and from periodic certifications and reports regarding fare subsidies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S400-50-CA" toc="yes">
<systemNumber>S400-50-CA</systemNumber>
<subsection type="systemName">Family Support Program Volunteer Files (November 16, 2004, 69 FR 67112).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Records were incorporated into S400.20, Day Care Facility Registrant and Applicant Records, published August 29, 2008 (73 FR 50949).
</p></xhtmlContent></subsection></section>
<section id="S400.60 CA" toc="yes">
<systemNumber>S400.60 CA</systemNumber>
<subsection type="systemName">DLA Guest Lodging Files (November 16, 2004, 69 FR 67112).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: DLA guest lodging facilities no longer exist. Records have been destroyed.
</p></xhtmlContent></subsection></section>
<section id="S434.15 DLA-C" toc="yes">
<systemNumber>S434.15 DLA-C</systemNumber>
<subsection type="systemName">Automated Payroll Cost and Personnel System (APCAPS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Records are now covered under the DFAS Privacy notice T7205a, entitled "Defense Business Management System (DBMS)" published July 2, 2009, at 74 FR 31711.
</p></xhtmlContent></subsection></section>
<section id="S434.87" toc="yes">
<systemNumber>S434.87</systemNumber>
<subsection type="systemName">Debt Records for Individuals.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Financial Services and Accounting Division, Accounting Operations Branch, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2745, Fort Belvoir, VA 22060-6221 and the Financial Services Offices at the Defense Logistics Agency (DLA) Primary Level Field Activities. Official mailing addresses can be obtained from the System Manager identified below.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former civilian employees and military personnel (including those who have retired) who are indebted to the Defense Logistics Agency (DLA). Also included are those individuals who are indebted to other Federal agencies for which DLA has assumed collection responsibility.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Debtors name, Social Security Number (SSN), debt principal amount, interest and penalty amount, if any, debt reason, debt status, demographic information such as grade or rank, sex, date of birth, phone number, duty and home address, various dates identifying the status changes occurring in the debt collection process, documents furnished by individual concerning financial condition, personnel actions, and requests for waiver of indebtedness.
</p><p>Correspondence with other Federal agencies to initiate the collection of debts through voluntary or involuntary offset procedures against the indebted employees’ salaries or compensation due a retiree.
</p><p>Correspondence with other Federal agencies requesting administrative offset from payments owed to the debtor. These records may include individual’s name, rank, date of birth, Social Security Number (SSN), debt amount, documentation establishing overpayment status, military pay records, financial status affidavits, credit references, and substantiating documents such as military pay orders, pay adjustment authorizations, military master pay account printouts, records of travel payments, financial record data folders, miscellaneous vouchers, debtor financial records, credit reports, promissory notes, and debtor financial statements.
</p><p>Information on U.S. Treasury Department, Internal Revenue Service (IRS), U.S. Department of Justice, and U.S. General Accountability Office (GAO) inquiries, judicial proceedings regarding bankruptcy, pay account histories, and token payment information.
</p><p>Applications for waiver of erroneous payment or for remission of indebtedness with supporting documents including statements of financial status (personal income and expenses), statements of commanders or Defense Accounting Officers, correspondence with debtors, or records of overpayments of Survivor Benefit Plan benefits.
</p><p>Reports from probate courts regarding the estates of deceased debtors.
</p><p>Reports from bankruptcy courts regarding claims of the U.S. Government against debtors.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Debt Collection Act of 1982 (Pub. L. 97-365), as amended by the Debt Collection Improvement Act of 1996 (Pub. L. 104-134); 5 U.S.C. 5514, Installment Deduction of Indebtedness; 31 U.S.C. 3711, Collection and Compromise; 31 U.S.C. 3716, Administrative Offset; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 4 CFR 101.1-105.5, Federal Claims Collection Standards; 5 CFR 550.1101-1108, Collection by Offset from Indebted Government Employees; Guidelines on the Relationship Between the Privacy Act of 1974 and the Debt Collection Act of 1982, March 30, 1983 (48 FR 15556, April, 1983); the Interagency Agreement for Federal Salary Offset Initiative (Office of Management and Budget, Department of the Treasury, Office of Personnel Management and the Department of Defense, April 1987); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose for this system of records is to support the DLA debt management program in identifying, recovering and collecting debts owed by individuals to the U.S. Government, as appropriate.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the U.S. Government Accountability Office, the U.S. Department of Justice, Internal Revenue Service, U.S. Department of the Treasury, or other Federal agencies for further collection action on any delinquent account when circumstances warrant.
</p><p>To commercial credit reporting agencies for the purpose of adding debt payment or non-payment data to a credit history file on an individual for use in the administration of debt collection. Delinquent debt information may be furnished for the purpose of establishing an inducement for debtors to pay their obligations to the U.S. Government.
</p><p>To any Federal agency where the debtor is employed or receiving some type of payment from that agency for the purpose of collecting debts owed the U.S. Government by non-centralized offset. Non-centralized offset encompasses an offset program administered by any Federal agency other than the U.S. Department of the Treasury. The agency holding the payment subject to offset will use the indebtedness information for collection purposes after counseling the debtor. The collection may be accomplished either voluntarily or involuntarily by initiating administrative or salary offset procedures under the provisions of the Debt Collection Act of 1982 (Pub. L. 97-365, as amended by Pub. L. 104-134, the Debt Collection Improvement Act of 1996).
</p><p>To the U.S. Department of the Treasury (DOT) for centralized administrative or salary offset, including the offset of Federal income tax refunds, for the purpose of collecting debts owed the U.S. Government; to the DOT contracted private collection agencies for the purpose of obtaining collection services, including administrative wage garnishment (AWG) in accordance with the Debt Collection Improvement Act of 1996 (Pub. L. 104-134), 31 U.S.C. 3720D, and 31 CFR part 285, to recover moneys owed to the U.S. Government.
</p><p>To any Federal agency for the purpose of accomplishing the administrative procedures to collect or dispose of a debt owed to the U.S. Government. This includes, but is not limited to, the Office of Personnel Management for personnel management functions and the Internal Revenue Service to obtain a mailing address of a taxpayer for the purpose of locating such taxpayer to collect or compromise a Federal claim against the taxpayer pursuant to 26 U.S.C. 1603(m)(2), and in accordance with 31 U.S.C. 3711, 3217, and 3718. The Internal Revenue Service may also request locator service for delinquent accounts receivable in order to report closed out accounts as taxable income, including amounts compromised or terminated, and accounts barred from litigation due to age.
</p><p>The DoD "Blanket Routine Uses" may apply to this system of records.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this system of records to "consumer reporting agencies" as defined in the Fair Credit Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government; typically to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored on paper in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the debtor’s name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in controlled facilities where physical entry is restricted by the use of locks, guards, and/or to authorized personnel only. Access to records is limited to person(s) responsible for servicing the records in the performance of their official duties and who are properly screened and cleared for need-to-know.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed 3 years after final action is terminated.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Accounting Operations Branch, Financial Services and Accounting Division, Office of Comptroller, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2745, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Requests should include the individuals full name, Social Security Number (SSN), mailing address, and a telephone number where they may be reached.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Requests should include the individuals full name, Social Security Number (SSN), mailing address, and a telephone number where they may be reached.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual debtor, DLA Financial Services Offices documents, personnel offices, and documents from other Federal agencies for which DLA has assumed collection responsibility.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S500.10" toc="yes">
<systemNumber>S500.10</systemNumber>
<subsection type="systemName">Personnel Security Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Logistics Agency Intelligence Office, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221 and the Defense Logistics Agency (DLA) Intelligence Offices of the DLA Primary Level Field Activities (PLFAs). The PLFA mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All DLA civilian employees, military personnel and contractors who have been the subject of a personnel security investigation pertaining to their qualifications and eligibility to occupy sensitive positions, perform sensitive duties, or for access to classified information.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), home address and telephone number, and personal history statements; evidence of security eligibility determinations and security clearances granted to individuals; report of investigation conducted by investigative agencies and organizations; and certifications of security briefings and debriefings signed by individuals.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; E.O. 10450, Security Requirements for Government Employment; E.O. 12958, Classified National Security Information; DoD Regulation 5200.2, DoD Personnel Security Program; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, federal contracts, or access to classified information. DLA Personnel Security Specialists, supervisors, and management officials use the records to determine whether an individual is eligible to occupy a sensitive position and/or have been cleared for or granted access to classified information.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and/or electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved alphabetically by subject individual’s name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is limited to those individuals who require the records for the performance of their official duties. Paper records are maintained in buildings with controlled or monitored access.
</p><p>During non-duty hours, records are secured in locked or guarded buildings, locked offices, and/or locked or guarded cabinets. The electronic records system employs user identification and password or smart card technology protocols.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records of security eligibility determinations, evidence of security clearances and related documents are retained as long as the person is employed or assigned to DLA. After the person leaves DLA, the reports are placed in an inactive file for two years, and then destroyed. Reports of investigations are destroyed 90 days after a security eligibility determination is made.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Personnel Security Specialists, Defense Logistics Agency, ATTN: DLA Intelligence Office, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221; and the Personnel Security Specialists of the DLA Primary Level Field Activities (PLFAs). The PLFA mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Requests should contain the subject individual’s full name, Social Security Number (SSN), date and place of birth, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Requests should contain the subject individual’s full name, Social Security Number (SSN), date and place of birth, current address, and telephone number.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format. The unsworn declaration statement must be signed and dated.
</p><p>If executed within the United States, its territories, possessions, or commonwealths the statement must read: ‘I declare under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).’
</p><p>If executed outside the United States, its territories, possessions, or commonwealths the statement must read: ‘I declare under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).’
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the record subject or from investigative reports.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2) and (3)(c) and (e) and published in 32 CFR part 323. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="S500.20" toc="yes">
<systemNumber>S500.20</systemNumber>
<subsection type="systemName">Defense Logistics Agency (DLA) Criminal Incident Reporting System Records (DCIRS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Enterprise Data Center East, 8180 Green Meadows Drive, Lewis Center, OH 43035-9605 and 6801 Telegraph Road, Alexandria, VA 22310-3398.
</p><p>Records may also be maintained within the DLA Offices that use these records in the performance of their official duties located at Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221 and the DLA Primary Level Field Activities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian and military personnel of DLA, contractor employees, and other persons who have committed or are suspected of having committed, any criminal act (felony or misdemeanor) or any violations of laws, regulations, or ethical standards on DLA controlled activities or facilities; or outside of those areas in cases where DLA is or may be a party of interest.
</p><p>Individuals or companies who purchase or seek to purchase excess or surplus personal property from the Department of Defense (DoD) where that property is either U.S. Munitions List or Commerce Control List property.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, address and telephone number, Reports of Preliminary Inquiry, Criminal Information Reports, Reports of Referral, Reports of Investigation, Police Incident Reports, Reports of Inquiry, Reports of Initiatives, Trade Security Controls Assessment Records, Reports of Post Sale Investigation, Crime Vulnerability Assessments, Response to Leads, Reports of Outreach, Reports of Corrective Action, Commander or Director’s Reports of Corrective Action, invoices, sales contracts, messages, statements of witnesses, subjects, and victims, photographs, laboratory reports, data collection reports, and other related papers by DLA Investigators, Security Officers, Federal, State, and local law enforcement and investigative agencies.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The Omnibus Crime Control Act of 1994; Section 21, Internal Security Act of 1950 (Pub. L. 831, 81st Congress); DoD Directive 5105.22, Defense Logistics Agency (32 CFR part 359); DoD Directive 5105.42, Defense Security Service (32 CFR part 361); DoD Directive 7730.47, Defense Incident-Based Reporting System; DoD Instruction 2030.8, Trade Security Controls on DoD Excess and Surplus Personal Property; DoD Instruction 5240.4, Reporting of Counterintelligence and Criminal Violations; DoD Instruction 5505.2, Criminal Investigations of Fraud Offenses; 28 U.S.C. 534, Uniform Federal Crime Reporting Act; 18 U.S.C. 922, Brady Handgun Violence Prevention Act of 1994; 42 U.S.C. 10601, Victim Rights and Restitution Act of 1990; 10 U.S.C. 1562,Database on Domestic Violence Incidents and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system is used by Investigations Division, DLA Accountability Office, and the DLA Office of General Counsel personnel to monitor progress of cases and to develop non-personal statistical data on crime and criminal investigative support for the future. DLA General Counsel also uses data to review cases, determine proper legal action, and coordinate on all available remedies. Information is released to DLA managers who use the information to determine actions required to correct the causes of loss and to take appropriate action against DLA employees or contractors in cases of their involvement. Records are also used by DLA to monitor the progress of investigations, identify crime conducive conditions, and prepare crime vulnerability assessments/statistics.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To Federal, State, and local agencies having jurisdiction over or investigative interest in the substance of the investigation, for corrective action, debarment, or reporting purposes.
</p><p>To Government contractors employing individuals who are subjects of an investigation.
</p><p>To DLA contractors or vendors when the investigation pertains to a person they employ or to a product or service they provide to DoD when disclosure is necessary to accomplish or support corrective action.
</p><p>The DoD `Blanket Routine Uses’ apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper records and/or on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Hardcopy records filed chronologically by DLA case number and cross-indexed to individual or file name. Automated records are retrievable by name of the individual or firm, DLA case number, DLA Field Activity number or activity code, or keyword.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Physical entry is restricted by the use of guards, locks, and administrative procedures. Computer terminals are password controlled with system-generated, forced password-change protocols or also equipped with "Smart Card" technology that requires the insertion of an embedded identification card and entry of a personal identification number (PIN). In addition, computer screens lock after a preset period of inactivity with re-entry controlled by passwording. DCIRS is also password controlled. Access to the database is limited to those DLA personnel who require the records in the performance of their official duties. Employees are periodically briefed on their responsibilities regarding privacy information. All individuals granted access to DCIRS is to have taken Information Assurance and Privacy Act training. Records and computerized files are maintained in areas accessible only to the DLA OI, DLA Offices of Public Safety, and the DLA General Counsel personnel.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending. Until the National Archives and Records Administration has approved the retention and disposal of these records, treat records as permanent.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Staff Director, Investigations Division, DLA Accountability Office, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Stop 2358, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individual must provide full name, current address and telephone numbers.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individual must provide full name, current address and telephone numbers.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Reports of Preliminary Inquiry, Criminal Information Reports, Reports of Referral, Reports of Investigation, Police Incident Reports, Reports of Inquiry, Reports of Initiatives, Trade Security Controls Assessment Records, Reports of Post Sale Investigation, Crime Vulnerability Assessments, Response to Leads, Reports of Outreach, Reports of Corrective Action, Commander or Director’s Reports of Corrective Action, invoices, sales contracts, messages, statements of witnesses, subjects, and victims, photographs, laboratory reports, data collection reports, and other related papers, by DLA Investigators, Security Officers, Federal, State, and local law enforcement and investigative agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information, except to the extent that disclosure would reveal the identity of a confidential source. <i>Note:</i> When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3)(c) and (e) and is published at 32 CFR part 323. For more information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="S500.30" toc="yes">
<systemNumber>S500.30</systemNumber>
<subsection type="systemName">Incident Investigation/Police Inquiry Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Public Safety and Security Office, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Public Safety and Security Offices of the Defense Logistics Agency Field Activities. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have been the subject of a non-criminal investigation or police inquiry into incidents occurring on DLA-controlled facilities or installations. The system also covers incidents at other locations that involve individuals assigned to or employed by DLA or employed by agencies that receive security and police force services from DLA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records contain case number, name of subject, Social Security Number (SSN), address, telephone number, and details of the incident or inquiry; the investigative report containing details of the investigation, relevant facts discovered, information received from sources and witnesses, the investigator’s findings, conclusions, and recommendations; and case disposition details.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 303(b), Oath to Witnesses; 10 U.S.C. 133, Under Secretary of Defense for Acquisition and Technology; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To record information related to investigations of or inquiries into incidents under DLA jurisdiction. Records may be used to make decisions with respect to disciplinary action and/or suitability for employment; to bar individuals from entry to DLA facilities or installations; to evaluate the adequacy of existing physical security safeguards; and to perform similar functions with respect to maintaining a secure workplace. Statistical data, with all personal data removed, may be provided to other offices for purposes of reporting, planning, training, vulnerability assessment, awareness, and similar administrative endeavors. Complaints appearing to involve criminal wrongdoing are referred to the appropriate criminal investigative organization for investigation and disposition.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, 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:
</p><p>To Federal, State, and local agencies that administer programs or employ individuals involved in an incident or inquiry.
</p><p>The DoD "Blanket Routine Uses" also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper files and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name of subject, subject matter, and by case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA Headquarters and Field Activities security and staff personnel who use the records to perform their duties. All records are maintained on closed military installations with security force personnel performing installation access control and random patrols.
</p><p>Common Access Cards and personal identification numbers are used to authenticate authorized desktop and laptop computer users. Computer servers are scanned monthly to assess system vulnerabilities. Systems security updates are accomplished daily. The computer files are password protected with access restricted to authorized users with a need for the information. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non duty hours, with access restricted during duty hours to authorized users with a need for the information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed 5 years after date of last action; incidents involving terrorist threats are destroyed 7 years after the incident is closed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, Law Enforcement Operations, Headquarters, Defense Logistics Agency, Office of Public Safety, 8725 John J. Kingman Road, Suite 3533, Fort Belvoir, VA 22060-6220, and the Security Managers within the DLA Field Activity responsible for the operation of security forces and staff at the DLA Field Activity. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individuals are required to provide name, Social Security Number (SSN), employing activity name and address, and, if known, place of investigation.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)".
</p><p>If executed within the United States, its territories, possessions, or commonwealths: "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)".
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about them contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individuals are required to provide name, Social Security Number, employing activity name and address, and, if known, place of investigation.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)".
</p><p>If executed within the United States, its territories, possessions, or commonwealths: "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)".
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the record subject, victims, witnesses, and investigators.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 323. For additional information contact the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection></section>
<section id="S500.40" toc="yes">
<systemNumber>S500.40</systemNumber>
<subsection type="systemName">DLA Security Force and Staff Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Public Safety and Security Office, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 3533, Fort Belvoir, VA 22060-6220 and the Public Safety and Security Offices of the DLA Field Activities. Addresses may be obtained from the System manager.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Defense Logistics Agency (DLA) security and investigations personnel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records contain individual’s name, Social Security Number (SSN), date of birth, home address, telephone number, emergency notification data, driver’s license number and expiration date, security clearance, weapons qualification, education and training data, professional certifications, issuance and receipt of property and equipment (uniforms, shields, credentials, weapons, ammunition), shift assignments, and related papers.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; Section 21 of the Internal Security Act of 1950 (50 U.S.C. 797); 18 U.S.C. 499, Military, Naval, or Official Passes; 18 U.S.C. 701, Official Badges, Identification Cards, Other Insignia; 18 U.S.C. 716, Police Badges; DOD Instruction 5200.8, Security of Military Installations and Resources; 10 U.S.C. 1580, Emergency Essential Personnel, designation; 10 U.S.C. 1585, Carrying of Firearms; DOD 5210.56, Use of Deadly Force and the Carrying of Firearms by DOD Personnel Engaged in Law Enforcement and Security Duties; CJCSI 3121.01B, Standing Rules of Engagement/Standing Rules for the Use of Force for US Forces; 10 U.S.C. 1593, Uniform allowance: civilian employees; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is maintained and used by DLA Security Managers, Security and Public Safety staffs, and Security Force Supervisors to provide data concerning the professional qualifications, training requirements, and health and readiness of Security Force personnel at DLA Headquarters and field activities. Records are also used for identification and emergency notification in case of accident or casualty; to maintain control and accountability of property (<i>i.e.</i> uniforms, shields, credentials, weapons, ammunition, and equipment); to ensure proper training; to develop schedules and procedures to improve efficiency. Records are used to determine if an individual is qualified in the use of firearms and vehicles and for security clearance to handle classified information.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal, state or local law enforcement agencies for training or assistance in police or security operations.
</p><p>To local hospitals and medical personnel for emergency treatment in case of accident or casualty.
</p><p>To Federal and non-federal schools, academies, and similar institutions for training or certification purposes.
</p><p>To Federal, state, or local disaster relief agencies for mutual aid.
</p><p>The DoD "Blanket Routine Uses" also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and/or on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by individual’s name, Social Security Number, shield or credential number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA Headquarters and field activities security supervisory and staff personnel who use the records to perform their duties. All records are maintained on closed military installations with security force personnel performing installation access control and random patrols. Common Access Cards and personal identification numbers are used to authenticate authorized desktop and laptop computer users. Computer servers are scanned quarterly or monthly to assess system vulnerabilities. Systems security updates are accomplished daily. The computer files are password protected with access restricted to authorized users with a need for the information. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non duty hours, with access restricted during duty hours to authorized users with a need for the information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed after 1 year, when no longer needed, superseded or obsolete, or upon termination of record subject, as applicable.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, Law Enforcement Operations, Headquarters, Defense Logistics Agency, Office of Public Safety, 8725 John J. Kingman Road, Suite 3533, Fort Belvoir, VA 22060-6220, and the Security Managers within the DLA field activity responsible for the operation of security forces and staff at the DLA field activity.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain subject individual’s full name, Social Security Number, and the DLA activity where employed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about them contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain subject individual’s full name, Social Security Number, and the DLA activity where employed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual, DLA Security Managers, Security Staff, Security Force Supervisors, and training and educational institutions.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S500.41" toc="yes">
<systemNumber>S500.41</systemNumber>
<subsection type="systemName">Vehicle/Traffic Incident Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Public Safety and Security Office, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 3533, Fort Belvoir, VA 22060-6220 and the Public Safety and Security Offices of the DLA field activities. Addresses may be obtained from the System manager.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any person involved in a vehicle traffic accident or traffic incident on property controlled by the Defense Logistics Agency (DLA), and individuals involved in traffic incidents while operating or occupying a DLA-controlled vehicle.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The file includes name, addresses, Social Security Number (SSN), telephone numbers, vehicle description and data, vehicle license data, operator license data, insurance data, emergency contact and similar data. The file also includes reports, sketches, photographs, medical reports and related papers concerning traffic accident investigation and case disposition, traffic tickets, documents relating to withdrawal of driving privileges, substance influence reports, and reports of corrective or disciplinary action taken.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; National Highway Safety Act of 1966 (23 U.S.C. 401, Highway Safety, <i>et seq.</i>); and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is maintained for purposes of accident cause identification and to formulate accident prevention programs for improvement in traffic patterns and for preparation of statistical reports required by higher authority.
</p><p>Information is used by Security Officers and DLA police to determine actions required to correct the cause of the accident. In cases involving personal injury, to provide verification in processing workmen’s compensation cases.
</p><p>Claims Officers to determine validity of claims against the U.S. Government, when such are filed by a person involved in an accident.
</p><p>DoD Medical personnel to make medical determinations about individuals involved in accidents.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To medical and emergency personnel to make medical and safety determinations about individuals involved in accidents.
</p><p>To the Department of Labor, Office of Workers’ Compensation for the purpose of processing workers’ compensation claims.
</p><p>The DoD "Blanket Routine Uses" also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and/or on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name of person involved, Social Security Number (SSN), ticket or police report number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA Headquarters and field activities security supervisory and staff personnel who use the records to perform their duties. All records are maintained on closed military installations with security force personnel performing installation access control and random patrols. Common Access Cards and personal identification numbers are used to authenticate authorized desktop and laptop computer users. Computer servers are scanned quarterly or monthly to assess system vulnerabilities. Systems security updates are accomplished daily. The computer files are password protected with access restricted to authorized users with a need for the information. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non duty hours, with access restricted during duty hours to authorized users with a need for the information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy after 2 years; however, where the possibility for a claim exists, the record will be destroyed after 6 years, 3 months.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, Law Enforcement Operations, Headquarters, Defense Logistics Agency, Office of Public Safety, 8725 John J. Kingman Road, Suite 3533, Fort Belvoir, VA 22060-6220, and the Security Managers within the DLA field activity responsible for the operation of security forces and staff at the DLA field activity.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the individual’s full name, date and the location of the incident.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the individual’s full name, date and the location of the incident.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals involved in accidents, traffic offenders, witnesses, security and police force personnel, law enforcement agencies, and medical and emergency personnel.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S500.42" toc="yes">
<systemNumber>S500.42</systemNumber>
<subsection type="systemName">Seizure and Disposition of Property Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Public Safety and Security Office, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 3533, Fort Belvoir, VA 22060-6220 and the Public Safety and Security Offices of the DLA field activities. Addresses may be obtained from the System manager.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any person on property controlled by DLA identified as being in possession of contraband or physical evidence connected with a criminal offense.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The file includes name, Social Security Number (SSN), addresses, telephone numbers and data pertaining to the asset. The file also includes documents pertaining to acquisition, storage and disposition of contraband and physical evidence to include receipts, chain of custody documents, release, and disposition or destruction certificates.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 21 of the Internal Security Act 1950 (50 U.S.C. 797, <i>et seq</i>.); DOD Instruction 5200.8, Security of DOD Installations and Resources; DOD Directive 5105.22, Defense Logistics Agency; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is maintained and used by security and police force personnel to provide accountability for confiscated contraband and acquired physical evidence.
</p><p>Information is also used to maintain chain of custody on evidence for presentation in court in cases requiring criminal prosecution.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and/or on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by property log number and last name if person has been identified in the particular case; by incident number if property was found on the premises or recovered from a crime scene.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA Headquarters and field activities security supervisory and staff personnel who use the records to perform their duties. All records are maintained on closed military installations with security force personnel performing installation access control and random patrols. Common Access Cards and personal identification numbers are used to authenticate authorized desktop and laptop computer users. Computer servers are scanned quarterly or monthly to assess system vulnerabilities. Systems security updates are accomplished daily. The computer files are password protected with access restricted to authorized users with a need for the information. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non duty hours, with access restricted during duty hours to authorized users with a need for the information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy 3 years after final action on or disposition of the property and responsibility therefore has been appropriately terminated.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, Law Enforcement Operations, Headquarters, Defense Logistics Agency, Office of Public Safety, 8725 John J. Kingman Road, Suite 3533, Fort Belvoir, VA 22060-6220, and the Security Managers within the DLA field activity responsible for the operation of security forces and staff at the DLA field activity.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the subject individual’s full name, Social Security Number (SSN), current address, and telephone numbers.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the subject individual’s full name, Social Security Number (SSN), current address, and telephone numbers.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Record subject; security personnel; and Federal, state, and local law enforcement agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S500.43" toc="yes">
<systemNumber>S500.43</systemNumber>
<subsection type="systemName">Firearms Registration Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Logistics Agency field activities. Addresses may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals required to register personal firearms with the Defense Logistics Agency.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The file includes name, addresses, Social Security Number, and telephone numbers. The file also includes firearm registration forms, and other documents relating to registration of privately owned firearms.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 21 of the Internal Security Act 1950 (50 U.S.C. 797, et seq.); DoD Instruction 5200.8, Security of DOD Installations and Resources; DOD Directive 5105.22, Defense Logistics Agency; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is used by security officers and police force personnel to ensure proper maintenance and safekeeping of privately owned firearms by personnel residing on DLA controlled premises or who are required to register firearms with DLA. Records may also be used to identify the owner of a particular firearm.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD "Blanket Routine Uses" also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and/or on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by subject individual’s name or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA Headquarters and field activities security supervisory and staff personnel who use the records to perform their duties. All records are maintained on closed military installations with security force personnel performing installation access control and random patrols. Common Access Cards and personal identification numbers are used to authenticate authorized desktop and laptop computer users. Computer servers are scanned quarterly or monthly to assess system vulnerabilities. Systems security updates are accomplished daily. The computer files are password protected with access restricted to authorized users with a need for the information. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non duty hours, with access restricted during duty hours to authorized users with a need for the information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy 6 months after cancellation of registration or departure of the registrant from the jurisdiction of the registering activity.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Security managers within the DLA field activity responsible for the operation of security forces and staff at the DLA field activity.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain subject individual’s full name, Social Security Number, home address, and location of DLA installation where firearm was registered.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about them contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain subject individual’s full name, current address and telephone numbers of the individual.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual, security and police force personnel.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S500.50" toc="yes">
<systemNumber>S500.50</systemNumber>
<subsection type="systemName">Facility Access Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Staff Director, Public Safety, Headquarters Defense Logistics Agency, ATTN: DES-S, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221, and the Defense Logistics Agency field activities. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Defense Logistics Agency (DLA) civilian and military personnel, contractor employees, and individuals requiring access to DLA-controlled installations or facilities. The system also contains data on children of civilian employees, military personnel, and contractors where the parents have requested that a child identification badge be issued.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The system contains documents relating to requests for and issuance of facility entry badges and passes and motor vehicle registration. The records contain individual’s name; Social Security Number; physical and electronic duty addresses; physical and electronic home addresses; duty and home telephone numbers; emergency-essential status; date and place of birth; citizenship; badge number, type of badge, and issue and expiration dates; facility identification and user codes and dates and times of building entry; current photograph; physical descriptors such as height, hair and eye color; blood type; fingerprint data; handicap data; security clearance data; personal vehicle description to include year, make, model, and vehicle identification number; State tag data; operator’s permit data; inspection and insurance data; vehicle decal number, parking lot assignment; parking infractions; the fact of participation in mass transit programs; emergency contact data; and names of children registered at DLA child development centers.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations, 5 U.S.C. 6122, Flexible schedules, agencies authorized to use; 5 U.S.C. 6125, Flexible schedules, time recording devices; 10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; 23 U.S.C. 401 et seq., National Highway Safety Act of 1966; E.O. 9397 (SSN); and E.O. 10450, Security Requirements for Government Employees.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is maintained by DLA police and public safety personnel is used to control access into DLA-managed installations, buildings, facilities, and parking lots; to manage reserved, handicap and general parking; to verify security clearance status of individuals requiring entry into restricted access areas; to account for building occupants and to effect efficient evacuation during simulated and actual threat conditions; to relay threat situations and conditions to DoD law enforcement officials for investigative or evaluative purposes; and to notify emergency contact points of situations affecting a member of the workforce. Names of children registered at DLA child care centers are collected to notify the caregivers of emergencies affecting parents and to identify the children who may require special accommodations due to that emergency. In support of morale programs and when requested by parents, critical descriptive data and a current photograph of their child are captured for parental use should a child go missing.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of DLA’s compilation of systems of records notices apply to this system except for information collected on children.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper file folders and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name, Social Security Number, facility or user code, or decal number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA Headquarters, field activities security supervisory, and staff personnel who use the records to perform their duties. All records are maintained on closed military installations with security force personnel performing installation access control and random patrols. Common Access Cards and personal identification numbers are used to authenticate authorized desktop and laptop computer users. Computer servers are scanned quarterly or monthly to assess system vulnerabilities. Systems security updates are accomplished daily. The computer files are password protected with access restricted to authorized users with a need for the information. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non duty hours, with access restricted during duty hours to authorized users with a need for the information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Vehicle registration records are destroyed when superseded or upon normal expiration or 3 years after revocation; individual badging and pass records are destroyed upon cancellation or expiration or 5 years after final action to bar from facility.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Security Operations Divisions, Office of Public Safety, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 3533, Fort Belvoir, VA 22060-6220, and the Security Managers within the DLA Field Activity responsible for the operation of security forces and staff at the DLA field activity.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about them should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221 or the Privacy Act Office of the DLA Field Activity involved. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p><p>Written requests for information should contain name, Social Security Number (SSN), mailing address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221 or the Privacy Act Office of the DLA field activity involved. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p><p>Written requests for information should contain name, Social Security Number (SSN), mailing address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data is supplied by the individual and public safety personnel. Data for child identification badges is provided by the parent.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S500.55" toc="yes">
<systemNumber>S500.55</systemNumber>
<subsection type="systemName">Information Technology Access and Control Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Director, Information Operations, Headquarters Defense Logistics Agency, ATTN: J-6, 8725
John J. Kingman Road, Stop 6226, Fort Belvoir, VA 22060-6221, and the Defense Logistics Agency Primary Level Field Activities.
Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Defense Logistics Agency (DLA) civilian and military personnel, contractor employees, and individuals requiring access to DLA-controlled networks, computer systems, and databases.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>System contains documents relating to requests for and grants of access to DLA computer networks, systems, or databases. The records contain the individual’s name; social security number; citizenship; physical and electronic addresses; work telephone numbers; office symbol; contractor/employee status; computer logon addresses, passwords, and user identification codes; type of access/permissions required; verification of need to know; dates of mandatory information assurance awareness training; and security clearance data. The system also captures details about programs, databases, functions, and sites accessed and/or used; dates and times of use; and information products created, received, or altered during use. The records may also contain details about access or functionality problems telephoned in for technical support along with resolution. For individuals who telecommute from home or a telework center, the records may contain the electronic address and telephone number at that location. For contractors, the system also contains the company name, contract number, and contract expiration date.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; 18 U.S.C. 1029, Access device fraud; E.O. 10450, Security Requirements for Government Employees, as amended; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system is maintained by DLA Information Operations to control and track access to DLA-controlled networks, computer systems, and databases. The records may also be used by law enforcement officials to identify the occurrence of and assist in the prevention of computer misuse and/or crime. Statistical data, with all personal identifiers removed, may be used by management for system efficiency, workload calculation, or reporting purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DOD "Blanket Routine Uses" also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name, Social Security Number (SSN), or user identification code.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in secure, limited access, or monitored work areas accessible only to authorized personnel. Electronic records are stored on computer systems employing software programs that monitor network traffic to identify unauthorized attempts to upload or change information. Access to computer systems is password and/or Public Key Infrastructure controlled. Electronic records are stored in encrypted form.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Civilian and military records are deleted 1 year after the user’s account is terminated from
the system(s) listed on the System Authorization Access Request. Records relating to contractor access are destroyed 3 years after
contract completion or termination.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Information Operations, ATTN: J-6, 8725 John J. Kingman Road, Stop 6226, Fort
Belvoir, VA 22060-6221, and the Information Operations Offices of DLA Primary Level Field Activities. Official mailing addresses
are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about
themselves should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725
John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the subject individual’s full name, Social Security Number (SSN), or user identification code.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access records about themselves contained in this system of records
should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J.
Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the subject individual’s full name, Social Security Number (SSN), or user identification code.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents and appealing initial agency
determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense
Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by record subjects, their supervisors, and the personnel security staff. Some data, such as user identification codes, is supplied by the Information Technology staff. Details about access times and functions used are provided by the system.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S500.60" toc="yes">
<systemNumber>S500.60</systemNumber>
<subsection type="systemName">Defense Logistics Agency Enterprise Hotline Program Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Inspector General, DLA Office of the Inspector General, Headquarters, Defense Logistics Agency, ATTN: DA, 8725 John J. Kingman Road, Stop 2358, Fort Belvoir, VA 22060-6221, and at the offices of the designated Hotline Points of Contact of DLA Field Activities or DLA Headquarters Elements. Official mailing addresses may be obtained from the system manager below.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Covered individuals include those who use the DLA Enterprise Hotline Program to report suspected fraud, waste, abuse, or mismanagement. Also included are other individuals identified during the inquiry, such as persons interviewed, complainants, witnesses, subjects, and contractor employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records resulting from the receipt of a DoD/DLA Hotlines and resulting inquiries including the date of the complaint, the Hotline control number; the name of the complainant(s), the name of the suspect(s), and the actual allegations; Hotline documents from components transmitting the DoD/DLA Hotline Reports, which normally contain the name of the examining official(s) assigned to conduct the inquiry; background information regarding the inquiry itself, such as the scope of the inquiry, relevant facts discovered, information received from witnesses, and specific source documents reviewed; the examining official’s findings, conclusions, and recommendations; the disposition of the inquiry; and internal DLA Hotline forms documenting review and analysis of Hotline Reports.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; 5 U.S.C., Appendix 3, Inspector General Act of 1978, as amended; DOD Directive 5106.1, Inspector General of the Department of Defense; DOD Directive 7050.1, Defense Hotline Program; DOD Instruction 7050.7, Defense Hotline Procedures; DOD Instruction 7050.8, Defense Hotline Quality Assurance Review (QAR) Program; DOD Directive 5505.6, Investigations of Allegations Against Senior Officials of the Department of Defense; DLA Enterprise Hotline Program Instruction; and DLA Instruction 5104, DLA Enterprise Hotline Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To conduct inquiries of reported instances of alleged/suspected fraud, waste, abuse, or mismanagement; to compile statistical information to disseminate on an as needed basis to DLA HQ Elements, DLA Field Activities, and the Defense Hotline, DoD; and to provide a record of hotline disposition. Hotlines appearing to involve criminal wrongdoing will be referred to the Defense Criminal Investigative Service or other criminal investigative units of DoD Components.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To Federal, state, and local agencies having jurisdiction over or investigative interest in the substance of the allegations for investigative, corrective action, debarment, or reporting purposes.
</p><p>To Government contractors employing individuals who are subjects of a hotline.
</p><p>To DLA contractors or vendors when the Hotline pertains to a person they employ or to a product or service they provide to DoD when disclosure is necessary to accomplish or support corrective action.
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be retained in either hard copy or electronic/image format.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the name of complainant, witness, contractor employee, and/or subjects; hotline topic; inquiry number; National Stock Number; and/or contract number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Physical entry is restricted by the use of guards, locks, and administrative procedures. System is password controlled with system-generated, forced password-change protocols or also equipped with "Smart Card" technology that requires the insertion of an embedded identification card and entry of a PIN. In addition, computer screens lock after a preset period of inactivity with re-entry controlled by passwords. The DLA Enterprise Hotline Program Database is also password controlled. Access to the database is limited to those DLA Enterprise Hotline Program personnel who require the records in the performance of their official duties. Employees are periodically briefed on their responsibilities regarding privacy information. All individuals granted access to this system of records are to have taken Privacy Act training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed/deleted 10 years after completion of case.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, DLA Accountability Office" with "Inspector General, DLA Office of the Inspector General.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, Attn: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individuals are required to provide their full name, address, and either a notarized signature or a signed and dated unsworn declaration, in accordance with 28 U.S.C. 1746, stating under penalty of perjury under U.S. law that the information contained in the request, including their identity, is true and correct.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, Attn: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individuals are required to provide their full name, address, and either a notarized signature or a signed and dated unsworn declaration, in accordance with 28 U.S.C. 1746, stating under penalty of perjury under U.S. law that the information contained in the request for access, including their identity, is true and correct.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial Agency determinations are contained in 32 CFR part 323 or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, Attn: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the Defense Hotline, subjects/offenders, complainants, witnesses, investigators, examining officials, personnel interviewed, the Federal/State/DOD/DLA Hotline Program Offices, and the DLA Enterprise Hotline.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information, except to the extent that disclosure would reveal the identity of a confidential source.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and 3, (c) and (e) and published in 32 CFR part 323. For more information, contact the DLA Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection></section>
<section id="S510.30" toc="yes">
<systemNumber>S510.30</systemNumber>
<subsection type="systemName">Freedom of Information Act/Privacy Act Requests and Administrative Appeal Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221 and the FOIA/Privacy Act Offices of the DLA Primary Level Field Activities. Mailing addresses for the DLA Primary Level Field Activities may be obtained from the System manager.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who submit Freedom of Information Act (FOIA) and Privacy Act (PA) requests, or FOIA/PA administrative appeals; individuals whose requests and/or records have been referred to the Defense Logistics Agency by other agencies; and in some instances includes attorneys representing individuals submitting such requests and appeals, or individuals who are the subjects of such requests and appeals.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records created or compiled in response to FOIA and Privacy Act requests and administrative appeals and includes the original requests and administrative appeals; responses to such requests and administrative appeals; all related memoranda, correspondence, notes, and other related or supporting documentation; and, in some instances, copies of requested records and records under administrative appeal.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552, Freedom of Information Act, as amended; and 5 U.S.C. 552a, The Privacy Act of 1974, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is maintained for the purpose of processing access requests and administrative appeals under the FOIA, access and amendment requests and administrative appeals under the Privacy Act; for the purpose of participating in litigation regarding agency action on such requests and appeals; and for the purpose of assisting the Defense Logistics Agency in carrying out any other responsibilities under the FOIA and the Privacy Act.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Information may be provided to other Federal, State, and local agencies when it is necessary to coordinate responses or denials.
</p><p>The DoD `Blanket Routine Uses’ also apply to this system of records.
</p><p>Policies and practices for storing, retrieving, accessing, retaining and disposing of records in the system:
</p><p>Storage:</p>
<p>Records may be stored on paper and/or on electronic media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the name of the requester or appellant; the case number assigned to the request or appeal; and in some instances may be retrieved by the name of the attorney representing the requester or appellant, or the name of an individual who is the subject of such a request or appeal.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Information in this system is safeguarded in accordance with applicable laws, rules, and policies. Access is limited to those officers and employees of the agency who have an official need for access in order to perform their duties. Access to electronic media is further restricted by the use of a two-factor authentication process, Common Access Card and registered login name. Physical entry is restricted by the use of locks, guards, and administrative procedures. Employees are periodically briefed on the consequences of improperly accessing restricted databases.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Freedom of Information Act Requests Full disclosure files are destroyed 2 years after date of reply; FOIA request denial files are destroyed after 6 years if not appealed; FOIA appeal files are destroyed 6 years after final determination by agency, or 6 years after the time at which a requester could file suit, or 3 years after adjudication by courts, whichever is later.
</p><p>Privacy Act Requests--Requests totally granted are destroyed 2 years after date of reply; requests totally or partially denied and not appealed are destroyed 5 years after date of reply; requests totally or partially denied and appealed are destroyed 4 years after final determination by agency or 3 years after final adjudication by courts, whichever is later.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Senior Privacy and FOIA Officer, DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA Activity to which the initial request was addressed and/or directed or you may submit your request to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiry should contain the subject individual’s full name, current address, telephone number, a description of the records sought, and correspondence tracking number, if known.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DLA Activity to which the initial request was addressed and/or directed or you may submit your request to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Written inquiry should contain the subject individual’s full name, current address, telephone number, a description of the records sought, and correspondence tracking number, if known.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data is provided by the record subject, the FOIA/Privacy Act staff, and program software. Those individuals who submit initial requests and administrative appeals pursuant to the FOIA and the Privacy Act; the agency records searched in the process of responding to such requests and appeals; other agencies or entities that have referred to the Defense Logistics Agency requests concerning Defense Logistics Agency records, or that have consulted with the Defense Logistics Agency regarding the handling of particular requests.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>During the course of a FOIA/Privacy Act action, exempt materials from other systems of records may become part of the case records in this system of records. To the extent that copies of exempt records from those other systems of records are entered into these FOIA/PA case records, Defense Logistics Agency hereby claims the same exemptions for the records as claimed in the original primary systems of records which they are a part.
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 323. For additional information contact the System manager.
</p></xhtmlContent></subsection></section>
<section id="S523.25" toc="yes">
<systemNumber>S523.25</systemNumber>
<subsection type="systemName">DLA Vehicle/Equipment Operator Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Commanders of the Defense Logistics Agency (DLA) Primary Level Field Activities (PLFAs) which issue vehicle operator’s Identification Cards. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All persons for whom Defense Logistics Agency has issued permits to operate motor vehicles or equipment.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File contains name, Social Security Number, date of birth, address, State and number of currently valid license; list of arrests or summonses for violation of motor vehicle laws (excluding parking violations) and convictions, if any; suspensions or revocations of his/her State license or identification card within the past five years and any motor vehicle accidents within the past five years, training and performance record, and other related papers.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>23 U.S.C. Chapter 4, Highway Safety; DoD Instruction 6055.4, DoD Traffic Safety Program; DoD Directive 5134.01, Under Secretary of Defense for Acquisition, Technology, and Logistics; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are maintained and used by DLA officials to determine an individual’s qualifications and fitness to operate government vehicles and/or equipment.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records maybe maintained on paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed 3 years after separation of employee or 3 years after rescission of authorization to operate Government-owned vehicles, whichever is sooner.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Commanders of the Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the individual’s full name, Social Security Number (SSN), and mailing address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the individual’s full name, Social Security Number (SSN), and mailing address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Record subject, court records, supervisor notes/comments and related documents.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S600.10" toc="yes">
<systemNumber>S600.10</systemNumber>
<subsection type="systemName">Hazardous Materials Occupational Exposure History Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records are maintained at the Defense Supply Center Philadelphia (DSCP); the Defense Distribution Center (DDC) and [all] associated distribution depots; Defense Supply Center Richmond (DSCR); Defense Reutilization and Marketing Service (DRMS) and [all] associated Defense Reutilization and Marketing Office sites; Defense Energy Supply Center (DESC); United States Army Ionizing Radiation Dosimetry Center (AIRDC), and the Defense National Stockpile Center (DNSC) and [all] associated sites. Mailing addresses for these locations may be obtained from the System manager identified below.
</p><p>In addition, records are maintained at the Defense Logistics Support Command, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals working in or visiting hazardous materials storage areas and individuals who have been occupationally exposed to ionizing radiation.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File contains name, Social Security Number, badge readings, individual or area exposure monitoring results and medical data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 7902, Safety Programs; 29 U.S.C. Chapter 15, Occupational Safety and Health; 42 U.S.C. 2201(o), Reports; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To record and maintain data on hazardous materials exposure levels and medical status following annual medical examinations and to comply with reporting requirements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the U. S. Public Health Service and or supporting medical facilities for the purpose of conducting medical examinations and evaluations of DLA employees.
</p><p>To the regulatory agencies which regulate the management of hazardous materials and personnel exposure for reporting purposes.
</p><p>To academic and medical institutions and non-government agencies for the purpose of monitoring/evaluating exposures to hazardous materials and occupational exposure to ionizing radiation.
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and/or on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved alphabetically by individual’s name, Social Security Number (SSN), or employee identification number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed 75 years after birth date of employee, 60 years after date of the earliest document in the file if the date of birth cannot be ascertained, or 30 years after latest separation, or maintained indefinitely as prescribed by law, whichever is later.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Staff Director, Environment, Safety and Occupational Health, <i>Attn:</i> DES-E, 8725 John J. Kingman Road, Suite 2639, Fort Belvoir, VA 22060-6221, and Heads of the Safety and Health Offices at the DLA Field Activities. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address all written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, <i>Attn:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiries should contain the subject individual’s full name, Social Security Number, or employee identification number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about them contained in this system of records should address all written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency, <i>Attn:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiries should contain the subject individual’s full name, Social Security Number, or employee identification number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA procedures for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Act Office, Headquarters, Defense Logistics Agency, <i>Attn:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is obtained from dosimetric devices (area and personnel), other detection instrumentation, work logs, site records and assessments, and medical examinations and surveillance.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S600.20" toc="yes">
<systemNumber>S600.20</systemNumber>
<subsection type="systemName">DLA Fire and Emergency Services Program Records (May 7, 2010; 75 FR 25213).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: DLA is currently using and receiving support from the Department of the Navy "Enterprise Safety Applications Management System
(ESAMS)." Records are now covered under the Privacy Act system of records for ESAMS, identified as NM05100-5, entitled
"Enterprise Safety Applications Management System (ESAMS)" last published in the <i>Federal Register</i> on March
25, 2011, at 76 FR 16739. Therefore, this notice can be deleted.
</p></xhtmlContent></subsection></section>
<section id="S600.30" toc="yes">
<systemNumber>S600.30</systemNumber>
<subsection type="systemName">Safety, Health, Injury, and Accident Records (February 5, 2010; 75 FR 5997).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: DLA is currently using and receiving support from the Department of the Navy "Enterprise Safety Applications Management System
(ESAMS)." Records are now covered under the Privacy Act system of records for ESAMS, identified as NM05100-5, entitled
"Enterprise Safety Applications Management System (ESAMS)" last published in the <i>Federal Register</i> on March
25, 2011, at 76 FR 16739. Therefore, these notices can be deleted.
</p></xhtmlContent></subsection></section>
<section id="S600.40" toc="yes">
<systemNumber>S600.40</systemNumber>
<subsection type="systemName">Readiness and Accountability Records (November 16, 2004; 69 FR 67112).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Records formerly maintained under S600.40 are now being maintained under a DoD-wide Privacy Act system of records notice identified as DPR 39 DoD, entitled "DoD Personnel Accountability and Assessment System" published in the <i>Federal Register</i> on March 24, 2010, at 75 FR 14141.
</p></xhtmlContent></subsection></section>
<section id="S600.50" toc="yes">
<systemNumber>S600.50</systemNumber>
<subsection type="systemName">DLA Workplace Lactation Program Records (July 6, 2005, 70 FR 38893)
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Defense Logistic Agency does not collect and maintain personally identifiable information (PII) about the participants in the program.
</p></xhtmlContent></subsection></section>
<section id="S640.45" toc="yes">
<systemNumber>S640.45</systemNumber>
<subsection type="systemName">End Use Certificates.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records are maintained by the Commander, DLA Disposition Services, 74 Washington Avenue North, Battle Creek, MI 49017-3092.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals, businesses, and organizations who bid on or participate in the DoD surplus personal property sales program or the excess contractor inventory sales program.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Applicant’s name, address, date and place of birth, Social Security Number (SSN), citizenship, alien registration data, telephone number, company affiliation, identity of firm officials, nature of business, firm’s identification/tax number, sales number, and Bidder Identification Number and information on the intended end use of the property. File may also include a copy of the individual’s current driver’s license and/or state issued ID, passport, and naturalization/immigration documents.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; 22 U.S.C. 2751-2799, Arms Export Control; 50 App. U.S.C. 2401 <i>et seq.,</i> Export Administration; E.O. 12738 and E.O. 12981, Export Controls; 22 CFR part 122, Registration of Manufacturers and Exporters; 15 CFR part 762, Export Administration Regulations Recordkeeping; 41 CFR part 101, Federal Property Management Regulations; 41 CFR part 102, Federal Management Regulations; DoD Directive 2040.3, End Use Certificates (EUCS); DoD Instruction 2030.08, Implementation of Trade Security Controls (TSC) for Transfers of DoD U.S. Munitions List (USML) and Commerce Control List (CCL) Personal Property to Parties Outside DoD Control; DoD Instruction 2040.02, International Transfers of Technology, Articles, and Services; and DoD Instruction 4161.2, Management, Control and Disposal of Government Property in the Possession of Contractors; DoD 4160.21-M, Defense Materiel Disposition Manual; DoD 4160.21-M-1, Defense Demilitarization Manual and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used in the management of the property disposal programs to determine bidder eligibility to participate in the programs and to ensure that property recipients comply with the terms of the sale regarding end use of the property.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to the disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the Department of the Treasury to ensure that recipients comply with U.S. Customs rules and regulations regarding movement of the property.
</p><p>To the Department of Transportation to ensure compliance with rules regarding Federal Aviation Administration airworthiness certificates for surplus military aircraft.
</p><p>To the General Services Administration to determine the presence of debarment proceedings against a bidder.
</p><p>To the Department of State to ensure compliance with the International Traffic in Arms regulations.
</p><p>To the Department of Commerce to ensure compliance with the Export Administration regulations.
</p><p>To the Department of Justice for asset identification, location and recovery; and for immigration and naturalization data verification.
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and/or on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by subject individual’s name, Social Security Number (SSN), company name, sales number, and Bidder Identification Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DLA personnel who must access the records to perform their official duties. Physical entry is restricted by the use of guards, locks, and administrative procedures. System is password controlled with system-generated, forced password-change protocols and also equipped with "Smart Card" technology that requires the insertion of an embedded identification card and entry of a PIN. In addition, computer screens lock after a preset period for inactivity with re-entry controlled by passwords. Employees have been briefed on their responsibilities regarding privacy information and are required to take annual Privacy Act Information training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed 7 years after bid award date. Sales records involving violation of law or regulation are destroyed 15 years after case adjudication is completed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy IG for Investigations, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2358, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the subject individual’s full name, Social Security Number (SSN), their company’s name, sales number, and Bidder Identification Number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the subject individual’s full name, Social Security Number (SSN), their company’s name, sales number, and Bidder Identification Number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the record subject and by Federal agencies investigating or monitoring arms trafficking, property movement, export control, or other laws and regulations.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S650.30" toc="yes">
<systemNumber>S650.30</systemNumber>
<subsection type="systemName">DRMS Surplus Sales Program Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>For Local Sales, DAISY National Sales Program (DNSP), and the Bidder Master File (BMF): Defense Reutilization and Marketing Service, ATTN: Chief, Sales Office, DRMS-BBS, 74 Washington Avenue North, Battle Creek, MI 49037-3092.
</p><p>For the Reutilization Modernization Program (RMP): RMP, DLIS-XP, ATTN: Program Manager, 74 Washington Avenue North, Battle Creek, MI 49037-3092
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals, businesses, and organizations that have registered to participate in the DoD Surplus Sales Program.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, business and home addresses and telephone numbers, bidder identification and registration number, bidder status code, Social Security Number (SSN) or Taxpayer ID number, amounts paid, owed or refunded, data on bad checks, bid bond data, and bank guarantee code.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 133, Under Secretary of Defense for Acquisition and Technology; 40 U.S.C. 101 <i>et seq.</i>, Federal Property and Administrative Services Act of 1949, as amended; 50 U.S.C. App. 2401 <i>et seq.</i>, Export Control; 41 CFR part 101-45; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is collected and maintained for the purpose of registering bidders for DRMS Surplus Sales; creating sales contracts; creating cash collection and refund vouchers; recording payments and property removal details; indebtedness; and other actions associated with the sales transaction.
</p><p>Data may also be used by DoD law enforcement agencies responsible for auditing and investigating or enforcing criminal, civil, or administrative laws; the Defense Reutilization and Marketing Offices (DRMO) for the purpose of notifying bidders of upcoming surplus sales of potential interest to bidders; the Defense Finance and Accounting Service for the purpose of collecting and depositing payments owed to DRMS; and statistical data with all personal identifiers removed may be used by management for reporting or program management purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C 552a(b)(3) as follows:
</p><p>To the General Services Administration for the purpose of adding and flagging bidder’s records debarred from doing business with the Federal Government.
</p><p>To the DRMS commercial sales venture partner(s) for the purpose of registering bidders for their surplus sales, creating sales contracts, creating cash collection and refund vouchers, recording payments and property removal details, indebtedness, and other actions associated with the sales transaction.
</p><p>The DoD "Blanket Routine Uses" also apply to this system of records.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this system to "consumer reporting agencies" as defined in the Fair Credit Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government, typically to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (TIN) or Social Security Number (SSN), the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper records and/or on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individuals’ name, business address, telephone number, Bidder Identification Number or any combination of the above.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is limited to those DRMS and contractor personnel who use the records to perform official assigned duties. Technical controls are in place to restrict activity of users within the application; data owner verifies a need-to-know for each activity and assigns the candidate user to a group with authorization to perform specific actions.
</p><p>Records are maintained in secure, limited access, or monitored work areas accessible only to authorized personnel. Central Processing Units are located in a physically controlled access area requiring either a badge or card swipe for entry. Workstations are controlled via Common Access Cards (CAC) with application specific generated forced password change protocols if the application itself is not CAC enabled. Passwords are tested for strength at the time of selection. Users are warned of the consequences of improperly accessing restricted databases and data misuse at each login, during staff meetings, and during separate Information Assurance and Privacy Act training. After hours, records are stored in locked file cabinets, locked rooms, or areas controlled by personnel screening. All file cabinets containing information subject to the Privacy Act of 1974 must have DLA Form 1461 affixed to the outside of the storage compartment. This form reads:
</p><p>The material/information contained herein falls within the purview of the Privacy Act of 1974 and will be safeguarded in accordance with the applicable systems of records notice and 32 CFR part 323.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records have the following disposition instructions: (a) Sales contracts under $25,000--retain for 3 years after final payment/closure. (b) Sales contracts for $25,000 or more--retain for 6 years after final payment/closure. (c) Hazardous sales contracts of any monetary value--retain for 50 years after final payment/closure.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Sales Office, Disposition Management, DRMS-BBS (DAISY Local Sales), Defense Reutilization and Marketing Service, 74 Washington Avenue North, Battle Creek, Michigan 49037-3092.
</p><p>DNSP Data Owner, Property Disposal Specialist (DNSP), Defense Reutilization and Marketing Service, DRMS-BBS, 74 Washington Avenue North, Battle Creek, Michigan 49037-3092.
</p><p>RMP Program Manager, DLIS-XP, 74 Washington Avenue North, Battle Creek, Michigan 49037-3092.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Request should contain the individual’s name, business address and telephone number, and Bidder Identification Number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Request should contain the individual’s name, business address and telephone number, and Bidder Identification Number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for contesting contents and appealing initial agency determinations are contained in 32 CFR part 323; or may be obtained from the Privacy Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the subject individual. Bidder Identification Numbers are assigned sequentially by DAISY National Sales Program (DNSP). New bidders on Local Sales will receive a sequential number by adding them to the Bidder Master File on the Web, which feeds DNSP. Reutilization Modernization Program (RMP) will use the same sequential system assigned Bidder Identification Numbers. Debarment data is provided by either the DRMS Office of Counsel or by General Services Administration.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S700.10" toc="yes">
<systemNumber>S700.10</systemNumber>
<subsection type="systemName">Travel Input Records (September 4, 2007; 72 FR 50666).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Travel records collected and maintained by the Defense Logistics Agency are covered under the DFAS DoD-wide system of records notice identified as T7334, Defense Travel System last published in the <i>Federal Register</i> on September 8, 2004, at 69 FR 54272.
</p></xhtmlContent></subsection></section>
<section id="S700.20" toc="yes">
<systemNumber>S700.20</systemNumber>
<subsection type="systemName">Passport, Visa, and Country Clearance Files (July 23, 2003; 68 FR 43504).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: System notice is no longer necessary. Records are covered under existing DoD-wide notices; F011 AF A3 B DoD, DoD Foreign Clearance Program Records (April 6, 2007; 72 FR 17136) and A0055 USEUCOM DoD, Europe Command Travel Clearance Records (February 13, 2006; 71 FR 7549).
</p></xhtmlContent></subsection></section>
<section id="S700.30" toc="yes">
<systemNumber>S700.30</systemNumber>
<subsection type="systemName">Enterprise Business System (EBS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Financial Compliance and Process Management (J-89), Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Stop 6238, Fort Belvoir, VA 22060-6221.
</p><p>Enterprise Business System Processing Center (EPC), DISA/DECC-Ogden, Building 981, 7879 Wardleigh Road, Hill AFB, UT 84056-5997.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Defense Logistics Agency (DLA) civilian employees and civilian employees of other DoD Components who receive accounting and financial management support from DLA under an administrative support agreement.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), activity code, home address, Country Code, Electronic Fund Transfer waiver, Financial Institution, Bank Routing Number, Bank Account Number, Account Type, gross pay data (date paid, disbursing officer voucher number, disbursing station symbol number, pay period ending date, pay system code, grade, pay/straight rate, work schedule, temporary position code, gross reconciliation code, job order number, hours extended, hours paid, and earnings/employer contributions amount), and reconciliation or error data (if applicable).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 31 U.S.C. 3512, Executive agency accounting and other financial management reports and plans, as amended by Public Law 104-208, Federal Financial Management Improvement Act of 1996; and E.O. 9397 (SSN) as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used to initiate reimbursements to enable the Defense Finance and Accounting Service (DFAS) to distribute payments to DLA employees for certain miscellaneous out-of-pocket expenses (training, tuition, Permanent Change of Station, etc). Records are also used to identify employee-related costs associated with reimbursable orders received by DLA and to enable accurate billing of those reimbursable orders.
</p><p>Records are used to create a general ledger file containing the accounts necessary to reflect DLA operational costs. Operations costs consist of operating accounts, liability accounts, budgetary accounts, and statistical accounts, maintained for the purposes of establishing, in summary form, the status of the DLA accounts and to provide an audit trail to verify accuracy of reports.
</p><p>Records are used by financial management offices to validate and accurately record employee-labor operational expenses.
</p><p>Records are used to determine DLA civilian payroll budgetary requirements.
</p><p>Records are used by internal auditors to conduct audits or investigations into the DLA accounting and financial management process.
</p><p>Records are used by the DOD Components who receive accounting and financial management support from DLA under an administrative support agreement for accounting and financial management purposes.
</p><p>Records devoid of personal identifiers are used for extraction or compilation of data and reports for management studies and statistical analyses for use internally or externally as required by DOD or other government agencies.
</p><p>Statistical data, with all personal identifiers removed, may be used by management for program evaluation, review, or oversight purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p><b>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:
</b></p><p>To the Office of Management and Budget for the purposes of conducting reviews, audits, or inspections of agency practices.
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on both paper and electronic media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by individual’s name, Employee number, and/or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Physical entry is restricted by the use of locks, guards, and administrative procedures. Access to personal information is restricted by access profiles to those who require the records in the performance of their official duties. All Personally Identifiable Information is encrypted with accessibility limited to permitted access profiles. Access to personal information is further restricted by the use of passwords that are changed periodically.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>General ledger postings are cutoff at the end of the fiscal year and are maintained for 6 years and 3 months, and then destroyed.
</p><p>Reconciliation or error records may remain in the system no longer than 2 years. These reconciliations or error records are kept by the Defense Finance and Accounting Service (DFAS) 6 years and 3 months, and are then destroyed. Ready to pay file disposition is pending (until the National Archives and Records Administration has approved the retention and disposal of ready to pay files, treated them as permanent).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Staff Director, Financial Compliance and Process Management (J-89), Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Stop 6238, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individuals should provide their full name, Social Security Number (SSN), current address, telephone number, and office or organization where currently assigned.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Individuals should provide their full name, Social Security Number (SSN), current address, telephone number, and office or organization where currently assigned.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Existing DLA and DFAS databases.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S800.80" toc="yes">
<systemNumber>S800.20</systemNumber>
<subsection type="systemName">Military Clothing Database.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Data regarding recruits is located at participating Recruit Induction/Training Centers. Please contact the System Manager for more information
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Recruits being inducted at participating Recruit Induction/Training Centers (the Department of the Army, the Department of the Air Force, the U.S. Marine Corps, and the Department of the Navy). These include recruits with special measurement clothing requirements.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), gender, rank, Military Occupational Specialty, duty station, roster ID, Platoon/Company assigned, records of receipts, sales, exchanges, replacements, and returns of individual clothing items, uniform sizes, quantities of clothing items ordered by individuals and branch of military service cost center data which reflects the funding citation that represents which military service is responsible for the individual recruit’s clothing bag costs.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; DoD Directive 1338.5, Armed Forces Clothing Monetary Allowance Policy; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To establish a database for the purpose of managing military recruit clothing inventories to forecast future clothing needs; to reduce costs and lead times; and to improve the efficiency of clothing distribution for the participating military services. Records are also used to record receipts, sales, exchanges, replacements, and returns of individual clothing items by the recruit. The participating military services use these records to track clothing issued in their respective personnel management and finance systems.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Measurement and size information may be disclosed to garment manufacturers for the purpose of producing military clothing in the necessary sizes.
</p><p>The DoD Blanket Routine Uses may also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name and/or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in secure, limited access, or monitored areas. Database is monitored and access is password protected. Physical entry by unauthorized persons is restricted through the use of locks, guards, passwords, or other administrative procedures. Archived data is stored on discs, or magnetic tapes, which are kept in a locked or controlled access area. Access to personal information is limited to those individuals who require the records to perform their official assigned duties.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Database/Master--maintain for 3 years, followed by 2 years in archive, and then destroy.
</p><p>Input/source records--destroy after 1 year.
</p><p>Outputs--
</p><p>a. Hard copies--destroy after 1 year.
</p><p>b. Source data (electronic) maintain for 3 years online, followed by 2 years in archive, then destroy.
</p><p>System Documentation--maintain current version and two prior versions for 5 years, then destroy.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Process Integration Branch, DLA Information Operations, Philadelphia, 700 Robbins Avenue, Philadelphia, PA 19111-5062.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Office, DLA Troop Support, <i>Attn:</i> BPCA, 700 Robbins Avenue, Building 36, Philadelphia, PA 19111-5096.
</p><p>Written requests must contain the individual’s full name, and the Recruit Induction/Training Centers where inducted/trained. Please contact the System Manager for more information.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Office, DLA Troop Support, <i>Attn:</i> BPCA, 700 Robbins Avenue, Building 36, Philadelphia, PA 19111-5096.
</p><p>Written requests must contain the individual’s full name, and the Recruit Induction/Training Centers where inducted/trained. Please contact the System Manager for more information.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records for contesting contents and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, <i>Attn:</i> DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the recruits being inducted at the participating Recruit Induction/Training Centers and their affiliated Military Service.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S810.50 DLA-P" toc="yes">
<systemNumber>S810.50 DLA-P</systemNumber>
<subsection type="systemName">Contracting Officer Files (February 22, 1993, 58 FR 10854).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Records are covered by existing Office of Personnel Management (OPM) government-wide Privacy Act systems of records. OPM has government-wide responsibility for various systems of records maintained on Federal civilian employees.
</p></xhtmlContent></subsection></section>
<section id="S850.10 DCMC-Q" toc="yes">
<systemNumber>S850.10 DCMC-Q</systemNumber>
<subsection type="systemName">Contractor Flight Operations (November 16, 2004, 69 FR 67112).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The mission was transferred to Defense Contract Management Agency. Therefore, required the deletion of system of records notice from Defense Logistic Agency’s inventory.
</p><p>Defense Contract Management Agency printed in the <i>Federal Register</i> as PDCMA 1 DoD, Contractor’s Flight and Ground Operations on May 25, 2007 with the <i>Federal Register</i> number as 72 FR 29307.
</p></xhtmlContent></subsection></section>
<section id="S890.11" toc="yes">
<systemNumber>S890.11</systemNumber>
<subsection type="systemName">Defense Agencies Initiative (DAI) Civilian Time and Labor Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency, Defense Enterprise Computing Center Ogden, 7879 Wardleigh Road, Hill AFB, UT 84056-5997.
</p><p>Defense Information Systems Agency, Defense Enterprise Computing Center Columbus, 3990 E Broad Street, Columbus, OH 43213-1152.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Defense civilian employees within the Defense Technical Information Center; the Office of the Under Secretary of Defense (Comptroller); the Defense Media Activity; the Missile Defense Agency; the Uniform Services University of Health Sciences; the Defense Threat Reduction Agency; the TRICARE Management Agency; the Defense Technology Security Administration; the Defense Security Service; the Defense Advanced Research Projects Agency; the Office of Economic Adjustment; the Defense Prisoner of War/Missing Personnel Office; the Office of the Defense Chief Financial Officer; the Defense Information Systems Agency; the Defense Acquisition University; the National Defense University; the Defense Finance and Accounting Service; the Defense Human Resources Activity; the Department of Defense Inspector General; the Department of Defense Education Activity; the Defense Contract Audit Agency; the Defense Contract Management Agency; the Defense Commissary Agency; the Defense Security Cooperation Agency; the Washington Headquarters Service; the Pentagon Force Protection Agency; the Defense Legal Services Agency; the Defense Testing Resources Management Center; the Director, Operational Test and Evaluation; the Center for Countermeasures; the Defense Microelectronic Agency and the Business Transformation Agency (Disestablished).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records maintained include individual’s name, Social Security Number (SSN), DoD ID Number, citizenship; pay; employee’s status, position, accounting codes, organization and office location, email address, rate, leave balances; work and shift schedule, project and workload records, regular and overtime work hours and leave hours, time and attendance records (timesheet), and information on telework, temporary duty and special assignments.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. Chapter 61, Hours of Work; Chapter 53, Pay Rates and Systems; Chapter 57, Transportation, and Subsistence; and Chapter 63, Leave; 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 31 U.S.C., Chapter 35, Accounting and Collection; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used to prepare time and attendance records, to record employee pay rates and status, including overtime, the use of leave, and work absences; to track workload, project activity for analysis and reporting purposes; for statistical reporting on leave and overtime use/usage patterns, number of employees teleworking, and to answer employee queries on leave, overtime, and pay.
</p><p>Information from this system of records is provided to the Defense Finance and Accounting Service for issuing payroll.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD Blanket Routine Uses may apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records may be stored on paper and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by employee’s name and\or DoD ID Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to computerized data is restricted by Common Access Cards. Access to records is limited to person(s) responsible for servicing the records in the performance of their official duties and who are properly screened and cleared for need-to-know. All individuals granted access to this system of records are required to have taken Information Assurance and Privacy Act training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Initialed Leave Application Files (LAF) are destroyed at end of the following pay period, un-initialed LAFs are destroyed after GAO audit or when 3 years old, whichever is sooner. Time and Labor Source Records and Input Records are destroyed after GAO audit or when 6 years old, whichever is sooner. Leave Records are destroyed when 3 years old. Payroll system reports and data used for personnel management purposes are destroyed when 2 years old. Project and workload records will be destroyed after 6 years, 3 months or when no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, Defense Agencies Initiative (DAI) Program Management Office, 2221 South Clark Street, Arlington, VA 22202-3745. Write to the above address for a list of system managers at the DAI using activities.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the record subject’s full name, DoD ID Number and return mailing address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the record subject’s full name, DoD ID Number and return mailing address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Record subject, supervisors, timekeepers, leave slips and automated payroll systems, such as, the Defense Cash Accountability System.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S900.10" toc="yes">
<systemNumber>S900.10</systemNumber>
<subsection type="systemName">Personnel Roster/Locator Files (December 26, 2002; 67 FR 78780).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Records are now being maintained under a DoD-wide system of records identified as DPR 39 DoD, entitled "DoD Personnel Accountability and Assessment System."
</p></xhtmlContent></subsection></section>
<section id="S900.20 CA" toc="yes">
<systemNumber>S900.20 CA</systemNumber>
<subsection type="systemName">Workforce Composition, Workload, and Productivity Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary database location: Headquarters, Defense Logistics Agency, Corporate Performance Office, 8725 John J. Kingman Road, Suite 2533 Fort Belvoir, VA 22060-6221.
</p><p>Decentralized locations: Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Military and civilian personnel assigned to the Defense Logistics Agency.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The primary database contains name, Social Security Number, date of birth, job series, position number, pay plan, geographic location, tenure group, EEO statistics (sex, race, national origin, handicap status), and current employment status with DLA.
</p><p>Decentralized locations may, in addition, contain descriptions of individual work assignments, hours expended against particular assignments or categories of assignments, cost accounting codes and similar workload data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental regulations; 5 U.S.C. 302, Delegation of authority; 5 U.S.C. Ch. 61, Hours of Work; 5 U.S.C. 1104, Delegation of authority for personnel management; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. Part II, Personnel; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide on-screen information data and statistics to officials of DLA for use in manpower management and manpower studies; to provide senior management and EEOC officials with workforce composition statistics.
</p><p>Information at decentralized segments is used by the record subject’s immediate supervisor and other appropriate management officials to schedule and track individual work assignments; to record and control workload; and to report workload requirements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records and information contained therein may specifically be disclosed outside DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The `Blanket Routine Uses’ set forth at the beginning of DLA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper and electronic form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by individual’s name or Social Security Number. Paper files may also be retrieved by chronologically, by project, or by type of assignment.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, limited access, or monitored work area. Physical entry by unauthorized persons is restricted by the use of locks, guards, or administrative procedures. The primary database is password protected with access limited to the system administrator and the system administrator’s immediate or higher level supervisors.
</p><p>Information at decentralized segments is password protected with access limited to the subject’s immediate supervisor and other appropriate management officials.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records in the primary database are purged and replaced every 45 days. Decentralized locations are retained so long as the individual is engaged in the same work within the same organizational segment, but in no case longer than 5 years. Records are destroyed when the individual leaves the job or the organizational unit or when 5 years have elapsed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Staff Director, Corporate Performance Office, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Commanders of the Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, DES-B, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: DES-B, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: DES-B, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided from existing records; employees and members; supervisors; and team leaders.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="S900.50" toc="yes">
<systemNumber>S900.50</systemNumber>
<subsection type="systemName">Labor Hours, Project and Workload Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Logistics Agency Headquarters, 8725 John J. Kingman Road, Suite 6226, Fort Belvoir, VA 22060-6221, and each Defense Logistics Agency (DLA) Primary Level Field Activity. Official mailing addresses are published as an appendix to DLA’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Defense Logistics Agency military personnel and contractors are covered by this system of records.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records maintained include individual’s name, User ID, position, supervisor/contracting officer’s technical representative, timekeeper, project manager, system access level, organization and office location, contract company, e-mail address and office telephone numbers; rate, work schedule, project and workload records, time and attendance, regular and overtime work hours and leave hours.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 5 U.S.C. Chapter 61, Hours of Work; Chapter 53, Pay Rates and Systems; Chapter 57, Travel, Transportation, and Subsistence; and Chapter 63, Leave; 41 U.S.C. 405a, Uniform Federal Procurement Regulations and Procedures; and FAR Part 16.601(b)(1), Time-and-Materials, Labor-Hour, and Letter Contracts.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>For the purpose of tracking workload/project activity for analysis and reporting purposes, time and attendance, and labor distribution data against projects for management and planning purposes; to maintain management records associated with the operations of the contract; to evaluate and monitor the contractor performance and other matters concerning the contract.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the contractor’s employer for the purpose of resolving any discrepancy in hours billed to Defense Logistics Agency in accordance with FAR Clause 16.601 (b)(1). Records released include individual’s name, User ID, position, company, project and workload records, time and attendance, regular and overtime work hours and leave hours.
</p><p>The DoD "Blanket Routine Uses" as set forth at the beginning of DLA’s compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by subject individual’s name or User ID.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to computerized data is controlled by Common Access Cards (CAC) and computer screens automatically lock after a preset period of inactivity with re-entry controlled by Common Access Cards (CAC). Access to records is limited to person(s) responsible for servicing the records in the performance of their official duties and who are properly screened and cleared for need-to-know. Individuals accessing the system of records are to have taken Information Assurance and Privacy Act training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed when 6 years, 3 months old or when no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Project Manager, DLA Information Operations Ogden, New Cumberland Deputy Director’s Office, Defense Logistics Agency, 2001 Mission Drive, Suite 2, New Cumberland, PA 17070-5004. For a list of system managers at the Defense Logistics Agency Primary Level Field Activities, write to the Project Manager.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DLA Freedom of Information Act (FOIA)/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the subject individual’s full name, User ID, return mailing address, and organizational location of employee.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p><p>Inquiry should contain the subject individual’s full name, User ID, return mailing address, and organizational location of employee.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Records sources are the subject individual, supervisors, timekeepers, project manager, contractor officers, contractor representatives, and managers.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="PDCMA 1 DoD" toc="yes">
<systemNumber>PDCMA 1 DoD</systemNumber>
<subsection type="systemName">Contractor’s Flight and Ground Operations.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>All Defense Contract Management Agency (DCMA) activities that approve contractor aircraft flight and ground operations procedures or utilize contractor personnel who operate aircraft for the government. Contact HQ DCMA-AO, 6350 Walker Lane, Alexandria, VA 22310-3241 for a list of current system locations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian personnel who are contractors that operates aircraft for the Defense Contract Management Agency for which the government assumes some risk of loss or damage. It covers both flight crewmember and non-crewmember personnel designated by a contractor to conduct flights, perform functions while the aircraft is in flight, or perform ground operations in support of such flights.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), home address and telephone number, date of birth, security clearance data, education, military service data, flight qualification, proficiency, training, and experience records, standardization and evaluation data, safety and mishap records, medical and physiological data, and similar data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136, Assistant Secretaries of Defense; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; DCMA Instruction 8210.1, ARJI 10-220, AR 95-20, NAVAIRINST 3710.1E, Contractor’s Flight and Ground Operations; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Used to monitor and manage individual contractor flight and ground personnel records.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to the 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:
</p><p>To the Federal Aviation Agency or the appropriate civil aviation authority or foreign military department in the course of certifying individuals, investigative flight mishaps, and conducting rescue operations.
</p><p>The DoD "Blanket Routine Uses" apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name and/or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed by custodian of the records or by persons responsible for servicing the record system in performance of their actual duties that are properly screened and cleared for need-to-know. Records are stored in locked cabinets and rooms are controlled by personnel screening and computer software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained in the system until contract termination, at which time they will be destroyed if no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>HQ, Defense Contract Management Agency, Policy and Training Director, DCMA-AO, 6350 Walker Lane, Alexandria, VA 22310-3241.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer, DCMA-DSE, 6350 Walker Lane, Alexandria, VA 22310-3241.
</p><p>Requests should contain individual’s name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, DCMA-AO, 6350 Walker Lane, Alexandria, VA 22310-3241.
</p><p>Requests should contain individual’s name and Social Security Number (SSN).
</p><p>For personal visits, the individual may be asked to show a valid identification card, a drivers’ license, or some similar proof of identity.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Contract Management Agency rules for accessing records, for contesting contents, and for appealing initial agency determination can be obtained from the Privacy Act Officer, DCMA-AO, 6350 Walker Lane, Alexandria, VA 22310-3241.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the individual or from training, evaluation, and examination records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

<section id="V1-01" toc="yes">
<systemNumber>V1-01</systemNumber>
<subsection type="systemName">Privacy and Freedom of Information Request Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Freedom of Information (FOI) records are located at the Defense Security Service,
Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have submitted requests or who were the subject of requests under the Freedom of Information Act (5 U.S.C. 552) and the Privacy Act of 1974 (5 U.S.C. 552a), as amended.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Copies of all correspondence by requesters; correspondence and other documentation pertaining to requests for information released or withheld; summaries and logs of actions taken regarding requests.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552, Public information; agency
rules, opinions, orders, records and proceedings; 5 U.S.C. 552 as amended by Pub. L. 93-502, Freedom of Information
Act; 5 U.S.C. 552a, Pub. L. 93-579, the Privacy Act of 1974, as amended; DoD 5400.7-R, DoD Freedom of
Information Act Program; and DoD 5400.11-R, Department of Defense Privacy Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To facilitate responses to individual requests for information; to document actions taken in subsequent requests (including correction and amendment actions), appeals, or litigation; to provide a basis for reports and implementing directives.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:  </p><p>The `Blanket Routine Uses’ published at the beginning of DSS’  compilation of record system notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is retrieved by the name of the subject of the request.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are maintained in security containers and safes located in a secure
area accessed by authorized personnel only. The electronic records are accessible by Common Access Card authentication
only.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed two years after date of reply EXCEPT when access to all or any part of the requested information has been denied, destruction occurs 5 years after date of reply; when subsequent administrative action has occurred under the governing act, all originals and copies shall be destroyed 4 years after final denial by the agency or 3 years after final adjudication  by the courts, whichever is later.  Destruction of paper records is accomplished by shredding or burning.  Machine readable media are erased or overwritten.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director, Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine if information about themselves is contained in
this system should address written inquiries to the Defense Security Service, Office of FOIA/PA, 27130 Telegraph Road,
Quantico, VA 22134.
</p><p>A request for information must contain the full name of the subject individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this
system of records should address written inquiries to the Defense Security Service, Office of FOIA/PA, 27130 Telegraph
Road, Quantico, VA 22134.
</p><p>A request for information must contain the full name of the subject individual.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DSS’ rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the  Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system is obtained from requesters, from other federal agencies with collateral interest in a request, and from records which were the subject of requests.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2).  However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.
</p><p>Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3).
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 321.  For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="V2-01" toc="yes">
<systemNumber>V2-01</systemNumber>
<subsection type="systemName">Inspector General Complaints.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Security Service, Office of Planning and Inspections, 1340 Braddock Road, Alexandria, VA  22314-1651.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Past and present employees of Defense Security Service (DSS) and individuals who have made a complaint, or are the subject of a complaint; or whose request for action, assistance or information has been referred to the Office of Planning and Inspections.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Documents relating to the organization, planning and execution of internal/external investigations, records created as a result of investigations conducted by the Office of Planning and Inspections including reports of investigations, records of action taken and supporting papers.  Files may include documents which have been provided by individual complainants or by others.  These records include investigations of both organizational elements and individuals.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DoD Directive 5105.42, Defense Security Service; DoD Directive 5200.26, Defense Investigative Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Manage the tuition assistance, enrollments and funding of individuals
participating in education services.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of
the Privacy Act of 1974, as amended, 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:
</p><p>Records may be disclosed to civilian education institutions for the purposes of ensuring correct enrollment and
billing information.
</p><p>The DoD Blanket Routine Uses published at the beginning of the Air Force’s compilation of systems of records notices
may apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and computerized log.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Paper records are filed by subject matter and case/accession number.  Electronic records are filed by case/accession numbers.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by
the use of locks, guards, and is accessible by authorized personnel. Access to records is limited to person(s)
responsible for servicing the record in the performance of their official duties and who are properly screened and
cleared for official need-to-know. System software uses Primary Key Infrastructure (PKI)/Common Access Card (CAC)
authentication to lock out unauthorized access. System software contains authorization/permission partitioning to limit
access to appropriate organization level.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Data stored digitally within the system is retained only for the period required
to satisfy recurring processing requirements and/or historical requirements. Backup data files will be retained for a
period not to exceed 45 days. Backup files are maintained only for system restoration and are not to be used to retrieve
individual records. Computer records are destroyed by erasing, deleting or overwriting.
</p><p><b>Records are retained and disposed of in the following ways:
</b></p><p>(1) For records pertaining to the individual’s education level and progress: Give to individual when released from
Employment Authorization Document (EAD), discharged, or destroy when no longer on active duty.
</p><p>(2) For records pertaining to requests for tuition assistance, records supporting consolidation grade sheets, and
cases of non-compliance or failure: Destroy after invoices have been paid and final grades have been recorded on
Individual Record Education Services form.
</p><p>(3) For records pertaining to funding documents, appropriation controls, supporting documents for monitoring
obligations: Destroy two years after document’s fiscal year appropriation has ended its ‘expired year’ status and
applicable fiscal year appropriation has been cancelled.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director, Defense Security Service, Office of Planning and Inspections, 1340 Braddock Road, Alexandria, VA  22314-1651.
</p><p>Program Manager, Air National Guard, Enterprise Programs Branch, 3501 Fetchet Avenue,
Suite 100, Joint Base Andrews, MD 20762-5000.
</p><p>Air Force installations that have access to this system official mailing addresses are published as an appendix to the
Air Force’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA  22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA  22314-1651.
</p><p>A request for information must contain the full name of the subject individual.  Personal visits will require a valid  driver’s license or other picture identification and are limited to the Privacy Act Branch.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DSS’ rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Personal interviews; DSS personnel office; consolidated civilian personnel offices; DSS comptroller; military personnel offices, finance offices, and medical record repositories; DSS investigative files.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="V3-01" toc="yes">
<systemNumber>V3-01</systemNumber>
<subsection type="systemName">EEO Complaints and Affirmative Employment Program Plans.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: Defense Security Service, Director, Office of Affirmative Action and Equal Opportunity Policy, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p><p>Decentralized segments and EEO Counselors may be contacted through the DSS Office of Affirmative Action and Equal Opportunity located at the Defense Security Service, 1340 Braddock Place, Alexandria, VA  22314-1651.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DSS employees and applicants for employment who have been counseled by an EEO counselor, and DSS employees and applicants for employment who have filed a complaint of discrimination.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Administrative records and investigative files regarding complaints of discrimination, affirmative action plans and statistical analyses of the work force, Special Emphasis Program Council (SEPC) planning activities, Equal Employment Opportunity Commission mandates and decisions, court decisions, legislative mandates.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>29 CFR part 1614; Federal Personnel Manual 713; DoD 1440.1-R, Department of Defense Civilian Equal Employment Opportunity Program;   DSS Regulation 8-11,  Defense Security Service, Affirmative Employment and Equal Opportunity Program;  Equal Employment Opportunity Commission Management Directive MD-110.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To administer, monitor, and evaluate the agency’s EEO employment discrimination complaint processing system; prepare Affirmative Employment Program plans for the agency; identify and analyze problem barriers relative to equal opportunity in the workplace; perform work force analyses in relation to equal opportunity on all employment practices such as hiring, recruitment, promotion, training, awards, separations, and disciplinary actions to include adverse actions; analyze, develop and evaluate the results of affirmative employment action items; establish agency equal opportunity policy.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ published at the beginning of DIS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records, magnetic media to include disk and tape.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By case number, alphabetically by last name of complainant, and subject.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are kept in locked file cabinets,  Access is restricted to authorized DSS personnel having a need for the information. Electronic records are housed in secured areas and access is protected by `fail-safe’ system software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are considered to be temporary. A select few, based on historical significance, may be determined to be permanent.  Employment discrimination complaint files are destroyed four years after  the date of the last action.  Affirmative employment plans and reports of on site reviews are destroyed five years from the date of the plan.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Security Service, Director, Office of Affirmative Action and Equal Opportunity Policy, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system  should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p><p>A request for information must contain the full name of the subject individual.
</p><p>Personal visits will require a valid driver’s license or other picture identification and are limited to the Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA  22314-1651.
</p><p>Access to counseling records by individuals concerned may be obtained at the facility where counseling took place.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DSS’ rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees of DSS, applicants for employment, Equal Employment Opportunity Commission, and Office of Personnel Management.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="V4-04" toc="yes">
<systemNumber>V4-04</systemNumber>
<subsection type="systemName">Applicant Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: Defense Security Service, Deputy Director, Support Services, 881 Elkridge Landing Road, Building 10, Linthicum, MD  21090-2902.
</p><p>Decentralized locations can be obtained from the above address.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Applicants for positions with the Defense Security Service.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Temporary records submitted before August 1997, of DSS applicants, stated interest in and/or qualifications for employment.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>FPM Chapters 332 and 333; and 5 U.S.C. 301, Departmental Regulations.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Identification of unsolicited applicants and determination of eligibility for positions with DSS; disclosure to other agencies for verification of information submitted.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ published at the beginning of DSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in files, loose-leaf binders, paper files of 3x5 cards.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed by type of position for which the applicant applied, or alphabetically by last name of applicant, or numerically by sequential control number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in files accessible only to authorized personnel who are properly screened, cleared, and trained.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary. Applications of those not interviewed are returned to the applicants. All other records are destroyed two years after the last action.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director, (Support Services), Defense Security Service, 881 Elkridge Landing Road, Building 10, Linthicum, MD  21090-2902.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the  Defense Security Service, Privacy Act Branch, 881 Elkridge Landing Road, Building 10, Linthicum, MD  21090-2902.
</p><p>A request for information must contain the full name and Social Security Number of the subject individual.
</p><p>Personal visits will require a valid driver’s license or other picture identification and are limited to the Defense Security Service, Privacy Act Branch, 881 Elkridge Landing Road, Building 10, Linthicum, MD  21090-2902.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DSS’ rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the  Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Personnel officers, personnel clerks, and personnel specialists of DSS and the Office of Personnel Management; the subject individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="V4-07" toc="yes">
<systemNumber>V4-07</systemNumber>
<subsection type="systemName">Adverse Actions, Grievance Files, and Administrative Appeals.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Security Service, Employee Relations Office, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All agency employees and some former employees who are directly affected by grievances, complaints, and adverse actions.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Case files and related records pertaining to administrative inquiries into allegations of misconduct, statements of witnesses, employee’s statements, reports of interviews and hearings, hearing notices, letters of decision, records of appeals and reconsideration requests, reversals of actions, notices of proposed action with supporting documents.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations, Chapter 77; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used in the investigation and preparation of a case for initial disposition, and possible subsequent determinations in the event of appeal or reconsideration.  Records are available for use by the examiner of the original case, or at the appellate level, both within and outside DSS.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ published at the beginning of DSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed alphabetically by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in locked containers accessible only to authorized personnel.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disciplinary action files are destroyed four years after the case is closed.  Grievance and administrative appeals files are destroyed four years after the case is closed.  Letters of Reprimand are destroyed within two years of the date the case is closed.  Performance-based action files are destroyed one year after the case is closed.  Destruction is accomplished by burning or shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Security Service, Chief, Employee Relations Office,  1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system  should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p><p>Individuals need to provide full name and all maiden and  alias names under which files may be maintained.  <i>Note:</i>  Social Security Numbers may be necessary for positive identification of certain records.
</p><p>Personal visits will require a valid driver’s license or other picture identification and are limited to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DSS’ rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Supervisors, complainants, investigators, and appropriate law enforcement agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="V4-11" toc="yes">
<systemNumber>V4-11</systemNumber>
<subsection type="systemName">DSS Drug-Free Workplace Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p> Defense Security Service, Employee Relations Office, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Employees of, and applicants for positions with, the Defense Security Service.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records relating to the selection, notification, and urinalysis testing of employees and applicants for illegal drug use; collection authentication and chain of custody documents; and laboratory test results.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 7301 and 7361; Pub. L. 100-71; E.O. 12564, Drug-Free Federal Workplace and 9397 (SSN); and Department of Defense Directive 1010.9, DoD Civilian Employee Drug Abuse Testing Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system contains Drug Program Coordinator records on the selection, notification, and testing (i.e., urine specimens, drug test results, chain of custody records, etc.) of employees and applicants for employment for illegal drug use.
</p><p>Records contained in this system are also used by the Defense Security Service’s Medical Review Officer; the Administrator of any Employee Assistance Program in which the employee is receiving counseling or treatment or is otherwise participating; and supervisory or management officials having authority to recommend or take adverse actions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>In order to comply with provisions of 5 U.S.C. 7301, the DSS `Blanket Routine Uses’ do not apply to this system of records.
</p><p>To a court of competent jurisdiction where required by the United States Government to defend against any challenge against any adverse personnel action.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records are maintained in file folders. Electronic records exist on diskettes or other machine-readable media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by employee or applicant name, Social Security Number, collection site, and/or date of testing.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records and diskettes are maintained in locked containers accessible only to authorized personnel. All employee and applicant records are maintained and used with the highest regard for the individual’s privacy. Only persons with a need-to-know and trained in the handling of information protected by the Privacy Act have access to the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed after two years.  Records regarding applicants not accepted for employment will be destroyed 6 months after the testing date. Destruction of paper records is accomplished by shredding or burning. Electronic records are  erased or overwritten.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Security Service, Chief, Employee Relations Office,  1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p><p>The individual must provide their full name, Social Security Number, the title, series, and grade of the position they occupied or applied for when the drug test was conducted, and the month and year of the test.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system should address written inquiries to the  Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA  22314-1651.
</p><p>The request for access must contain the individual’s full name and Social Security Number.
</p><p>Personal visits will require a valid driver’s license or other picture identification and are limited to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DSS’ rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DIS Regulation 01-13; 32 CFR part 321; or may be obtained from the  Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Urine specimen collection facilities, drug testing laboratories, Medical Review Officers, and test subjects.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="V5-01" toc="yes">
<systemNumber>V5-01</systemNumber>
<subsection type="systemName">Investigative Records Repository (IRR) (September 30, 2011, 76 FR 60812).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: JPAS and IRR have been transferred to the Office of the Secretary, DoD/Joint Staff (DMDC 12 DoD, Joint Personnel Adjudication System (JPAS) (May 3, 2011, 76 FR 24863) and DMDC 11 DoD, Investigative Records Repository (IRR) (September 30, 2011, 76 FR 60812, respectively). All records associated with these programs were transferred with the systems; therefore these systems of records notices can now be deleted.
</p></xhtmlContent></subsection></section>
<section id="V5-03" toc="yes">
<systemNumber>V5-03</systemNumber>

<subsection type="systemName">Case Control Management System (CCMS) (September 14, 1999, 64 FR 49776).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Case Control Management System (CCMS) data was migrated into DMDC 12 DoD, Joint Personnel Adjudication System (JPAS) (May 3, 2011, 76 FR 24863) upon its development. There is no longer a need to retain backup data since JPAS is fully operational, therefore the system of records can now be deleted.
</p></xhtmlContent></subsection></section>
<section id="V5-02" toc="yes">
<systemNumber>V5-02</systemNumber>
<subsection type="systemName">Defense Clearance and Investigations Index (DCII).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location:  Defense Security Service, Operation Center-Baltimore, 881 Elkridge Landing Road, Linthicum, MD, 21090-2902.
</p><p>Secondary locations:  Air Force (Headquarters 497th IG/INS); Air Force Office of Special Investigations; Army Central Clearance Facility; Army Crime Records Center; Army Investigative Records Repository; Defense Intelligence Agency; Defense Office of Hearings and Appeals; DoD Inspector General; Joint Staff; National Reconnaissance Office; National Security Agency; Naval Criminal Investigative Service; Navy Central Adjudicative Facility; U.S. Coast Guard; and the Washington Headquarters Services.  For specific addressees of the secondary locations, please contact the Primary location.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any person described as a subject or a victim or who is a cross-reference in an investigation completed by or for a DoD investigative organization when that investigation is retained by the organization and the name is submitted for central indexing.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The index is composed of investigations conducted by DoD investigative organizations, locator references to such investigations, and security clearances granted by DoD components.  Records contain names and other personal identifying information on individuals, including security clearance data on Department of Defense contractor employees who are indexed. The index may also include investigative record information/clearance data submitted by other Federal agencies (i.e. National Security Agency, Coast Guard).
</p><p>File Tracing:  Reference to an investigation maintained by one of the investigative records repositories.  It identifies the individual by name and personal identifiers, the custodian of the file, the year indexed, and the number used by the repository to locate the file.
</p><p>Open Case Tracing:  A record input by DoD investigative activities or the National Security Agency reflecting the existence of an investigation in progress.  It identifies the subject individual by name and personal identifiers, the location of the open investigation, the year indexed, and the number used to locate the investigative number.
</p><p>NAC Pending tracing:  Record of a National Agency Check (NAC) investigation in progress.  It identifies the subject individual by name, personal identifiers, the case number, the category of the requester of the NAC, and the type of NAC being run.
</p><p>NAC History Tracing:  A record of completed favorable, or incomplete, national agency checks.  It identifies the individual  by name and personal identifiers, the date the NAC was completed, and the agencies that were checked.   NAC Histories that were opened after January 4, 1999 will reflect investigations for subjects that do not require a clearance (e.g. Red Cross or USO personnel being assigned with the Armed Forces overseas).
</p><p>Clearance Tracing: A record of a clearance determination by an adjudicative agency. It identifies the individual by name and personal identifiers, the agency that submitted the clearance entry, the date it was granted, the eligibility level of the clearance, the level of access granted, the access granted date, the type and date of the investigation that formed the basis for the clearance determination, the category of the subject, the separation date and any files used in the adjudicative process.
</p><p>DCII Imperson Title Tracing:  A record of organizations, contractor locations and incidents that were subjects of DoD investigations or DSS Facility NACs. There have been no new impersonal titles added to the DCII since April 19, 1997, when DSS stopped conducting Facility NACs.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security Requirements for Government Employment; DoD Directive 5200.2, DoD Personnel Security Program (32 CFR part 156); DoD Directive  5105.42, Defense Security Service; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To determine the existence and location of DoD investigative records for granting clearances, for access to defense installations, and for entry into military service or employment in sensitive civilian positions; and to reflect security clearance information pertaining to DoD Components and Defense contractor personnel.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ published at the beginning of DSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>The DCII is stored on disk within a Corporate Database (CDB).  The CDB has a mirrored structure (duplicate file) to provide immediate recovery in case of disk failure.  It is regularly backed up onto magnetic tape for storage as a contingency in case of system of disk failure.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Index records are accessed through name and at least one personal identifier (PID).  Personal identifiers are: date of birth, place of birth, and Social Security Number.  Inquiries may enter the system by being keyed in at remote terminals.  A nonstandard retrieval capability also exists which permits retrieval without PID or on parts of a name and produces references to all individuals by that name.  It should be noted that in many cases the subject’s SSN is necessary to make a positive identification.  Name Only Index records are accessed through the name or some portion thereof.  Records are retrieved based on an exact match with the name submitted.  Inquiries are made by local and remote terminals via compliant client-server software.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The DSS facility housing the DCII is protected by security personnel (guards) at all times.  Access to the computer room is controlled by combination lock and identification badges, which are issued only to authorized individuals. Generalized validation is provided through online and batch edit criteria that must be honored before an information request or update will occur.  Identification (account codes and passwords) and authentication is required at the DSS firewall and again at the database before information can be accessed.  All data transfers and information retrievals that use remote communication facilities are encrypted.  Activities must be a part of DoD/Federal Government and accredited on the basis of authorized requirements before a new terminal is established or before batch request will be honored and processed. Organizations authorized access are responsible for ensuring that individuals and organizations to whom they disclose DCII information have appropriate authority and need-to-know.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Open Case Tracings are retained for as long as the investigation is open.  Upon completion of the investigation, the open case tracings are replaced by a file tracing.
</p><p>File Tracings are retained for a period corresponding to the retention of investigative files described in DSS Personnel Security Investigative File Automation Subsystem.  However, each agency has the responsibility of deleting their own file tracings.
</p><p>NAC Pending Tracings are retained until completion of the NAC.  At that time they are replaced by a NAC history tracing.
</p><p>NAC History Tracings are automatically deleted 15 years from the date of completion of the NAC.  Specific action may be taken to delete the record sooner.  A subsequent favorable NAC will be entered as a new history record and automatically delete the previous history record.
</p><p>Clearance Tracings are maintained until deleted by the submitting agency.  For DSS this is when the clearance is denied, revoked or no longer needed by the subject (death or separation from service/employment).
</p><p>DCII Impersonal Title Tracings are retained for a period corresponding to the retention of investigative files described in the DSS Personnel Security Investigative File Automation Subsystem (V5-01).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the Assistant Secretary of Defense (C3I), Deputy Director for Personnel Security, 3040 Defense Pentagon, Washington, DC 20301-3040.
</p><p>Defense Security Service, Director, Operations Center Baltimore, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system  should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system should address written inquiries to the Defense Security Service, Privacy Act Branch, PO Box 46060, Baltimore, MD 21240-6060.
</p><p>A request for information must contain the full name and Social Security Number of the subject individual.  Personal visits will require a valid driver’s license or other picture identification and are limited to the Defense Security Service, Privacy Act Branch, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DSS’ rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13: 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>DoD investigative organizations listed in the `System location’ caption (excluding DISCO); Defense Logistics Agency, ATTN: DLAH-T; Director of Security, National Security Agency, ATTN: M-552, Fort Meade, MD 20755; Assistant Chief of Staff of Intelligence (ACSI), Department of the Army, ATTN: Counterintelligence Division, Washington, DC 20314.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2).  However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the  identity of a confidential source.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 321.  For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="V5-03" toc="yes">
<systemNumber>V5-03</systemNumber>
<subsection type="systemName">Case Control Management System (CCMS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: Defense Security Service, Operation Center-Baltimore, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.
</p><p>Decentralized locations: Remote terminals processing CCMS data are located at DSS’s twelve Operating Locations (OL) and Operation Center-Columbus. Operating Locations addresses can be obtained from the Primary location.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any person who is the subject or co-subject of an ongoing or completed Defense Security Service (DDS) investigation to include employees and major stockholders of DoD affiliated government contractors who have been issued, now possess, are, or have been in process for personnel security clearance eligibility determinations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>CCMS is composed of investigations conducted by DSS and clearance actions taken for contractors. Information may include investigative assignment records, which may serve as the basis for the investigation, or which serve to guide and facilitate investigative activity; information used to open and conduct the investigation; records on the type of investigation, on the type and number of leads assigned to DSS field elements and leads sent to National Agencies for investigations in progress and the results of those leads received from the National Agencies. The system also identifies the current status of an investigative request (open/closed) and the status of individual leads being conducted, to include additions to, deletion of or amendment to those leads. The system also consists of records pertaining to clearance information on contractors, which may include name, Social Security Number, case number, date and level of security clearance granted, results of interim or final eligibility determinations, clearance applications, record of clearance, foreign clearance and travel information, clearance processing information, adverse information and other internal and external correspondence and administrative memoranda relative to the clearance.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DoD Directive 5105.42, Defense Security Service (32 CFR part 361); DoD Regulation 5200.2, Personnel Security Program (32 CFR part 156); and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To determine the existence, location, and status of subject cases; to control workload and prepare statistical reports; to  inform federal agencies or requester of the status of on-going investigative or personnel security action request and to manage the granting of interim and final clearances for contractor personnel.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ published at the beginning of DSS’ compilation of systems of records, notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>CCMS is stored on disk as part of a central database that has a mirrored structure (duplicate file) to provide immediate recovery in case of disk failure. It is regularly backed up onto magnetic tape for storage as a contingency in case of system or disk failure.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>CCMS records are retrieved by name or Social Security Number. History file records may also contain a case control number (CCN), which can be used to retrieve records.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Generalized validation is provided through online and batch edit criteria that must be honored before an information request or update will occur. Remote terminals must pass through the DSS Firewall or equivalent access controls, both of which have encryption that exceeds the DES standard. All data transfers and information retrievals that use remote communication facilities are encrypted to at least the DES standard. The DSS computer facility housing the CCMS is protected by security guards at all times and access to the computer room is controlled by a combination lock to prevent unauthorized access. Organizations that receive our information and provide responses are responsible for ensuring that only individual’s in their organizations who have appropriate authority and need-to-know gain access to CCMS data.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>File data composed of the Official Reports of Investigation (ROIs) and associated material (clearance applications/forms) on closed investigations completed by DSS are transferred to the Personnel Security Investigative File Automation Subsystem (V5-01) and will be retained for a period corresponding to the retention of investigative files described in V5-01. Clearance data on contractors reflecting the existence of an open case, record of a National Agency Check (NAC) in progress/completed, record of clearance, are entered into the DCII data base and retained for a period corresponding to the retention of DCII files described V5-02. Data pertaining to favorable adjudicative actions on contractors will be retained for 2 years following the termination of employment. Unfavorable adjudicative actions (clearance denied/suspended/revoked) will be retained for 5 years following the termination of the clearance. In cases involving the death of an individual holding a clearance, the clearance data will be retained until the subject would have attained the age of 80 years. Data released in accordance with the Privacy Act or Freedom of Information Act (FOIA) will be retained for 5 years. Historical data (non-personal statistical data on numbers of cases opened/closed, number of leads, types of investigations, number of clearances granted/denied, etc.) will be retained indefinitely.
</p><p>Paper records are destroyed by burning or shredding; electronic records are deleted.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Operations Center-Baltimore, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Security Service, Privacy Branch, PO Box 46060, Baltimore, MD 21240-6060.
</p><p>Individual should provide full name and all maiden and alias names under which files may be maintained. For verification purposes, the Social Security Number may be necessary for positive identification of certain records.
</p><p>Personal visits will require a valid driver’s license or other picture identification and are limited to the Defense Security Service, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DSS’ rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13: 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subject’s of DSS investigations and DSS investigative reports; records of other DoD activities and components, federal, state, county and municipal records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this record system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 321. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="V5-04" toc="yes">
<systemNumber>V5-04</systemNumber>
<subsection type="systemName">Counterintelligence Issues Database (CII-DB).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Security Service, Information Assurance and Counterintelligence Office (IACI), 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Persons of Counterintelligence interest in the following categories:  Military personnel who are on active duty;  applicants for enlistment or appointment; members of Reserve units; National Guard members; DoD civilian personnel, who are paid with appropriate or non appropriated funds; industrial or contractor personnel who are working in private industry in firms which have contracts involving access to classified  DoD information or installations; Red Cross; ROTC cadets; former military personnel and individuals residing on, have authorized official access to, or conducting, operating any business or other functions at any DoD installation or facility. Persons who have solicited from industrial contractors/DoD installations information which may appear to be sensitive in nature.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records involving either suspected or actual Counterintelligence (CI) issues detected in Personnel Security  Investigations (PSI) or Industrial Security Administrative Inquires (AI).  The database will include subject name, title, origin of the issue, location of employment, residence, country, date action was received, date action was closed, agency where action was referred, narrative summary of issue, identity of any additional sources (person/agency/company) who may of provided DSS with CI information, type of action, type of issue, agent’s name, company name, target technology, country of origin and miscellaneous agents notes and recommendations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security Requirements for Government Employment;  DoD Directive 5200.2, Department of Defense Personnel security Program; DoD Dir 5200.27 (Section IV A and B), Acquisition of information concerning Persons and organizations not affiliated with the DoD;  DoD Dir 5220.28, Application of Special Eligibility and Clearance Requirements in the SIOP-ESI program for contractor employees.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Provides a central database to document, refer, track, monitor and evaluate CI indicators/issues surfaced during PSI and through AIs.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ published at the beginning of DSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Computerized database, paper records, microfilm, diskettes, are maintained at the IACI.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information in the automated system is retrieved through any entry in the data base to include name and file number.
</p><p>Paper files are retrieved by name or file number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are contained and stored in regulation safes, filing cabinets and on magnetic tape which is located in a secure area with limited access.  The database is maintained in secure office space with password entry to the system.  Access is provided on a need-to-know basis only.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Automated records are maintained for 15 years.  CI paper records relating to the automated system and not associated with a PSI will be retained for one year. Files developed on persons who are being considered for affiliation with the Department of Defense will be destroyed within one year if the affiliation is not completed.
</p><p>Information within the purview of DoD Directive 5200.27 will be retained no longer than one year.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Security Service, Information Assurance and Counterintelligence, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria VA  22314-1651.
</p><p>Requesters should provide full name and any former names used, date and place of birth, and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Defense Security Service, Office of FOI and PA, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DSS’ rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13: 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Federal, State and local law enforcement/intelligence agencies; Industrial Security Administrative inquiries and Personnel Security Investigations.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).
</p><p>Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2).  However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such  information except to the extent that disclosure would reveal the identity of a confidential source.
</p><p>Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3).
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 321. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="V5-05" toc="yes">
<systemNumber>V5-05</systemNumber>
<subsection type="systemName">Joint Personnel Adjudication System (JPAS) (July 1, 2005, 70 FR 38120).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: JPAS and IRR have been transferred to the Office of the Secretary, DoD/Joint Staff (DMDC 12 DoD, Joint Personnel Adjudication System (JPAS) (May 3, 2011, 76 FR 24863) and DMDC 11 DoD, Investigative Records Repository (IRR) (September 30, 2011, 76 FR 60812, respectively). All records associated with these programs were transferred with the systems; therefore these systems of records notices can now be deleted.
</p></xhtmlContent></subsection></section>
<section id="V5-03" toc="yes">
<systemNumber>V5-03</systemNumber>

<subsection type="systemName">Case Control Management System (CCMS) (September 14, 1999, 64 FR 49776).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Case Control Management System (CCMS) data was migrated into DMDC 12 DoD, Joint Personnel Adjudication System (JPAS) (May 3, 2011, 76 FR 24863) upon its development. There is no longer a need to retain backup data since JPAS is fully operational, therefore the system of records can now be deleted.
</p></xhtmlContent></subsection></section>
<section id="V6-01" toc="yes">
<systemNumber>V6-01</systemNumber>
<subsection type="systemName">Personnel Security Files (PSF).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: Defense Security Service, 1340 Braddock Place, Alexandria, VA  22314-1651.
</p><p>Secondary locations: Defense Security Service Operating Locations, Operations Center-Baltimore and Operations Center-Columbus.  Specific addresses can be obtained from the Primary location.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Every Defense Security Service employee.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s Certificates of Personnel Security Investigation, Certificates of Security Clearance and Access Authorization, Adjudicative Summary Sheets, Sensitive Compartmented Information (SCI) Access Records, certificates of clearance for other agencies, Security Briefing Statements, security clearance downgrade and discontinuation statements, Security Termination Statement and Debriefing Certificates, Defense Clearance and Investigations Index (DCII) check results, requests for Personnel Security Investigations, Badge and Credential receipts, and related documents which may vary in certain cases.  Personal identifying data to confirm identities is also contained in this system.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DoD Regulation 5200.2, DoD Personnel Security Program; DSS Regulation 25-3, Personnel Security Program, and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Files are used during an individual’s employment with the agency to provide a basis for determining eligibility for assignment to, or retention in, a sensitive position; granting security clearance; evidence of clearance and access to  classified defense information; and to verify security clearance information of individuals visiting other offices regarding classified matters.  File information may be provided to other authorized government departments, agencies or offices when a change of the individual’s employment is considered.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ published at the beginning of DSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders. Electronic records are maintained on disk and magnetic tapes.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Paper records are filed alphabetically by last name and by location (Operating Location).  Summary data is retrievable by Social Security Number or by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>All system records are maintained in locked security containers accessible only to authorized personnel.  Summary data is accessed only by authorized personnel using assigned system passwords.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are kept for two years after termination of an individual’s employment with DSS.  Longer retention, not to exceed five years after termination of employment, may be approved by the Chief, Office of Security, DSS.  Paper records are destroyed by burning or shredding; electronic records are erased or overwritten.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Security Service, Chief, Office of Security, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine if information about themselves is contained in this system  should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves  contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p><p>A request for information must contain the full name and Social Security number of the subject individual.
</p><p>Personal visits will require a valid driver’s license or other picture identification and are limited to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DSS’ rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13: 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Application and related forms from the individual, summaries of information from background investigations of the individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="V7-01" toc="yes">
<systemNumber>V7-01</systemNumber>
<subsection type="systemName">Enrollment, Registration and Course Completion Record.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location:  Defense Security Service, Training Office, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.
</p><p>Decentralized locations:  Department of Defense Polygraph Institute.  Specific addresses can be obtained from the Primary  location.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who are scheduled for or who have attended courses of instruction offered by the DSS Training Office or DoD Polygraph Institute.  Guest speakers and assigned instructors/faculty.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information may include individual’s name and other personal identifying and administrative data pertaining to attendance at the DSS Training Office or Polygraph Institute to include employer, course completion, and other similar data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; E.O. 9397 (SSN); E.O. 10865; E.O. 10909; DoD Directive 5105.42, Defense Security Service; and DoD Directive 5200.32, Department of Defense Security Institute.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Used by DSS Training Office or Polygraph Institute personnel to prepare class rosters and provide basic administrative information on attendees.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ published at the beginning of DSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are retained in electronic format on disk and magnetic tape.  Some hard copy paper records still exist and are maintained in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Data is retrievable by Social Security Number or by student’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are maintained in locked security containers accessible to only authorized personnel. Only authorized personnel using assigned system passwords access electronic data.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Electronic and paper records are retained for ten years at  which time they are either erased from the system or destroyed by shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Training Office, Defense Security Service, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.
</p><p>Director, Department of Defense Polygraph Institute, Building 3195, Fort McClellan, AL 36205-5114.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system  should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p><p>A request for information must contain the full name and Social Security Number of the subject individual.
</p><p>Personal visits will require a valid driver’s license or other picture identification and are limited to the Defense Security Service, Privacy Act Branch, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DSS’ rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13: 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The student, his/her employer, and the DSS Training Office or Polygraph Institute.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="V8-02" toc="yes">
<systemNumber>V8-02</systemNumber>
<subsection type="systemName">Key Contractor Management Personnel Listing (August 17, 1999, 64 FR 44704).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The information contained in this system of records has been incorporated into a new centralized Industrial Security Field Database (ISFD) retrieved by the name of the cleared contractor facility or "Cage Code" associated with that facility, rather than by an individual’s name or personal identifier. This system of records is being deleted.
</p></xhtmlContent></subsection></section>
<section id="V9-01" toc="yes">
<systemNumber>V9-01</systemNumber>
<subsection type="systemName">Litigation Case Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Security Service, Office of the General Counsel, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Indivduals who have been the subject of adverse actions generated by the agency employee relations process, Merit Systems Protection Board (MSPB) appellants and Equal Employment Opportunity Commission (EEOC) complainants, Freedom of Information Act (FOIA) and Privacy Act litigants, and individuals involved in litigation against DIS or other government agencies.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Legal or factual memoranda, legal briefs, correspondence, decisions, claims, grievances, MSPB, EEO, FOIA and Privacy Act materials.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations and DoD Directive 5105.42, Defense Security Service.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To collect documentation pertinent to litigation, disciplinary
matters, and administrative actions concerning the Agency.  Information is compiled to support various legal-related activities of the Department of Defense, Department of Justice, the Office of Personnel Management, or other adjudicative agencies of the U.S. Government as may be necessary or required in the disposition of an individual case.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ published at the beginning of DSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic records.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Alphabetically by surname of individual.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are kept in locked cabinets and are accessible only to authorized personnel.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are held 5 years after date of last action, then retired to the Washington National Records Center. They are destroyed when 25 years old.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Security Service, Office of the General Counsel, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system  should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p><p>A request for information must contain the full name and Social Security number of the subject individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system should address written inquiries to the Defense Security Service, Privacy Act Office, 1340 Braddock Place, Alexandria, VA  22314-1651.
</p><p>A request for information must contain the full name and Social Security number of the subject individual.
</p><p>Personal visits will require a valid driver’s license or other picture identification and are limited to the Defense Security Service, Privacy Act Office, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>DSS’ rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the  Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by DSS field elements, Employee Relations Branch; Director, DSS Office of Affirmative Action and Equal Opportunity Policy; Directorates of Industrial Security and Investigations; Office of the Secretary of Defense; other DoD components.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="V10-01" toc="yes">
<systemNumber>V10-01</systemNumber>
<subsection type="systemName">Investigation and Inspection Supplier Contract Files (August 17, 1999, 64 FR 44704).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Investigation and Inspection Supplier Contract Files contained copies of contracts and payment data on individual contractors who performed investigations/inspections for Defense Security Service (DSS) on an as needed basis. DSS has not used contractors since 2003 so the data was destroyed in accordance with approved financial data retention schedules; therefore this system can now be deleted.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 002" toc="yes">
<systemNumber>HDTRA 002</systemNumber>
<subsection type="systemName">Employee Relations (August 3, 2005; 70 FR 44578).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Threat Reduction Agency has determined that HDTRA 002 is covered under the OPM/GOVT-1, General Personnel Records (June 19, 2006, 71 FR 35356) and OPM/GOVT-3, Records of Adverse Actions, Performance Based Reduction in Grade and Removal Actions, and Termination of Probationers (April 27, 2000; 65 FR 24732) therefore this notice can be deleted.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 004" toc="yes">
<systemNumber>HDTRA 004</systemNumber>
<subsection type="systemName">Nuclear Weapons Accident Exercise Personnel Radiation Exposure Records (August 24, 2005, 70 FR 45592).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Threat Reduction Agency does not have a mission requirement to maintain these records. However, these records are maintained under the DoD System of Records F044 AF SG O, United States Air Force Master Radiation Exposure Registry. Published in the <i>Federal Register</i> on November 18, 2003, in Volume 68, Page Number 65042.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 005" toc="yes">
<systemNumber>HDTRA 005</systemNumber>
<subsection type="systemName">Manpower/Personnel Management System (December 14, 1998, 63 FR 68736).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records are contained in systems of records that are maintained by the Office of Personnel Management (OPM), the Defense Finance and Accounting Service (DFAS), and the DoD military departments as follows:
</p><p>OPM/GOVT-1, General Personnel Records (April 27, 2000, 65 FR 24732)
</p><p>T7335, Defense Civilian Pay System (DCPS) (May 19, 2000, 65 FR 31888)
</p><p>T7340, Defense Joint Military Pay System-Active Component (April 12, 1999, 64 FR 17629)
</p><p>T7346, Defense Joint MIlitary Pay System-Reserve Component (April 12, 1999, 64 FR 17629)
</p><p>A0600-8-104b, Official Military Personnel Record (August 8, 2004, 69 FR 51271)
</p><p>N01070-3, Navy Military Personnel Records System (November 16, 2004, 69 FR 67128)
</p><p>F036 AF PC C, Military Personnel Records System (October 13, 2000, 65 FR 60916)
</p><p>MMN00006, Marine Corps Military Personnel Records (OQR/SRB) (April 8, 2002, 67 FR 16738)
</p></xhtmlContent></subsection></section>
<section id="HDTRA 006" toc="yes">
<systemNumber>HDTRA 006</systemNumber>
<subsection type="systemName">Employees Occupational Health Programs.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Environment, Safety and Occupational Health Division, Defense Threat Reduction Agency, 8725 John J. Kingman Road, MS 6201 Ft Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any individual, military, civilian, or contractor personnel employed by the Defense Threat Reduction Agency (DTRA) and other Government Agency employees assigned to DTRA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File contains a variety of records relating to an employee’s participation in the DTRA Occupational Health Program. Information which may be included in this system are the employee’s name, Social Security Number (SSN), date of birth, weight, height, blood pressure, medical history, blood type, nature of injury or complaint, type of treatment/medication received, immunizations, examination findings and laboratory findings, exposure to occupational hazards.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 7901, Health Services Program; DTRA Directive 6055.1, DTRA Safety and Occupational Health Program; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>For use by authorized medical personnel in providing any medical treatment or referral; to provide information to agency management officials pertaining to job-related injuries or potential hazardous conditions and to provide information relative to claims or litigation.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, 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:
</p><p>The Office of Personnel Management, and the Federal Labor Relations Authority (including the General Counsel) in the Performance of official duties.
</p><p>The Department of Labor in connection with claims for compensation.
</p><p>The Department of Justice in connection with litigation relating to claims.
</p><p>The Occupational Safety and Health Agency in connection with job-related injuries, illnesses, or hazardous condition.
</p><p>The "Blanket Routine Uses" published at the beginning of DTRA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by the individual’s name and date of birth.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>During the employment of the individual, medical records are maintained in locked file cabinets located in a secured room with access limited to those whose official duties require access. Buildings are protected by security guards and an intrusion alarm system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained until the individual leaves the DTRA. Records are combined with the official personnel folder which is forwarded to the Federal Personnel Records Center or to the new employing agency, as appropriate.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Environmental, Safety and Occupational Health Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, Environmental, Safety and Occupational Health Division, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>The letter should contain the full name, date of birth and signature of the requester and the approximate period of time, by date, during which the case record was developed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Chief, Environmental, Safety and Occupational Health Division, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Written requests for information should contain the full name, date of birth, and signature of the requester. For personal visits the individual should provide a military or civilian identification card.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11, DTRA Privacy Program; 32 CFR part 318; or may be obtained from the Chief, Environmental, Safety and Occupational Health Division, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied directly by the individual. It can also be derived from information supplied by the individual, the medical officer, or nurse providing treatment, medication, or supplied by the individual’s private physician.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 007" toc="yes">
<systemNumber>HDTRA 007</systemNumber>
<subsection type="systemName">Security Services.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: Security and Counterintelligence Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p><b>Secondary locations:
</b></p><p>Security and Counterintelligence Office Albuquerque, Defense Threat Reduction Agency, 1680 Texas Street SE., Kirtland Air Force Base, Albuquerque, NM 87117-5669.
</p><p>Security and Counterintelligence Field Office Travis, Defense Threat Reduction Agency, 510 Hickman Avenue, Travis Air Force Base, CA 94535-1801.
</p><p>Security and Counterintelligence European Operations Division, Defense Threat Reduction Agency, Kleber Kaserne, Mannheimer Strasse, Building 3211, Room 104, Kaiserslautern, Germany.
</p><p>Security and Counterintelligence Field Office Eglin, Defense Threat Reduction Agency, Eglin Air Force Base, 101 West Eglin Blvd., Building 13A, Suite 39, Eglin AFB, FL 32542-5650.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All military and civilian personnel assigned to, or employed by Defense Threat Reduction Agency (DTRA).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name; Social Security Number (SSN); home address, date and place of birth; height; weight; hair and eye color; citizenship; grade/rank; services; organization; security clearance; date of clearance; date of investigation; type of investigation; agency that conducted investigation; basis special accesses; courier authorization; continuous access roster expiration date; badge number; vehicle ID and decal number; special intelligence access; expiration date, agency, billet number; list of badges/passes issued; safes and open storage locations/custodians; conference title/duties/location; special access/briefings; visit requests; conference rosters; clearance and special access rosters; picture identification; correspondence concerning adjudication/passing of clearances/accesses; information from DD 254 (contract security classification specification form) which identifies the type or level of classified material the specific contractor has access to; and security inquiries and insider threats."
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security Requirements for Government Employment; E.O. 12065, National Security Information; The Atomic Energy Act of 1954, Section 145; and E.O. 9397 (SSN), as amended."
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>For use by officials and employees of the Defense Threat Reduction Agency in the performance of their official duties related to continuous review, insider threat and determining the eligibility of individuals for access to classified information and occupancy of a sensitive position, access to buildings and facilities, or to conferences over which DTRA has security responsibility.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To officials and employees of Government contractors and other Government agencies in the performance of their official duties related to the screening and selection of individuals for security clearances and/or special authorizations, access to facilities or attendance at conferences.
</p><p>The DoD "Blanket Routine Uses" published at the beginning of DTRA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media and paper records.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual’s last name and SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The computer facility and terminals are located in restricted areas accessible only to authorized personnel. Manual records and computer printouts are available only to authorized persons with an official need to know. Buildings are protected by security forces and an electronic security system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Computer records on individuals are moved to historical area of database files upon termination of an individual’s affiliation with DTRA; personnel security files are retained for two years at which point the Classified Information Non-disclosure Agreement forms (SF 312) for civilians are mailed to the Defense Logistics Agency Human Resources and all others are destroyed. Manual records or conference attendees, visitors, and visit certifications to other agencies are maintained for two years and destroyed. All computer records are deleted with a separation date greater than 2 years except for those that have the following criteria: (a) Eligibilities of denied, revoked or pending reply to statement of reasons; (b) eligibilities of loss of jurisdiction, action pending, interim declination; and (c) suspend accesses that have not been debriefed. All records with a death date greater than a year are deleted. The following records are retained until there is clear guidance on record retention: (a) Eligibilities of denied, revoked or pending reply to statement of reasons; (b) eligibilities of loss of jurisdiction, action pending, interim declination; and (c) suspend accesses that have not been debriefed. Computer records are deleted and paper records are shredded.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Security and Counterintelligence Office, Defense Threat Reduction Agency, 8725 John J. Kingman Drive, Ft. Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Threat Reduction Agency, Freedom of Information/Privacy Act Office, 8725 John J. Kingman Drive, Ft. Belvoir, VA 22060-6201.
</p><p>Written requests for information should contain the full name, home address, SSN, date and place of birth.
</p><p>For personal visits, the individual must be able to provide identification showing full name, date and place of birth, and their SSN.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Defense Threat Reduction Agency, Freedom of Information/Privacy Act Office, 8725 John J. Kingman Drive, Ft. Belvoir, VA 22060-6201.
</p><p>Written requests for information should contain the full name, home address, SSN, date and place of birth.
</p><p>For personal visits, the individual must be able to provide identification showing full name, date and place of birth, and their SSN.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11; 32 CFR part 318; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is extracted from military and civilian personnel records, investigative files, and voluntarily submitted by the individual. Other Government agencies, law enforcement officials and contractors may provide the same data.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 318.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 008" toc="yes">
<systemNumber>HDTRA 008</systemNumber>
<subsection type="systemName">National Nuclear Weapon Stockpile Accountability Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Headquarters, Defense Threat Reduction Agency, Nuclear Support Directorate, <i>Attn:</i> Chief, Stockpile Operations Branch, 8725 John J. Kingman Road, Stop 6201, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals affiliated with DoD and Department of Energy Agencies who perform maintenance actions on the national nuclear weapon stockpile.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>System access request forms and records of maintenance actions performed on the national nuclear stockpile. The records contain individual’s name, Employee Identification Number or Social Security Number (SSN), affiliation (military, civilian, or contractor), military rank, physical and electronic duty addresses, duty telephone numbers, security clearance and read-in information, system access information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>42 U.S.C. 2121, the Atomic Energy Act of 1954; DoDD 5210.41, Security Policy for Protecting Nuclear Weapons; CJCSI 3150.04, Nuclear Weapons Stockpile Logistics Management and Nuclear Weapons Reports under the Joint Reporting Structure, DOE-DTRA Technical Publication (TP) 35-7, Inspection Records and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide accountability by reporting maintenance actions on nuclear weapons in the national nuclear weapon stockpile in peacetime, crisis, and wartime to authorized DoD and Department of Energy personnel.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552(a) 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:
</p><p>To officials and employees of United States Federal Government agencies in the performance of their official duties related to the accountability of the national nuclear weapons stockpile.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name, user code, last four digits of Social Security Number (SSN), location, weapon serial number, system access level.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in secure, limited access areas approved for classified processing. Servers, workstations and laptops are password protected. Data transmission is encrypted. Hardcopy files are classified documents when complete and protected as such, either in certified open storage areas or kept in secured, classified safes.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Nuclear weapons maintenance records are permanent records. Hard copy user access request forms will be retained for at least six years or longer if needed for investigative or security purposes. Electronic user identification, profiles, authorizations are permanent records for accountability; accounts will be deactivated when no longer in use.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Branch Chief, Defense Threat Reduction Agency, Nuclear Support Directorate, Stockpile Operations Branch (DTRA/NSPO), 8725 John J. Kingman Rd, Stop 6201, Ft. Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to Defense Threat Reduction Agency, Nuclear Support Directorate, <i>Attn:</i> Branch Chief, Stockpile Operations Branch, 8725 John J. Kingman Rd, Stop 6201, Ft. Belvoir, VA 22060-6201.
</p><p>Individuals should furnish full name, last four digits of the Social Security Number (SSN), the duty locations where system access was granted, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access records about themselves contained in this system of records should address written inquiries to Defense Threat Reduction Agency, Nuclear Support Directorate, <i>Attn:</i> Branch Chief, Stockpile Operations Branch (DTRA/NSPO), 8725 John J. Kingman Rd, Stop 6201, Ft. Belvoir, VA 22060-6201.
</p><p>Individuals should furnish full name, last four digits of the Social Security Number (SSN), the duty locations where system access was granted, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for contesting contents are published in 32 CFR part 318, or may be obtained from the System Manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, individual’s security manager and supervisor.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 010" toc="yes">
<systemNumber>HDTRA 010</systemNumber>
<subsection type="systemName">Nuclear Test Participants.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Nuclear Test Personnel Review (NTPR) Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>U.S. Veterans who were military members on active duty, and DoD civilians who were participants of the U.S. nuclear testing programs, assigned to Hiroshima or Nagasaki from August 6, 1945 to July 1, 1946; and DoD contractors and foreign nationals who participated in the cleanout of Enewetak Atoll.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, rank, grade, service number, Social Security Number (SSN), last known or current address, dates and extent of test participation, exposure data, unit of assignment, medical data, and documentation relative to administrative claims or civil litigation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Atomic Energy Act of 1954, 42 U.S.C. 2013, Tasking Memorandum from Office of the Secretary of Defense to the Director, Defense Nuclear Agency dated 28 Jan 78, Subject: DoD Personnel Participation in Atmospheric Nuclear Weapons Testing and Military Construction Appropriations Act of 1977 (Pub. L. 94-367), DNA OPLAN 600-77, Cleanup of Enewetak Atoll, and the Radiation Exposure Compensation Act (Pub. L. 100-426, as amended by Pub. L. 100-510); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>For use by agency officials and employees, or authorized contractors, and other DoD components in the preparation of the histories of nuclear test programs; to conduct scientific studies or medical follow-up programs, and to provide data or documentation relevant to the processing of administrative claims or litigation.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>National Research Council and Vanderbilt University for the purpose of conducting epidemiological studies on the effects of ionizing radiation on participants of nuclear test programs.
</p><p>Department of Labor and the Department of Justice for the purpose of processing claims by individuals who allege job-related disabilities as a result of participation in nuclear test programs and for litigation actions.
</p><p>Department of Energy (DOE) for the purpose of identifying DOE and DOE contractor personnel who were, or may be in the future, involved in nuclear test programs; and for use in processing claims or litigation actions.
</p><p>Department of Veterans Affairs for the purpose of processing claims by individuals who allege service-connected disabilities as a result of participation in nuclear test programs and for litigation actions’ and to conduct epidemiological studies on the effect of radiation on nuclear test participants.
</p><p>Upon appropriate identification or with proper authorization, information may be released to veterans or their authorized representatives.
</p><p>Veterans Advisory Board on Dose Reconstruction for the purposes of reviewing and overseeing the Department of Defense Radiation Dose Reconstruction Program, to include the conduct of audits of dose reconstructions and decisions by the Department of Veterans Affairs (DVA) on claims for radiogenic diseases and the provision of assistance to both the DVA and the DTRA in providing information on the Program, and such other activities as authorized by the Veterans Benefits Act of 2003 (Pub. L. 108-183, section 601).
</p><p>The DoD "Blanket Routine Uses" published at the beginning of DTRA’s compilation of system of records notices apply to this system.
</p><p><i>Note: </i> This system of records contains Personal Identifiable Information. The DoD Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the Health Insurance Portability and Accountability Act of 1996, applies to most such health information. DoD 6025.18-R may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974 or mentioned in this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, SSN, or service number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are filed in folders, microfilm/fiche and computer printouts stored in areas accessible only by authorized personnel. Buildings are protected by security guards and intrusion alarm systems. Magnetic tapes are stored in a vault in a controlled area within limited access facilities. Access to computer programs is controlled through software applications which require validation prior to use. Electronic files are password protected or encrypted.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained for 75 years after termination of case. Paper and microfiche records are collected in official disposal containers (burn-bags here at Fort Belvoir, and certified records disposal containers (contract service) at Nuclear Test Personnel Review Office (NTPR)’s offsite contract sites). With regard to magnetic tape (or hard disk drives) bulk demagnetizers are used to clean the disks/tape before they are turned over to DTRA logistics for disposal. Electronic files are to be electronically transferred to NARA when no longer required.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>NTPR Program Manager, Nuclear Test Personnel Review Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the NTPR Program Manager, Nuclear Test Personnel Review Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Written requests for information should contain the full name and signature of the requester. For personal visits the individual should provide a military or civilian identification card.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the NTPR Program Manager, Nuclear Test Personnel Review Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Written requests for information should contain the full name and signature of the requester. For personal visits the individual should provide a military or civilian identification card.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11, DTRA Privacy Program; 32 CFR part 318; or may be obtained from the NTPR Program Manager, Nuclear Test Personnel Review Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Retired Military Personnel records from the National Personnel Records Center, US DTRA Form 150 from individuals voluntarily contacting DTRA or other elements of DoD or other Government Agencies by phone or mail. DoD historical records, dosimetry records and records from the Department of Energy, Department of Veterans Affairs, the Social Security Administration, the Internal Revenue Service, and the Department of Health and Human Services.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 011" toc="yes">
<systemNumber>HDTRA 011</systemNumber>
<subsection type="systemName">Inspector General Investigation Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Inspector General, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any person who is the subject of or a witness for an Inspector General investigation.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The system contains files on individual investigations including investigative reports and related documents generated during the course of or subsequent to an investigation.
</p><p>Reports of investigation contain the authority for the investigation, matters investigated, narrative, documentary evidence, and transcripts of verbatim testimony or summaries thereof.
</p><p>The system includes `Hotline’ telephone logs, investigator work papers and memoranda and letter referrals to management or others, and a chronological listing for identification and location of files.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. Appendix 4, Ethics in Government; 10 U.S.C. 141, Inspector General; DTRA 5505.2, DTRA Inspector General (IG) Inquiry and Investigation Procedures; The Inspector General Act of 1978 (5 U.S.C. Appendix 3); and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To investigate the facts and circumstances surrounding allegations or problems reported to the OIG.
</p><p>Open and closed case listings are used to manage investigations, to produce statistical reports, and to control various aspects of the investigative process.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the DTRA’s compilation of systems of records notices will apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:
</p><p>Paper records in file folders, computer disks and log books.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved alphabetically by surname of individual, year, investigation number, hotline case number, referral number or investigative subject matter.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is limited to the Inspector Generals staff, and, as delegated by the Director on a need to know basis. Case records are maintained in locked security containers.
</p><p>Automated records are controlled by limiting physical access to terminals and by the use of passwords. Work areas are sight controlled during normal duty hours. Buildings are protected by security guards and an intrusion alarm system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Requests for assistance and/or complaints acted on by the Inspector General are retained in office for 1 year after completion of investigation, transferred to the Federal Records Center and then transferred to the National Archives in 10 year blocks when 20-30 years old.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Individuals should provide their name, address, and proof of identity (photo identification for in person access or an unsworn declaration in accordance with 28 U.S.C. 1746 or a notarized statement may be required for identity verification).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquires to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Individuals should provide their name, address, and proof of identity (photo identification for in person access or an unsworn declaration in accordance with 28 U.S.C. 1746 or a notarized statement may be required for identity verification).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11, DTRA Privacy Program; 32 CFR part 318; or may be obtained from the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual, DTRA records and reports, DTRA employees, witnesses, informants, and other sources providing or containing pertinent information.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 318.
</p><p>For additional information contact the Chief, Freedom of Information and Privacy Act Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 013" toc="yes">
<systemNumber>HDTRA 013</systemNumber>
<subsection type="systemName">Assignment and Correspondence Tracking System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Headquarters, Defense Threat Reduction Agency (DTRA), Office of the Chief of Staff, ATTN: Secretary of the Director’s Staff, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals assigning, responding to, or subjects of, correspondence and assignments.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records may contain an individual’s name, Social Security Number (SSN) within supporting documents, physical and electronic, home and duty addresses, and phone numbers, security clearance data, military or civilian rank/grade, and correspondence or supporting documents.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations, 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system is used to initiate, manage, and track assignments coming from outside DTRA as well as those generated within DTRA at the Director, Deputy Director, Chief of Staff, Staff offices, and Directorate to Directorate levels.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To officials and employees of the U.S Government, contractors, other Governmental agencies, and private sector entities in the performance of their duties as they relate to clarifying issues arising from assignments and correspondence under the Assignment and Correspondence Tracking System.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the Office of the Secretary of Defense’s compilation of system of records notices apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper files are maintained in secure, limited access, or monitored work areas accessible only to authorized personnel. Electronic media are maintained via an internal Local Area Network (LAN) with workstations and laptops of authorized personnel protected with passwords.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of Chief of Staff/Director-Chief of Staff-Secretary of the Director’s Staff (DIR-COS-SDS), Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should submit a written request, to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Individuals should furnish their full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Individuals should furnish their full name, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11, DTRA Privacy Program; 32 CFR Part 318; or may be obtained from the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual records subjects, DoD databases, correspondence emanating from external sources, and internal DTRA actions.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 014" toc="yes">
<systemNumber>HDTRA 014</systemNumber>
<subsection type="systemName">Student Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Nuclear Weapons School, Defense Threat Reduction Agency, 1900 Wyoming Boulevard SE., Kirtland Air Force Base, Albuquerque, NM 87117-5669.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Defense, Department of Energy, FBI and CIA personnel, local and state government officials, and civilian organizations personnel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), occupational series, grade, supervisory status, registration, student development curricula, training data (start and completion dates), course descriptions, and related data. Where training is required for professional licenses, certification, or recertification, the file may include proficiency data in one or more skill areas. Electronic records may contain computer logon data and personal emergency contact information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 4103, Establishment of Training Programs; 10 U.S.C. 1701, Management Policies; E.O. 11348, Providing for the further training of Government employees; 5 CFR part 410, Office of Personnel Management-Training; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To determine applicant eligibility, as a record of attendance and training, completion or elimination, as a locator, and a source of statistical information.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The ‘Blanket Routine Uses’ published at the beginning of DTRA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name and/or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records and computer printouts are available only to authorized persons with an official need-to-know. The files are in a secure office area with limited access during duty hours. The office is locked during non-duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Individual’s academic records are retained for 75 years. Records are maintained at the school for five years, then subsequently retired to the Federal Records Center, Fort Worth, TX for the remaining 70 years and then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Commandant, Defense Nuclear Weapons School, Defense Threat Reduction Agency, 1900 Wyoming Boulevard SE., Kirtland Air Force Base, NM 87117-5669.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Nuclear Weapons School, Defense Threat Reduction Agency, 1900 Wyoming Boulevard SE., Kirtland Air Force Base, Albuquerque, NM 87117-5669.
</p><p>Requests should contain individual’s name, Social Security Number (SSN), current address, and sufficient information to permit locating the record.
</p><p>For personal visits, the individual should provide military or civilian identification card.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Nuclear Weapons School, Defense Threat Reduction Agency, 1900 Wyoming Boulevard SE., Kirtland Air Force Base, Albuquerque, NM 87117-5669.
</p><p>Requests should contain individual’s name, Social Security Number (SSN), current address, and sufficient information to permit locating the record.
</p><p>For personal visits, the individual should provide military or civilian identification card.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11, DTRA privacy program; 32 CFR 318; or may be obtained from the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual or instructor.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 017" toc="yes">
<systemNumber>HDTRA 017</systemNumber>

<subsection type="systemName">Voluntary Leave Transfer Program Records.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Human Resources, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have volunteered to participate in the leave transfer program as either a donor or recipient of annual leave.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Leave recipient records contain the individual’s name, organization, office telephone number, Social Security Number (SSN), position title, grade, pay level, leave balances, brief description of the medical or personal hardship which qualifies the individual for inclusion in the leave transfer program, the status of the hardship, and a statement that selected data elements may be used in soliciting donations. The file may also contain medical or physician certifications and DTRA approvals or denials.
</p><p>Donor records include the individual’s name, organization, office, telephone number, Social Security Number (SSN), position title, grade, pay level, leave balances, number of hours being transferred (or donated leave), and in the case of the transfer program, the designated leave recipient.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 6331 <i>et seq.,</i> Leave; 5 CFR part 630, Administrative Personnel, Absence and Leave; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is used in managing the Defense Threat Reduction Agency (DTRA) Voluntary Leave Sharing Program. The recipient’s name, and a brief description of the hardship, if authorized by the recipient, is published internally for solicitation purposes. The Social Security Number (SSN) is obtained to ensure the transfer of leave from the donor’s account to the recipient’s account.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the Department of Labor in connection with a claim filed by an employee for compensation due to a job-related injury or illness; where the leave donor and leave recipient are employed by different Federal agencies.
</p><p>To personnel and finance offices of Federal agencies involved to effectuate the leave transfer.
</p><p>The DoD `Blanket Routine Uses’ set forth at the beginning of DTRA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored on paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed by custodian of the records or by persons responsible for servicing the record system in the performance of their official duties. Records are stored in locked cabinets or rooms, and are controlled by personnel screening and computer software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed two years after the end of the year in which the file is closed. Paper records are destroyed by burning or shredding; electronic records are deleted.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief,Human Resources, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should submit a written request, to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Written requests should contain the individual’s full name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Written requests should contain the individual’s full name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11, DTRA Privacy Program; 32 CFR Part 318; or may be obtained from the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual, personnel and leave records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 018" toc="yes">
<systemNumber>HDTRA 018</systemNumber>
<subsection type="systemName">Travel Management Program.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location:  Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA  20166-7517.
</p><p>Secondary location:  Defense Threat Reduction Agency subordinate commands.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any person, government or private, who travels on official business for the Defense Threat Reduction Agency or who submits a request for payments of a travel advance or travel claim to the Defense Special Weapons Agency.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records relating to official travel of individuals, including travel orders, per diem vouchers, transportation requests, travel itinerary, and supporting documentation.  Records contain individual’s name, Social Security Number, home address and telephone number, employing office name and telephone number, and electronic banking identification codes.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 2105, 5561, 5564, 5701-5708, 5721-5730, 5742; 50 U.S.C., app. 2160; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain an official travel record authorization and payment file system.  Provides management information for control of travel expenditures, support documentation requirements, and provides reimbursement accounting for persons on official travel.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The "Blanket Routine Uses" set forth at the beginning of DTRA’s compilation of system of records notices apply to this system.
</p><p><b>Disclosures to consumer reporting agencies:
</b></p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this system to "consumer reporting agencies" as defined in the Fair Credit Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).  The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government; typically to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records are maintained in file folders.  Receipts for travel/lodging will be maintained in a central location in the Office of the Comptroller.  Electronic data is maintained on a networked computer system with access safeguards. The Travel Manager software Plus Program being utilized is operated under a Department of Defense Pilot and is connected to the DTRA Local  Area Network.  This automated system includes forms generation, electronic document routing, electronic document approval, enforcement of agency defined limits, automated funds availability verification and electronic interface to mainframe accounting.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Files may be retrieved by name or Social Security Number of individual or by travel order number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are kept in filing cabinets and other storage places within these offices.  Work areas are sight controlled during normal duty hours.  Buildings are protected by security guards and an intrusion alarm system.
</p><p>Access to computer records is controlled by a user identification and password system.  Personnel having access are limited to those having a need-to-know who have been trained in handling Privacy Act information.  Additionally physical access to video display terminals is under strict supervisory control, access to computer peripheral equipment is controlled, reports are issued that are used to monitor use of the system, output products and storage media is labeled to warn individuals that they contain personal information subject to the Privacy Act.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The automated record is retained 2 years following the final settlement of a travel claim.  Records recorded on tapes or disks are disposed of by degaussing or erasing.  A history hard copy file is maintained for  2  years and then retired to the Records Center.  They are destroyed  7 years after retirement.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Logistics and Engineering, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA  20166-7517.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA  20166-7517.
</p><p>The individual should make reference to the office where assigned or affiliated, dates of travel and provide Social Security Number for positive identification.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA  20166-7517.
</p><p>The individual should make reference to the office where assigned or affiliated, dates of travel and provide Social Security Number for positive identification.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA  20166-7517.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual, the systems administrator, or the vendor of travel and related service.  Supporting documentation is provided from the associated travel order, division, service providers and the Defense Finance and Accounting Agency.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 019" toc="yes">
<systemNumber>HDTRA 019</systemNumber>
<subsection type="systemName">Arms Control Inspection Planning System
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Threat Reduction Agency, Room 4533, HQ Complex, 8725 John J. Kingman Road, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals affiliated with the Defense Threat Reduction Agency, either by military assignment, civilian employment, or contractual support agreement. Individuals that are weapons inspectors, linguists, mission schedulers/planners, personnel assistants/specialists, portal rotation specialists, operation technicians, passport managers, clerical staff, and database management specialists.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), date of birth, city/state/country of birth, education, gender, race, civilian or military member, military rank, security clearance, occupational category, job organization and location, emergency locator information, and passport numbers.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 302, Delegation of Authority; National Security Directive 41, Organizing to Manage On-site Inspection for Arms Control; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To manage the Arms Control activities, including personnel resources, manpower/billet management, passport status, mission scheduling and planning, inspection team composition, inspector and transport list management, inspector training, and inspection notification generation.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ set forth at the beginning of DTRA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by name and/or Social Security Number (SSN), title, personnel type, and passport numbers.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to Defense Threat Reduction Agency personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during non-duty hours. Records are stored in a computer system with extensive intrusion safeguards.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained for as long as the individual is assigned to Defense Threat Reduction Agency (DTRA). Upon departure from DTRA, records concerning that individual are removed from the active file and retained in an inactive file for two years and then deleted.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Arms Control Inspection Planning System, Program Lead, Operations Enterprise, Operations Branch, Defense Threat Reduction Agency, Room 4533, HQ Complex, 8725 John J. Kingman Rd., VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to Arms Control Inspection Planning System, Program Lead, Operations Enterprise, Operations Branch, Defense Threat Reduction Agency, Room 4533, HQ Complex, 8725 John J. Kingman Road, Ft. Belvoir, VA 22060-6201.
</p><p>Requests should contain individual’s full name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to Arms Control Inspection Planning System, Program Lead, Operations Enterprise, Operations Branch, Defense Threat Reduction Agency, Room 4533, HQ Complex, 8725 John J. Kingman Road, Ft. Belvoir, VA 22060-6201.
</p><p>Requests should contain individual’s full name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11; 32 CFR part 318; or may be obtained from the Arms Control Inspection Planning System, Program Lead, Operations Enterprise, Operations Branch, Defense Threat Reduction Agency, Room 4533, HQ Complex, 8725 John J. Kingman Road, Ft. Belvoir VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, DTRA Officials, and assignment personnel.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 020" toc="yes">
<systemNumber>HDTRA 020</systemNumber>

<subsection type="systemName">Human Radiation Research Review (January 29, 2010, 75 FR 4789).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The National Archives and Records Administration (NARA) officially accepted this system on April 16, 2010 and is now under their authority.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 021" toc="yes">
<systemNumber>HDTRA 021</systemNumber>
<subsection type="systemName">Freedom of Information Act and Privacy Act Case Files
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Threat Reduction Agency, Freedom of Information and Privacy Office, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All individuals who submit Freedom of Information Act (FOIA) and/or Privacy Act (PA) requests or file administrative appeals to the Defense Threat Reduction Agency (DTRA); individuals whose requests and/or records have been referred to DTRA by other Federal agencies; individuals who are the subjects of such requests; and/or the DTRA personnel assigned to handle such requests.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records created or compiled in response to FOIA and/or Privacy Act requests. This includes original requests and administrative appeals; responses to such requests and appeals; all related memoranda, correspondence, notes, and other related or supporting documentation; and in some instances, copies of requested records.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 552, The Freedom of Information Act; 5 U.S.C. 552a, The Privacy Act of 1974; DoD 5400.7-R, DoD Freedom of Information Act Program; DoD Directive 5400.11 and DoD 5400.11-R, DoD Privacy Program; DTRA Instruction 5400.7, FOIA Program; and DTRA Instruction 5400.11, Privacy Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To process access requests under the FOIA and access and amendment requests under the Privacy Act; to administer appeals and litigation arising from such requests; and to assist DTRA in discharging any other responsibilities under the FOIA and the Privacy Act.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To other Federal, state, and local agencies for purposes of affecting necessary coordination relating to the processing of the requests.
</p><p>The ‘Blanket Routine Uses’ set forth at the beginning of DTRA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name of the requester; the number assigned to the request; and/or the name of other identifier of DTRA personnel assigned to handle such requests.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Information in this system is safeguarded in accordance with applicable laws, rules, and policies, including DTRA’s automated systems security and access policies. Classified information is appropriately stored in safes and in accordance with other applicable requirements. Records and technical equipment are maintained in buildings with restricted access. The required use of password protection identification features and other system protection methods also restrict access. Access is limited to those officers and employees of the agency who have an official need for access in order to perform their duties.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>FOIA and PA cases involving full releases or administrative dispositions are destroyed two years after date of reply. Cases involving full and partial denials are maintained for six years after final FOIA action and five years after final Privacy Act action or three years after final adjudication by courts, whichever is later.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should submit a written request, to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Written requests should contain the full name, current address, telephone number, and date request was submitted.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should submit a written request, to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Written requests should contain the full name, current address, telephone number, and date request was submitted.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Defense Threat Reduction Agency’s rules for accessing records is published in 32 CFR part 318 or may be obtained as indicated in the ‘notification procedure’.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data is provided by the record source, the FOIA/Privacy Act staff; and other agencies or entities that have referred requests to DTRA.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>During the course of a FOIA and Privacy Act action, exempt materials from other systems of records may in turn become part of the case records in this system. To the extent that copies of exempt records from those other systems of records are entered into this FOIA or Privacy Act case record, DTRA hereby claims the same exemptions for the records from those other systems that are entered into this system, as claimed for the original primary systems of records which they are a part.
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553 (b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 318.
</p><p>For additional information contact Chief, Freedom of Information and Privacy Act Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 022" toc="yes">
<systemNumber>HDTRA 022</systemNumber>
<subsection type="systemName">Learning Management System (LMS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Threat Reduction Agency, Human Resources, 8725 John J. Kingman Road, Stop 6201, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Defense Threat Reduction Agency employees and contractor personnel receiving training funded or sponsored by DTRA. Department of Defense military personnel and non-appropriated fund personnel may be included in the system.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, occupational series, grade, and supervisory status; registration, student development curricula, and training data, including start and completion dates, course descriptions, and related data. Where training is required for professional licenses, certification, or recertification, the file may include proficiency data in one or more skill areas. Electronic records may contain computer logon data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. Chapter 41, the Government Employees Training Act; 10 U.S.C. 1701 <i>et seq.</i>, Defense Acquisition Workforce Improvement Act; E.O. 11348, Providing for the further training of Government employees, as amended by E.O. 12107, Relating to the Civil Service Commission and labor-management in the Federal Service; and 5 CFR part 410, Office of Personnel Management-Training.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is used to manage and administer training and development programs; to identify individual training needs; to screen and select candidates for training; and for reporting, forecasting, tracking, monitoring, and assessment purposes. Statistical data, with all personal identifiers removed, are used to compare training completion data among different DTRA activities.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the Department of Veterans Affairs for inspecting, surveying, auditing, or evaluating apprentice or on-the-job training programs.
</p><p>To the Department of Labor for inspecting, surveying, auditing, or evaluating apprentice training programs and other programs under its jurisdiction.
</p><p>To Federal, state, and local agencies and oversight
entities to track, manage, and report on mandatory training requirements and certifications.
</p><p>To public and private sector educational, training, and conferencing entities for participant enrollment, tracking, evaluation, and payment reconciliation purposes.
</p><p>To Federal agencies for screening and selecting candidates for training or developmental programs sponsored by the agency.
</p><p>To Federal oversight agencies for investigating, reviewing, resolving, negotiating, settling, or hearing complaints, grievances, or other matters under its cognizance.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of DTRA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in paper and electronic form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Automated records may be retrieved by name, logon identification, or by a combination of these data elements. Manual records are retrieved by employee last name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in physical and electronic areas accessible only to DTRA personnel who must use the records to perform assigned duties. Physical access is limited through the use of locks, guards, card swipe, and other administrative procedures. The electronic records are deployed on accredited systems with access restricted by the use of login, password, and/or card swipe protocols. The web-based files are accessible only via the Agency’s intranet, which is protected in accordance with approved information assurance protocols. Employees are warned through screen log-on protocols and periodic briefings of the consequences of improper access or use of the data on the Agency intranet. In addition, users are trained to lock or shutdown their workstations when leaving the work area. During non-duty hours, records are secured in access-controlled buildings, offices, cabinets or computer systems.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Training files are destroyed when 5 years old or when superseded, whichever is sooner. Employee agreements, individual training plans, progress reports, and similar records used in intern, upward mobility, career management, and similar developmental training programs are destroyed 1 year after employee has completed the program.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Freedom of Information and Privacy Act Office, Defense Threat Reduction Agency, Policy &amp; Program Development Division, 8725 John J. Kingman Road, Stop 6201, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should submit a written request to the Chief, Defense Threat Reduction Agency, Freedom of Information and Privacy Office, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Current DTRA employees may determine whether information about themselves is contained in subsets to the master file by accessing the system through their assigned DTRA computer or by contacting their immediate supervisor.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should submit a written request to the Chief, Defense Threat Reduction Agency, Freedom of Information and Privacy Office, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Current DTRA employees may determine whether information about themselves is contained in subsets to the master file by accessing the system through their assigned DTRA computer or by contacting their immediate supervisor.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 318, or may be obtained from the Chief, Freedom of Information and Privacy Act Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Stop 6201, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from the record subject.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 023" toc="yes">
<systemNumber>HDTRA 023</systemNumber>
<subsection type="systemName">Reasonable Accommodation Program.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Equal Opportunity Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All civilian employees and applicants for employment with the Defense Threat Reduction Agency (DTRA) at any of its duty locations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Employee’s or applicant’s name, occupational series and grade, operating division/function, office location and address, office telephone numbers, disability or medical condition, reasonable accommodation (RA) requested, explanation of how RA would assist the applicant in the application process and in the performance of his/her job, deciding official’s name and title, essential duties of the position, information relating to an individual’s capability to satisfactorily perform the duties of the position he/she is either applying for or presently holds, relevant medical information, estimated cost of accommodation, action by deciding official, employee/applicant, deciding official, and health care practitioner signatures, social worker, or rehabilitation counselor, medical documentation and supporting documents relating to reasonable accommodation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Rehabilitation Act of 1973 (Section 501 and 505); 29 Code of Federal Regulations (CFR) Part 1630; E.O. 13163; E.O. 13164, EEOC Policy; and DTRA 5505.3, DTRA Reasonable Accommodation Instruction.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide reasonable accommodation(s) for individuals with known physical and mental impairments who have applied for employment or are employees of the DTRA.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The ‘Blanket Routine Uses’ that appear at the beginning of the DTRA’s compilation of systems of records notices also apply to this system.
</p><p>Note:</p><p>This system of records contains individually identifiable health information. The DoD Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the Health Insurance Portability and Accountability Act of 1996, applies to most such health information. DoD 6025.18-R may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974 or mentioned in this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name and year and log number of accommodation request.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is limited to the Equal Opportunity staff, and agency command surgeon. Case records are maintained in locked security containers. Automated records are controlled by limiting physical access to terminals and by the use of passwords. Work areas are sight controlled during normal duty hours. Security guards and an intrusion alarm system protect buildings.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Retained in the office for 2 years after completion, and then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should submit a written request to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Request should contain individual’s name, address, and proof of identity (photo identification or must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: ‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Request should contain individual’s name, address, and proof of identity (photo identification or must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: ‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for accessing records and for contesting contents, and appealing initial agency determinations are published in DTRA Instruction 5400.11, DTRA privacy program; 32 CFR 318; or may be obtained from the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, DTRA records and reports, DTRA employees, witnesses, informants, and other sources providing or containing pertinent information.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 024" toc="yes">
<systemNumber>HDTRA 024</systemNumber>
<subsection type="systemName">Recall Roster.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201, and DTRA Field Offices. Official mailing addresses are published as an appendix to the DTRA compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian employees and military personnel, consultants and contractors that are employed with Defense Threat Reduction Agency.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, emergency contact information, organizational and home address, work and home telephone numbers, electronic mail, facsimile, cellular and pager numbers, and related information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Department Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; Executive Order 12656, Assignment of Emergency Preparedness Responsibilities; Presidential Decision Directive 67, Enduring Constitutional Government and Continuity of Government Operations; Federal Preparedness Circular 65, Federal Executive Branch Continuity of Operations; DoD Directive 3020.36, Assignment of National Security Emergency Preparedness (NSEP) Responsibilities to DoD Components; and E.O. 9397(SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>These records support agency requirements for emergency notification of personnel, development of locator listings, and all other official management functions where personnel and organizational point-of-contact information is required.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are protected by security guards and an intrusion alarm system. Records are maintained in areas accessible only to Defense Threat Reduction Agency personnel on a need-to-know basis. The computer files are required to be password protected. Records are secured in locked or guarded buildings in locked offices, or locked cabinets during non-duty hours. The Information Technology system is installed in the server room which has badge-controlled access as well as server username/password controls.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary and destroyed when updated, and upon transfer or separation of an individual.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should submit a written request to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Written requests should contain the individual’s full name and duty station.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Written requests should contain the individual’s full name and duty station.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11, DTRA privacy program; 32 CFR 318; or may be obtained from the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual and official personnel office documents containing point-of-contact information.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 025" toc="yes">
<systemNumber>HDTRA 025</systemNumber>
<subsection type="systemName">Facility Access Control Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Headquarters, Defense Threat Reduction Agency, Security and Counterintelligence Directorate, ATTN: Chief, Security Services Division, 8725 John J. Kingman Road, Stop 6201, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals requesting access to Defense Threat Reduction Agency controlled facilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Requests for and issuance of facility entry badges, passes, and motor vehicle registration. The records contain individual’s name, Social Security Number (SSN), physical and electronic duty addresses, physical and electronic home addresses, duty and home telephone numbers, emergency-essential status, date and place of birth, citizenship, number and type of badge, issue and expiration date of badge; facility identification, user codes, dates and times of building entry, current photograph, physical descriptors such as height, hair and eye color, blood type, biometrics data, handicap data, security clearance data, personal vehicle description, operator’s permit data, inspection and insurance data, vehicle decal number, parking lot assignment, parking infractions, participation in mass transit programs, and emergency contact data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>42 U.S.C. 2165, the Atomic Energy Act of 1954; 50 U.S.C. 797, the Internal Security Act of 1950; E.O. 10450, Security Requirements for Government Employees, as amended; E.O. 12958 Classified National Security Information, as amended; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is maintained by the Security Services Division to control access into Defense Threat Reduction Agency managed facilities and spaces. The system will verify security clearance status of individuals requiring entry into restricted access areas; account for building occupants; control evacuation during simulated and actual threat conditions; relay threat situations and conditions to DoD law enforcement officials for investigative or evaluative purposes; and notify emergency contact points of situations affecting a member of the workforce.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To officials and employees of Government agencies in the performance of their official duties related to the screening and selection of individuals for security clearances and/or special authorizations, access to facilities or attendance at conferences.
</p><p>The DoD ‘Blanket Routine Uses’ apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records are in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), facility or user code, or vehicle decal number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in secure, limited access, or monitored work areas accessible only to authorized personnel. Central Processing Units are located in a physically controlled access area requiring either a badge or card swipe for entry. Workstations are password protected.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Vehicle registration records are destroyed when superseded or upon normal expiration or 3 years after revocation. Individual’s badge and vehicle pass records are destroyed 5 years after cancellation or expiration.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Security and Counterintelligence Directorate, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Stop 6201, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Defense Threat Reduction Agency, Security and Counterintelligence Directorate, ATTN: Chief, Security Services Division, 8725 John J. Kingman Road, Stop 6201, Fort Belvoir, VA 22060-6201.
</p><p>Individuals should furnish individual’s full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Defense Threat Reduction Agency, Security and Counterintelligence Directorate, ATTN: Chief, Security Services Division, 8725 John J. Kingman Road, Stop 6201, Fort Belvoir, VA 22060-6201.
</p><p>Individuals should furnish individual’s full name, Social Security Number (SSN), current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for contesting contents are published in 32 CFR part 318, or may be obtained from the System Manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, DoD Joint Personnel Adjudication System (JPAS), and Enrollment Eligibility Reporting System (DEERS).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="HDTRA 026" toc="yes">
<systemNumber>HDTRA 026</systemNumber>
<subsection type="systemName">DTRA Telework Program Records
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Special Programs Management Division (BE-BHS), Human Capital Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have been granted approval to telework on a regular/recurring, or situational (ad hoc) basis in accordance with Defense Threat Reduction Agency (DTRA) Telework Program.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records include individual’s name; office symbol; office telephone number; official duty station; alternative worksite address (GSA Telecenter, home, other alternative worksite); mileage savings; time savings; work schedule and tour of duty at the alternative worksite; regular work schedule (8 hours a day, flexitour or compressed); telework schedule.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 6120, Flexible and Compressed Work Schedules, Purposes; DoD Directive 1035.1, Telework Policy for Department of Defense; DoD Instruction 1035.1, Telework Policy; and Defense Threat Reduction Agency Instruction 1100.2, Defense Threat Reduction Agency Telework Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used by supervisors and more frequently used by the telework program coordinators for managing, evaluating, and reporting DTRA Telework Program activity and participation. Data on participation in the DTRA Telework Program, minus personal identifiers, may also be provided to the Department of Defense (DoD) for a consolidated DoD response to the Office of Personnel Management (OPM) Telework Survey.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the Home and Alternative Worksites, excluding GSA Telecenters, Telework Safety Checklist may be disclosed to the Department of Labor when an employee is injured while working at home while in the performance of normal duties.
</p><p>To the Office of Personnel Management (OPM) Telework Survey to provide a consolidated data on participation in the DTRA Telework Program, minus personal identifiers, may also be provided.
</p><p>The DoD `Blanket Routine Uses’ published at the beginning of DTRA’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper and electronic media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name and/or office/official duty station/work schedule.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is limited to the Employee Relations and Work Life Division, Human Capital Office. Case records are maintained in locked security containers. Automated records are controlled by limiting physical access to terminals and by the use of passwords. Work areas are sight controlled during normal duty hours. Security guards and an intrusion alarm system protect buildings. A risk assessment has been performed and will be made available upon request. The electronic database is further restricted by the use of Common Access Cards in order to access the excel spreadsheet.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed in burn bags one year after supersession, cancellation, or termination of agreement.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>DTRA Telework Coordinator, Special Programs Management Division (BE-BHS), Human Capital Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquires to the DTRA Telework Coordinator, Special Programs Management Division, Human Capital Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Individuals must provide their full name, address, and a telephone number and the enterprise/staff office where employed at the time they are approved to participate in the DTRA Telework Program.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to DTRA Telework Coordinator, Special Programs Management Division Human Capital Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.
</p><p>Individuals must provide their full name, address, and a telephone number and the enterprise/staff office where employed at the time they are approved to participate in the DTRA Telework Program.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DTRA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 318, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data is supplied by telework participants and their supervisors.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="JS001MILPERS" toc="yes">
<systemNumber>JS001MILPERS</systemNumber>
<subsection type="systemName">Joint Staff Medals and Awards Files and Report System; Microfilmed Historical Awards.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Personnel Services Division, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20301-1000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All military officer/enlisted personnel, regular and reserve, who are serviced by The Joint Staff.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File contains, but not limited to, recommendations and substantiating documents for awarding of the medals and awards; orders authorizing awards, certificates of eligibility, memoranda for the record, vote sheets, status sheets, board memberships lists, criteria and analysis, agency historical file, reports, reclama actions, recommendations for foreign awards, special category and exception to policy, bulletins, miscellaneous correspondence, Decorations and Awards Board memoranda, memoranda and records and microfilmed historical awards.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. Chapter 5, Section 151-155.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This information is used by the Personnel Services Division, J-1, The Joint Staff to retrieve information for the Maintenance of the Awards Program.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>The `Blanket Routine Uses’ set forth at the beginning of The Joint Staff’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed alphabetically by last name of individual.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Building employs security guards. Access to space is limited to personnel office personnel during nonworking hours via locked door. During working hours the space is occupied by personnel office personnel at all times.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Files are permanent. They are microfilmed and retained for historical purposes.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Staff Management Branch, J-1, The Joint Staff, The Pentagon, Washington, DC 20318-0300.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Personnel Services Division, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20301-1000.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Personnel Services Division, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20301-1000.
</p><p>Written requests for information 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, that is, at least, his identification card.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Joint Staff’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; Joint Administrative Instruction 2530.09;  32 CFR part 313; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Source of information is obtained from agencies which are serviced by the Organization of the Joint Chief of Staff.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="JS002MILPERS" toc="yes">
<systemNumber>JS002MILPERS</systemNumber>
<subsection type="systemName">Military Personnel Files (February 22, 1993, 58 FR 10557).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Joint Staff Military Personnel Files (JS002MILPERS) can be deleted. The system is covered by the following System of Record Notices:
</p><p>Army: A0600-8-104b AHRC, Official Military Personnel Records (August 8, 2004, 69 FR 51271).
</p><p>Navy: N0070-3, Navy Military Personnel Records System (April 15, 2010, 75 FR 19627).
</p><p>Marine Corps: M01070-6, Marine Corps Official Military Personnel Files (March 17, 2008, 73 FR 14234).
</p><p>Air Force: F036 AF PC C, Military Personnel Records System (October 13, 2000, 65 FR 60916).
</p></xhtmlContent></subsection></section>
<section id="JS003SMB" toc="yes">
<systemNumber>JS003SMB</systemNumber>
<subsection type="systemName">Manpower, Personnel and Security System (MPSS) Files (February 22, 1993, 58 FR 10557).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Joint Staff Manpower, Personnel and Security System files are covered by existing system of records notices issued by each of the Military Services and this system notice is duplicative. These systems of records notices are:
</p><p>Army: A0600-8-104b AHRC, Official Military Personnel Records (August 8, 2004, 69 FR 51271).
</p><p>Navy: N0070-3, Navy Military Personnel Records System (April 15, 2010, 75 FR 19627).
</p><p>Marine Corps: M01070-6, Marine Corps Official Military Personnel Files (March 17, 2008, 73 FR 14234).
</p><p>Air Force: F036 AF PC C, Military Personnel Records System (October 13, 2000, 65 FR 60916).
</p></xhtmlContent></subsection></section>
<section id="JS004SECDIV" toc="yes">
<systemNumber>JS004SECDIV</systemNumber>
<subsection type="systemName">Joint Staff Security Clearance Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Joint Staff Security Office, Director for Management, 9300 Joint Staff Pentagon, Department of Defense, Washington, DC 20318-9300.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian employees of the Joint Chiefs of Staff and the Joint Staff; Military personnel assigned to the Joint Chiefs of Staff and the Joint Staff; contractor personnel on contract with the Joint Staff; experts and consultants serving with or without compensation; individuals who are civilian applicants or military nominees for duty with the Joint Chiefs of Staff or the Joint Staff; all persons who have been authorized a pass for access to restricted areas of the Joint Chiefs of Staff and the Joint Staff.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s Certificate of Security Clearance; security briefing and debriefing statements; materials relating to the adjudication of a security clearance; and other files pertinent to the security clearance and/or access status of an individual.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301 and E.O. 12958, E.O. 10450, E.O. 9397.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>For use by officials of the Joint Staff Security Office to issue the authorization of access to various categories of classified information; to document the issuance, denial, and revocation of security clearances; to document the Joint Staff Clearance Appeal Board’s records with respect to appeals of clearance denials and revocations; and, to issue access badges permitting authorized individuals access to restricted areas of the Joint Chiefs of Staff/Joint Staff.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routine Uses’ published at the beginning of The Joint Staff’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders; paper card files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed alphabetically by individual’s last name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Building employs security guards. Records are maintained in an alarmed vault and are accessible only to authorized Security Division personnel who are properly screened, cleared and trained.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained for the duration of the individual’s employment, assignment, or association with the Joint Chiefs of Staff/Joint Staff. With the exception of adjudication records, indoctrination (briefing), and debriefing records, which are placed in an inactive file and destroyed five years after departure, all other records are destroyed after the individual departs the Joint Chiefs of Staff/Joint Staff.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Joint Staff Security Office, Director for Management, 9300 Joint Staff Pentagon, Department of Defense, Washington, DC 20318-9300.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the ‘Joint Staff Security Office, Director for Management, 9300 Joint Staff Pentagon, Department of Defense, Washington, DC 20318-9300.’
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Joint Staff Security Office, Director for Management, 9300 Joint Staff Pentagon, Department of Defense, Washington, DC 20318-9300.
</p><p>Requesters should provide full name and any former names used, date and place of birth, and Social Security Number.
</p><p>Requests must be signed and notarized or, if the individual does not have access to notary services, preceded by a signed and dated declaration verifying the identity of the requester, in substantially the following form: ‘I certify that the information provided by me is true, complete, and accurate to the best of my knowledge and belief, and this request is made in good faith. I understand that a knowing and willful false, fictitious or fraudulent statement or representation can be punished by fine or imprisonment or both. (Signature).’
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Joint Staff’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; Joint Administrative Instruction 2530.09; 32 CFR part 313; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Applications and related forms from the individual; summaries of relevant facts and final determinations by security clearance adjudicators and Joint Staff Clearance Adjudication Board, and correspondence from any source relating to the security clearance and access of any individual affiliated with the Joint Chiefs of Staff or the Joint Staff.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Portions of this system of records may be exempt from provisions of the Privacy Act pursuant to 5 U.S.C. 552a(k)(5), as applicable.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="JS006CND" toc="yes">
<systemNumber>JS006CND</systemNumber>
<subsection type="systemName">Department of Defense Counternarcotics C4I System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Joint Staff, Chief, Counternarcotics C4 Division, ATTN:  J-6F, Room 1D825, The Pentagon, Washington, DC 20318-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Persons suspected of involvement in international narcotics trafficking, as determined by federal law enforcement agencies (e.g., Bureau of Alcohol, Tobacco and Firearms; Coast Guard; Customs; Drug Enforcement Administration; Defense; Federal Aviation Administration; Federal Bureau of Investigation; Immigration and Naturalization Service; Internal Revenue Service; Justice; Secret Service; State; U.S. Marshals; and, El Paso Intelligence Center (EPIC), a multi-agency tactical intelligence processing and analysis facility.)
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information consisting of name, Social Security Number (if applicable), date of birth, current or previous address, e.g., photographic), and investigative information supporting known or suspected narcotics trafficking activity.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>FY 1989 National Defense Authorization Act, Public Law 100-456; National Drug Control Strategy, January 1, 1990; Secretary of Defense Letter, January 6, 1989, SUBJECT: Policy Guidelines for Implementation of FY 1989 Congressionally Mandated DoD Counterdrug Responsibilities; and, E.O. 9397.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To manage a counternarcotics computer system to support DoD Components and Federal law enforcement agencies in identifying and apprehending persons involved in international trafficking of illegal drugs.
</p><p>To carry out the DOD mission of detecting and monitoring the production, trafficking, and use of illegal drugs.
</p><p>The Federal agencies identified will exchange investigative information contained in this database to carry out the counter narcotics mission.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>To law enforcement components of the Drug Enforcement Administration; Bureau of Alcohol, Tobacco, and Firearms; Federal Bureau of Investigation; Customs Service; U.S. Secret Service; and, U.S. Marshals, for investigation and apprehension of drug traffickers, smugglers, or others aiding activities of the illegal narcotics trade.
</p><p>To law enforcement and drug interdiction task force units of the Coast Guard; Federal Aviation Administration; Immigration and Naturalization Service; Internal Revenue Service; and Department of Transportation for investigation of suspected narcotics trafficking activities.
</p><p>To the El Paso Intelligence Center, Operation Bahamas and Turks and Calicos (OPBAT); and Forward Locations (FLOCs) for processing and analysis of suspected trafficking activities.
</p><p>The `Blanket Routine Uses’ published at the beginning of The Joint Staff’s compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>All files are stored on computer magnetic tapes or disks in a secure computer facility.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Computer files are retrieved by name or Social Security Number or any other identifying information.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to the computer by authorized personnel is controlled by a login and password control system. In addition, all terminals capable of accessing the system are located in secure areas.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Tapes and disks constituting the main data file are retained for ten years, after which they are erased and overwritten, or destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Joint Staff, Chief, Counternarcotics C4I Division, ATTN:  J-6F, Room 1D825, The Pentagon, Washington, DC 20318-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to The Joint Staff, Chief, Counternarcotics C4I Division, ATTN:  J-6F, Room 1D825, The Pentagon, Washington, DC 20318-6000.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to The Joint Staff, Chief, Counternarcotics C4I Division, ATTN:  J-6F, Room 1D825, The Pentagon, Washington, DC 20318-6000.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Joint Staff’s rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; Joint Administrative Instruction 2530.09;  32 CFR part 313; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Bureau of Alcohol, Tobacco and Firearms; Coast Guard; Customs; Drug Enforcement Administration; Defense; Federal Aviation Administration; Federal Bureau of Investigation; Immigration and Naturalization Service; Internal Revenue Service; Justice; Secret Service; State; U.S. Marshals; and, El Paso Intelligence Center (EPIC).
</p><p>INTERPOL-U.S. National Central Bureau; Operation  Bahamas and Turks and Calicos (OPBAT); and Department of State Forward Locations (FLOCs).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Parts of this system may be exempt under 5 U.S.C. 552a(j)(2) as applicable. Intelligence and investigation portions of this system may be partially or totally subject to the general exemption.
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553 (b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 313. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="JS007MPD" toc="yes">
<systemNumber>JS007MPD</systemNumber>
<subsection type="systemName">Joint Manpower Automation System Files, (February 22, 1993, 58 FR 10557).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Joint Staff Military Personnel Files are covered by existing system of records notices issued by each of the Military Services and civilian personnel records are covered by a government-wide system notice and this system notice is duplicative. The applicable systems of records notices are:
</p><p>Army: A0600-8-104b AHRC, Official Military Personnel Records (August 8, 2004, 69 FR 51271).
</p><p>Navy: N0070-3, Navy Military Personnel Records System (April 15, 2010, 75 FR 19627).
</p><p>Marine Corps: M01070-6, Marine Corps Official Military Personnel Files (March 17, 2008, 73 FR 14234).
</p><p>Air Force: F036 AF PC C, Military Personnel Records System (October 13, 2000, 65 FR 60916).
</p><p>DoD civilian records are covered under OPM/Govt-1, General Personnel Records (June 19, 2006, 71 FR 35356).
</p></xhtmlContent></subsection></section>
<section id="JS009ATHD" toc="yes">
<systemNumber>JS009ATHD</systemNumber>
<subsection type="systemName">Anti-Terrorism Awareness Training Records Files, (February 22, 1993, 58 FR 10557).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>The Joint Staff does not collect or maintain training data. DoD Instruction 2000.16, DoD Antiterrorism Standards, establishes that unit commanders and directors are responsible for maintaining data on training completion.
</p></xhtmlContent></subsection></section>
<section id="MDA 01" toc="yes">
<systemNumber>MDA 01</systemNumber>
<subsection type="systemName">Missile Defense Data Center Catalog System Records (December 15, 2008, 73 FR 76009)
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: This system of records application does not store, process, nor transmit PII information and should no longer be registered as a system of record for PII purposes, therefore can be deleted.
</p></xhtmlContent></subsection></section>
	<section id="QNRO-1" toc="yes">
<systemNumber>QNRO-1</systemNumber>
<subsection type="systemName">Health and Fitness Evaluation Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Fitness units within the National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National Reconnaissance Office (NRO) civilian, military, and contractor personnel who have chosen to participate in a wellness and fitness program.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number, gender, employer, employee number, work telephone number, date of birth, parent organization; permission slips to participate in testing; letters from commanding officers indicating certain individuals need to participate in certain programs; and health history to include such items as weight, height, body fat, measurements, blood pressure and cholesterol levels, orthopedic problems, and exercise restrictions, participants’ program goals from which the health staff design individual fitness programs, a physician’s referral when it has been required for participation in the program.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947, as amended, 50 U.S.C. 401 <i>et seq.</i>; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to provide fitness assessments and design wellness programs for participants. Each participant is given a paper copy of the assessment and program goals.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD "Blanket Routines Uses" published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated information system, maintained in computers and computer output products.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, Social Security Number, and parent organization.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to fitness staff whose official duties require such access. Records are stored on a stand-alone computer; paper files are stored in a locked filing cabinet. Office access is restricted to a limited number of personnel.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed six years after date of the last entry. Electronic records are deleted; paper records are shredded.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Environmental Safety Health and Fitness Division, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)".
</p><p>If executed within the United States, its territories, possessions, or commonwealths: "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)".
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)".
</p><p>If executed within the United States, its territories, possessions, or commonwealths: "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)".
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the NRO Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the participants; the ESFH staff, and occasionally the participant’s physician.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section><section id="QNRO-2" toc="yes">
<systemNumber>QNRO-2</systemNumber>
<subsection type="systemName">Patient Medical Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Management Services and Operations, Environmental Safety Health and Fitness Office Medical Unit, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National Reconnaissance Office (NRO) civilian, military, and contractor personnel who choose to seek medical assistance.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number, employer, date of birth, work telephone number, at times the home telephone number, reason for the office visit, and a health history summary. Charts may include immunization records, tuberculosis testing, and a patient-provided general health history as needed.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Medical staff maintain patient charts recording the purpose of each visit and treatment as administered.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Medical files are in hardcopy only while patient registration information is maintained on a computer.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Patient name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to medical staff whose official duties require such access. Records are kept in a filing cabinet in a locked room. The computer’s logon capability is terminated when the visiting room is unsupervised.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Patient charts are retained for the duration of a patient’s employment plus 30 years; records are then shredded. Inactive records may be stored in an archive center. The electronic records are to be destroyed at three-month intervals.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Environmental Safety Health and Fitness Office, Management Services and Operations, Medical Unit, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</p><p>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</p><p>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the NRO Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by patients seeking medical assistance and by the medical staff.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section><section id="QNRO-3" toc="yes">
<systemNumber>QNRO-3</systemNumber>
<subsection type="systemName">Diet and Nutrition Evaluation Records (August 22, 2000, 65 FR 50969).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: These records are no longer kept; the data that was in the system did not contain personal information, but only information on the nutritional value of foods.
</p></xhtmlContent></subsection></section><section id="QNRO-4" toc="yes">
<systemNumber>QNRO-4</systemNumber>
<subsection type="systemName">Freedom of Information Act and Privacy Act Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Management Services and Operations, Information Access and Release Center, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>The system encompasses all individuals who submit Freedom of Information Act (FOIA), Privacy Act, and Mandatory Declassification Review Requests and administrative appeals to the National Reconnaissance Office; individuals whose requests and/or records have been referred to the NRO by other agencies; and in some instances includes attorneys representing individuals submitting such requests and appeals, individuals who are the subjects of such requests and appeals, and/or the NRO personnel assigned to handle such requests and appeals.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The system consists of records created or compiled in response to FOIA, Privacy Act, and Mandatory Declassification Review requests and administrative appeals and includes: The original requests and administrative appeals; responses to such requests and administrative appeals; all related memoranda, correspondence, notes, and other related or supporting documentation; and, in some instances, copies of requested records and records under administrative appeal; and documents submitted for pre-publication review.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations to implement the provisions of 5 U.S.C. 552, The Freedom of Information Act and 5 U.S.C. 552a, as amended, The Privacy Act of 1974; National Security Act of 1947, as amended, 50 U.S.C. 401 et seq.; E.O. 12333; E.O. 12958; E.O. 12968.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is maintained for the purpose of processing access requests and administrative appeals under the FOIA, access and amendment requests and administrative appeals under the Privacy Act, and requests and administrative appeals for Mandatory Declassification Review under the applicable executive order(s) governing classified national security information; for the purpose of participating in litigation regarding agency action on such requests and appeals; and for the purpose of assisting the NRO in carrying out any other responsibilities under the FOIA, the Privacy Act, and applicable executive orders; and to process requests for pre-publication review case processing.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 NRO as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD `Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper files and automated information system maintained in computers and computer output products.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Requester’s name, request case number and subject keywords.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to the Information Access and Release Center staff whose official duties require such access. The electronic database files are password protected; hardcopy records are stored in a locked file room with restricted access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary, to be destroyed when two years old or sooner if no longer needed for administrative use. Records pertaining to FOIA and PA appeals are to be destroyed six years after final determination or six years after the time at which a requester could file suit, or three years after final adjudication by courts, whichever is later. Computer files will be deleted; hardcopy files will be shredded.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Management Services and Operations, Chief, Information Access and Release Center, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name and any aliases or nicknames, address, Social Security Number, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</p><p>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, and any aliases or nicknames, address, Social Security Number, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</p><p>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3A and NRO Instruction 110-5A; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Those individuals who submit initial requests and administrative appeals pursuant to the FOIA, the Privacy Act, or the applicable executive orders governing classified national security information; the agency records searched in the process of responding to such requests and appeals; NRO staff assigned to handle such requests and appeals; other agencies or entities that have referred to the NRO requests concerning NRO records, or that have consulted with the NRO regarding the handling of particular subjects; and submitters or subjects of records or information that have provided assistance to the NRO in making access or amendment determination. ÐPre-publication materials submitted by the authors or offices sponsoring the information.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>During the processing of a ÐFOIA/Privacy Act request, exempt materials from other systems of records may in turn become part of the case record in this system. To the extent that copies of exempt records from those `other’ systems of records are entered into this system, the National Reconnaissance Office hereby claims the same exemptions for the records from those `other’ systems that are entered into this system, as claimed for the original primary system of which they are a part.
</p><p>An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 326. For additional information contact the system manager.
</p></xhtmlContent></subsection></section><section id="QNRO-5" toc="yes">
<systemNumber>QNRO-5</systemNumber>
<subsection type="systemName">Freedom of Information Act Reading Room Visitors Log.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Management Services and Operations, Information Access and Release Center, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National Reconnaissance Office (NRO) Freedom of Information Act (FOIA) Reading Room visitors, to include requesters, researchers, historians, and news media personnel. Visitors may be U.S. citizens or foreign nationals.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Visitor name, Social Security Number, number of hours spent in the reading room, number of photocopies made, and visitors’ duplication charges, if any.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 552, Freedom of Information Act; National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; E.O. 12958; E.O. 12968; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is used to compile data needed in the annual statistical report to Congress, and to assess duplication charges, if any.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The fact of a FOIA requester’s visit can be disclosed in a subsequent FOIA release; however, no other personal information will be released.
</p><p>The DoD `Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper files and automated information system, maintained in computers and computer output products.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Visitor’s name and Social Security Number, and date of visit.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to Information Access and Release Center (IARC) staff whose official duties require such access. Computer file access is electronically limited; paper files are stored in the reading room which is locked when unattended by IARC staff.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary, destroyed when two years old or sooner if no longer needed for administrative use.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Information Access and Release Center, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the reading room visitors and by Information Access and Release Center staff.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
	</p></xhtmlContent></subsection></section>
<section id="QNRO-7" toc="yes">
<systemNumber>QNRO-7</systemNumber>
<subsection type="systemName">Cub Run Elementary School Volunteers Database.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Cub Run Outreach Program, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National Reconnaissance Office (NRO) civilian, military, and contractor personnel who have chosen to participate in the school sponsorship program.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, work telephone number, government or contractor affiliation, number of hours worked at the school or on school projects, the volunteers’ interest areas or fields of expertise, and community service awards for volunteer activities
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. Departmental Regulations; E.O. 12820; and E.O. 12333.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This database records the hours of community service and provides a list of volunteers and their specialties from which the coordinator fills the requests from the school. The system also records the community service awards that volunteers have earned.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Information will be shared with the Cub Run Elementary School personnel for the assignment of volunteers and for the school’s recognition of their contributions.
</p><p>The DoD `Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated information system, maintained in computers and computer output products.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, area of expertise, dates of service, and type of award.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are electronically limited by password to staff whose official duties require such access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary, deleted when obsolete or no longer needed. The system will not be maintained should the program be discontinued.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Cub Run Outreach Program Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by each volunteer; the school provides a sign-in log which tracks the hours of service of each volunteer.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.</p></xhtmlContent></subsection></section>
<section id="QNRO-10" toc="yes">
<systemNumber>QNRO-10</systemNumber>
<subsection type="systemName">Inspector General Investigative Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Inspector General, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Persons who are interviewed by or provide information to the National Reconnaissance Office (NRO) Office of Inspector General, and persons involved with or who have knowledge about a matter being investigated or reviewed by the Office of the Inspector General. These persons include NRO civilian and military personnel assigned or detailed to the NRO, persons with a contractual relationship with the NRO or who perform work under NRO contracts.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number, employee number, company, parent organization, work telephone number, date of birth, home address, reports of investigations, reports of interviews, signed statements, correspondence, government forms, and internal NRO memoranda.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947, as amended, 50 U.S.C. 401 et seq.; 5 U.S.C. 301, Departmental Regulations; NRO Directive 22-3A; E.O. 12333; E.O. 12958; E.O. 12968; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used to investigate allegations of misconduct or wrongdoing by NRO personnel related to violations of laws, rules, or regulations or to mismanagement, gross waste of funds, fraud or mismanagement on the part of persons assigned or detailed to the NRO, and to provide information to NRO management regarding personnel matters and for evaluating current and proposed programs, policies and activities, assignments, and requests for awards or promotions. Records are used by the NRO Inspector General and his/her staff, the NRO Director, the Director of the Central Intelligence Agency, and the Secretary of Defense to effect corrective personnel or other administrative action; to provide facts and evidence upon which to base prosecution; to provide information to other investigative elements of the Department of Defense, other Federal, State, or local agencies having jurisdiction over the substance of the allegations or a related investigative interest; to provide information upon which determinations may be made for individuals’ suitability for various personnel actions including but not limited to retention, promotion, assignment, retirement in grade or selection for sensitive or critical positions in the Armed Forces or Federal service.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To appropriate officials within the Intelligence Community (Central Intelligence Agency, other Federal departments, agencies, inspectors generals and elements thereof) to the extent that the records concern NRO funds, personnel, property programs, operations, or contracts or when relevant to the official responsibilities of those organizations and entities; regarding personnel matters; and to evaluate current and proposed programs policies and activities, selected assignments and requests for awards or promotions.
</p><p>To Federal, state, local, foreign or international agencies, or to an individual or organization, when necessary to elicit information relevant to an NRO Inspector General investigation, inquiry, decision or recommendation.
</p><p>To the Department of Justice or any other agency responsible for representing NRO interests in connection with a judicial, administrative, or other proceeding. To the Department of Justice or other Intelligence Community Inspector General or agency to the extent necessary to obtain information or advice on any matter relevant to an Office of Inspector General investigation;
</p><p>To the President’s Foreign Intelligence Advisory Board, and the Intelligence Oversight Board, and any successor organizations, when requested by those entities, or when the Inspector General determines that disclosure will assist in the performance of their oversight functions; and
</p><p>The DoD ‘Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper files and automated information system, maintained in computers and computer output products.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, Social Security Number, and/or case category.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to the Inspector General staff whose official duties require such access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are permanently maintained by NRO.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Inspector General, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: ‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</p><p>If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: ‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</p><p>If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3A and NRO Instruction 110-5A; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the individual, parties, other than the individual, as well as by personal records and documentation; subjects and suspects of NRO investigations; interview of witnesses, victims, and confidential sources. All types of records and information maintained by all levels of government, private industry, and non-profit organizations reviewed during the course of the investigation or furnished the NRO; and any other type of record deemed necessary to complete the NRO investigation.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws.
</p><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection (j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would revealed the identity of a confidential source.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 326. For additional information contact the system manager.
</p></xhtmlContent></subsection></section><section id="QNRO-12" toc="yes">
<systemNumber>QNRO-12</systemNumber>
<subsection type="systemName">Technical Library Administration System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Technical Library, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National Reconnaissance Office (NRO) civilian, military, and contractor personnel who are entitled to use the NRO’s technical library services
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, work telephone number, office address, patron identification number and the last four digits of the patron’s Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947 as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The collected information supports administrative, circulation, and inventory functions of the Technical Library.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD `Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated information system, maintained in computers and computer output products
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The Library staff retrieves patron information by name and patron identification number. A patron may check his own circulation data by using the last four digits of his Social Security Number. A patron, however, may substitute any non-used four digit numbers rather than those of his Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to library staff whose official duties require such access. The automated information system is on a protected network and the system itself is password protected.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Patron information is retained for the duration of NRO assignment and is electronically deleted as part of out-processing. Information regarding the status of an individual’s library material(s) is retained for the checkout period only, normally three weeks. Circulation data is retained beyond return of the item(s) only for administrative purposes; at this point the data can be retrieved only by item title.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Technical Library, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employee names are initially populated from an employee database; library users subsequently provide information when checking out library materials.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section><section id="QNRO-13" toc="yes">
<systemNumber>QNRO-13</systemNumber>
<subsection type="systemName">Training and Enrollment Support System (TESS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Security, Office of Security Training and Education Division, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National Reconnaissance Office (NRO) civilian, military, and contractor personnel who have chosen to participate in the security training and education program.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number, employer, date and place of birth, work addresses, work telephone numbers, facsimile numbers, company, organization, job position, activities (courses) with dates and status, sponsor, program access status, and (occasionally) security investigation date.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Training and Enrollment Support System is used to manage the nomination and enrollment administrative process for training in security-related courses.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Some records may be released to employing organizations to document training.
</p><p>The DoD `Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated information system, maintained in computers and computer output products
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in secure, a gated facility, guard, badge, and password access protected. Access to the automated information system is limited to a small number of staff members. The system is restricted access and password protected. Use of the data in the records is limited to those of the training staff whose official duties require such access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary, to be destroyed when three years old. Earlier disposal is authorized if records are superseded, obsolete, or no longer needed. Records relating to training courses sponsored by other agencies or organizations are also temporary, destroyed when superseded, obsolete, or no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Office of Security Training and Education Division National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the individual on the course nomination forms. Some information is supplied from the Super Message Case Personnel data base.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section><section id="QNRO-14" toc="yes">
<systemNumber>QNRO-14</systemNumber>
<subsection type="systemName">Automated Travel Information Processing System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Management Services and Operations, Travel Reservation and Accounting Center, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National Reconnaissance Office (NRO) military, and civilian personnel who make arrangements for official travel and training, or who have the responsibility to approve such travel and training arrangements.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number, date of birth, employer, employee number, parent organization, office room number, work telephone number, grade or rank, accounting number, and travel orders to include travel dates, times, and locations
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used for automated travel preparation, approval, and accounting. Data occasionally may be used for the compilation of statistics and financial audits and accountability.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Records may, on occasion, be released to other government agencies for travel audits or oversight accountability.
</p><p>The DoD `Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated information system, maintained in computers and computer output products
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, organization, travel order number, and accounting number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Although all NRO personnel may access the Automated Travel Information Processing System to make their own individual travel arrangements, access to and use of different categories of records are partitioned and limited to Travel Reservation and Accounting Center staff whose official duties require such access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary and may be destroyed six years after the period of the account.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Travel Reservation and Accounting Center, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the users of the system.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section><section id="QNRO-15" toc="yes">
<systemNumber>QNRO-15</systemNumber>
<subsection type="systemName">Facility Security Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Security and Counterintelligence, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National Reconnaissance Office (NRO) civilian, military, and contractor personnel who have been issued an NRO badge for entry onto the gated compound and into the facility; all other visitors who do not possess an NRO recognized badge but have been granted access to the NRO compound and facility; and any individuals who make unsolicited contact with the NRO.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>For badged personnel information includes: Name, Social Security Number (SSN), grade or rank, job title, employer, organization, office location, work telephone number, date and place of birth, home address and telephone number, point of contact and emergency phone number, employee photo, badge status, type, number, and issue date, government sponsor, start and expiration dates, approving officer, access and access status, access approval identification, access request date and approval date, access briefing and debriefing dates, access personal identification number, investigation and re-indoctrination dates, polygraph date and status, communication message designator and tracking number; and vehicle make, model, year, color, and license plate number.
</p><p>Visit requests information includes: Name, Social Security Number, organization (affiliation), employer of visitor, cleared or uncleared status, the visit point of contact’s name and telephone number, visit date, type of badge to be issued, person issuing badge, date issued, location of visit, visit message, visit group identifier, access or certification access date, and any special accommodation or needs, such as handicap parking or wheelchair access; and vehicle make, model, year, color, and license plate number.
</p><p>For unsolicited contacts information may include: Name, Social Security Number, date and place of birth, home address and telephone number, driver’s license data, the correspondence received, and (occasionally) comments on the contact; information may be limited to that which the person making contact is willing to offer; and vehicle make, model, year, color, and license plate number.
</p><p>For access control information includes: Name, Social Security Number, employment status, access expiration date, picture of employee, employee number, passport number, billet number, telephone number, vehicle license plate number, vehicle make, vehicle model, vehicle year, vehicle color, date of visit, point of contact, and the times and locations of access to the secure areas of the facility; fields of information for an NRO employee may differ from those for a visitor.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301 Departmental Regulations; National Security Act of 1947, as amended, 50 U.S.C. 401 et seq.; E.O 12333; DoDD 5240.1, Intelligence Activities; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The NRO collects and maintains the records (a) To maintain and provide reports for and on personnel and badge information of the current tenants of authorized facilities; also to create and track the status of visit requests and the issuance of visitor badges; (b) To identify employees and visitors at the entrances of the gated facility; tracking inside the NRO facility the NRO employee and visitor badges as they are used to pass through turnstiles and access office suites and other work areas; (c) To track any unsolicited contacts with the NRO, whether by correspondence or personal contact; to provide a threat assessment program for the Facility Security Branch; and to assist in the investigation and determination of any wrongdoing or criminal activities by NRO employees or facility visitors; (d) To send visit certifications to DoD facilities.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper files and automated information systems, maintained in computers and computer output products.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, social security number (SSN), organization, home and work address, date and place of birth, badge number, vehicle license plate number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility with guards, badge and password access. Computer terminal access is password protected. Access to, and use of, these records are limited to personnel whose official duties require access on a need-to-know basis.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary, retained for 3 months to 5 years depending on the type of record; unsolicited contact records are retained for 25 years before being destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Security and Counterintelligence, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). Signature.
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). Signature.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual’s full name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: ‘I declare (or certify, verify, or state under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). Signature.’
</p><p>If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). Signature.’
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The National Reconnaissance Office rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3b and NRO Instruction 110-3-1; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the individuals (NRO employee, visitor, or person making the unsolicited contact) and by the security staff.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection (j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 326. For additional information contact the system manager.
</p></xhtmlContent></subsection></section><section id="QNRO-17" toc="yes">
<systemNumber>QNRO-17</systemNumber>
<subsection type="systemName">NRO Alumni Database.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Policy, Center for the Study of National Reconnaissance, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former government, military, and contractor personnel, who have participated in certain National Reconnaissance Office (NRO) programs and projects.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number, employer, work telephone number, home address and telephone number, date of birth, e-mail address, program association, organization or affiliation, dates of participation, and security-briefed status.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The database will track the contributing alumni of national reconnaissance programs, particularly those programs retired or declassified. Data will be used for the activities of the declassification of post-Corona programs; the NRO’s 40th Anniversary celebration; and as a resource for the NRO Historian’s research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Certain limited information concerning the alumni may be shared with other government agencies, the alumni’s parent organizations, or with private persons, foundations or companies in order to recognize alumni contributions and achievements or, in some cases, to seek advice.
</p><p>The DoD `Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated information system, maintained in computers and computer output products
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Data is retrieved by individual’s name and program name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to NRO staff who are involved with the projects for which the database is maintained.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are historical and are permanent.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Center for the Study of National Reconnaissance, Office of Policy, National Reconnaissance Office, 4675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the individual, by award nominators and fellow alumni, and by source documentation.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section><section id="QNRO-18" toc="yes">
<systemNumber>QNRO-18</systemNumber>
<subsection type="systemName">Document On-line Control System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Management Services and Operations, Information Services Center, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National Reconnaissance Office (NRO) civilian, military, and contractor personnel who have custodianship of classified materials
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, office and document data such as title, (including series, revision, volume and copy number), security classification, type of media, origin date, security control channels, project codes, manifest information, package information and statistics
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; E.O. 12958; E.O. 12968.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Document On-line Control System accounts for the accountable documents and tracks the non-accountable documents, and controls the record of the NRO personnel to whom the document is assigned.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Information may be shared with other government agencies to track a specific document or identify the custodian of a particular document.
</p><p>The DoD `Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated information system, maintained in computers and computer output products.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, office, document title, control number, classification, type of media, transmittal package number, manifest number, date project codes, control channels, and statistics, as well as by scanning the document barcode.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to Information Services Center staff whose official duties require such access. System access is pre-determined and restricted.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are permanent.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Information Services Center, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name, address, Social Security Number, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</b></p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information entered into the system is supplied from the documents themselves and from the transmittal process of which the custodian’s name is a part.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section><section id="QNRO-19" toc="yes">
<systemNumber>QNRO-19</systemNumber>
<subsection type="systemName">Customer Security Services Personnel Security Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Management Services and Operations, Customer Security Services, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Contractor candidates nominated for security clearances and program accesses but do not have an organizational security infrastructure to support their applications.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number, employer, work telephone number, date and place of birth, home address, home telephone number, foreign travel and foreign contacts as well as the other categories on the Standard Form 86 and the signed non-disclosure agreement.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947, as amended, 50 U.S.C. 401 et seq.; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is used to nominate candidates for security clearances and program accesses; to record agreements to protect classified information; and to report foreign travel and foreign contacts.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To corporate sponsors and other Federal agencies for purposes of facilitating and verifying an individual’s eligibility for access to classified information.
</p><p>The DoD `Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to security staff whose official duties require such access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary, retained for 15 years after the last action in the file. Noteworthy records are temporary, but must be retained for 25 years after the last action in the file. The Ðnon-disclosure agreements are temporary records retained for 70 years.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Customer Security Services, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: I declare (or certify, verify, or state under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). Signature.
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). Signature.
</b></p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p><b>If executed without the United States: I declare (or certify, verify, or state under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</b></p><p><b>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</b></p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3A and NRO Instruction 110-5A; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the individual, by persons other than the individual, and by other security documentation.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 326. For additional information contact the system manager.
</p></xhtmlContent></subsection></section><section id="QNRO-21" toc="yes">
<systemNumber>QNRO-21</systemNumber>
<subsection type="systemName">Personnel Security Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Security and Counterintelligence, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National Reconnaissance Office (NRO) civilian, military and contractor personnel who have been nominated or investigated for security clearances and program accesses.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number, agency identification number, employee’s geographic work location, employer, work telephone number, date and place of birth, home address and home telephone number, dependents’ names, individual’s background investigation and polygraph data, interview and adjudication information, all other information such as that found on standard government forms SF 86 and 1879, appeal and referral data, program access status, classification number, the security file location, and administrative and investigatory comments, and security incident records, such as security file number, user id, date resolved, case id, case manager, government point of contact, incident report date, incident report type, date notified, reporter’s name, affiliation, employer, officer, information systems security officer name and phone number, manager name and phone number, program security officer name and phone number, date of incident, location where incident occurred, incident type and description, names of personnel involved with incident along with their social security number, office, affiliation, employer, and phone number, incident category, classification of data, name of person who classified it, including identification number, title, position, organization, phone number, person who verified classification level of data, their title, position, organization, phone number and source used to verify classification, data owner name, their title, position, organization, phone number, date notified, date classification confirmed, number of individuals and organizations with unauthorized access to information and their clearance level, organization that caused the unauthorized disclosure, nature of unauthorized disclosure, where file originated, how data was introduced into computer system, file name, size, type and whether action warrants notification of the Director of Central Intelligence, non-disclosure agreements, job knowledge, contract information, and secure classified information facility (SCIF) information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301 Departmental Regulations; National Security Act of 1947, as amended, 50 U.S.C. 401 <i>et seq.</i>; and E.O. 9397.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The information is used for granting and tracking security program accesses to NRO personnel; to maintain, support, and track personnel security administrative processing; to provide data for day-to-day security functions; and to conduct security investigations.
</p><p>The system also provides a centrally managed security incident database for NRO security managers. The user will be the primary reporter of the information to enable an accurate overall view of incident response activities. This will also be a tool to ensure incidents are identified, documented, tracked, investigated, responded to, adjudicated, and corrected, in a standard and timely manner.
</p><p>To assist in the determination of whether an award fee is justified for the performance of a contract in accordance with an established award fee plan.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 NRO as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To contractors and other Federal agencies for purposes of protecting the security of NRO installations, activities, property, and employees; to facilitate and verify an individual’s eligibility to access classified information; and to protect the interests of National Security. The NRO Director of Security and Counterintelligence or his/her designee must approve disclosure in writing.
</p><p>To the Intelligence Community to review the records, in the form of statistics only, for the purpose of providing trend analysis, disseminating threat information, providing reports of IT threats, any issues affecting mission critical networks, informing them of unauthorized disclosures or any compromise of intelligence information in accordance with applicable law.
</p><p>The DoD ‘Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper files and automated information system, maintained in computers and computer output products.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, social security number, agency identification number, date and place of birth, home telephone number, and home address.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, that is guarded. Computer terminal access is password protected. Access to and use of these records are limited to personnel whose official duties require access on a need-to-know basis.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Security case records are temporary, retained for 15 years after inactivation; noteworthy files are retained for 25 years after inactivation. Security incident records are temporary, retained for 5 years after inactivation. Audio and videotapes of polygraph examinations and interviews are temporary and are re-used or destroyed when superseded, obsolete, or no longer needed.
</p><p>Access related files are destroyed 2 years after authorization expires. Non-disclosure agreement files are destroyed when they are 70 years old. Special access program administrative records are destroyed 5 years after the program is disestablished or disapproved, whichever is applicable.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Security and Counterintelligence, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include full name and any aliases or nicknames, address, Social Security Number, current citizenship status, and date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include full name and any aliases or nicknames, address, Social Security Number, current citizenship status, and date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3b and NRO Instruction 110-3-1; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the individual, by persons other than the individual, and by documentation gathered in the background investigation, and other government agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 326. For additional information contact the system manager.
</p></xhtmlContent></subsection></section><section id="QNRO-23" toc="yes">
<systemNumber>QNRO-23</systemNumber>
<subsection type="systemName">Counterintelligence Issue Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Security and Counterintelligence, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National Reconnaissance Office civilian, military, and contractor personnel who have had foreign travel contacts, incidents, or concerns, and any persons relating to a counterintelligence concern, incident or inquiry, as well as the points of contact.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number, organization, company, date and place of birth, country, action officer, date received, point of contact, status of the case including investigatory materials and files, date, license plate, vehicle description, driver’s license number, description of person, passport number, dates, location of incident, Vehicle Criminal Information Network (VCIN) number, address or criminal data if VCIN checked, and work telephone number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; National Security Act of 1947, as amended, 50 U.S.C. 401, <i>et.seq.</i>; E.O. 9397 (SSN); E.O. 12333; DoD 5240.1-R, Procedures Governing the Activities of DoD Intelligence Components That Affect United States Persons.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is used to assign, categorize and administratively track foreign travel, contacts, and incidents or concerns; monitor, analyze, and track counterintelligence activities; prepare and pursue investigations involving counterintelligence activities; and to collect data regarding unusual or suspicious events at or near NRO facilities.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper files and/or automated information systems.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, social security number, organization, company, country, date and location of incident, vehicle description, and license plate number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, that is guarded. Access to and use of these records, to include electronic data stored on a local area network that is password restricted, is limited to personnel of the Office of Security and Counterintelligence whose official duties require access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are permanent.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Security and Counterintelligence, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include the individual’s full name and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth.
</p><p><b>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</b></p><p>If executed outside the United States: ‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).’
</p><p>If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).’
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual’s full name, and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth.
</p><p><b>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</b></p><p>If executed without the United States: ‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).’
</p><p>If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).’
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3b and NRO Instruction 110-3-1; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the individual, by parties other than the individual, and by government agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager.
</p></xhtmlContent></subsection></section><section id="QNRO-24" toc="yes">
<systemNumber>QNRO-24</systemNumber>
<subsection type="systemName">Administrative Personnel Management Systems.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>The National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All NRO civilian, military, and contract personnel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Personal Information such as name, aliases or nicknames, Social Security Number (SSN), date of birth, place of birth, home address, home telephone number, cell phone number, pager, education, spouse name, emergency contact information, vehicle and tag information, gender, nationality, citizenship, marital status, age, annual salary, grade or equivalent, wage type, ethnicity, disability, personal assignment code, employee photo, personal email address, military status, biometric data (to include hair color, eye color, weight, height, blood type, race), mother’s maiden name and birth data, father’s name and birth data, dependent names and birth data, and employee relationship.
</p><p>Work related information such as work e-mail address, accesses, parent organization, work telephone number, employee number, company, company address, position number and title, rank and date, agency/organization/office arrival and departure dates, assignment history, labor type, pay grade, network logon, location, career service, employee status (active/inactive), duty title, last assignment, badge numbers, personal classification number, space professional codes; employee timecards and leave records; and military specialty codes (job identifier).
</p><p>Performance related information such as awards, performance report due dates, raters, training history (course name, date, hours, course provider, certificate, program call), Contracting Officers Technical Representative (COTR) certifications and date, and Individual Development Plan (IDP) courses.
</p><p>Travel related information such as government credit card number and expiration date, airline/hotel/rental car information and frequent flyer/club numbers, airline seating preference, miles from home to office, miles from home to airport, and loan data.
</p><p>Safety related information such as workplace violence protection issues and reports.
</p><p>Other information such as property checked out to individual, report closeout dates, and any other information deemed necessary to manage personnel.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; National Security Act of 1947, as amended, 50 U.S.C. 401, et seq.; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To manage, supervise, and administer NRO personnel support programs relating to personnel management, official travel, timecards and leave records, awards, training, loan of property, security, emergency recall rosters and contact information; to support records and information management programs; to support organizational and personnel reporting requirements; to support organizational and strategic planning and workforce modeling; to support workplace violence protection programs; to support diversity initiatives; and to respond to personnel or related taskings.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 National Reconnaissance Office as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD `Blanket Routines Uses’ published at the beginning of the National Reconnaissance Office’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information may be retrieved by an individual’s name, Social Security Number (SSN), employee number, home or work telephone number, parent organization, company, and/or position number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility with guards, badges and password access. Computer terminal access is password protected. Access to and use of these records are limited to personnel whose official duties require access on a need-to-know basis.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Office administrative files, tracking and control files, and property inventory records are temporary; they are kept for 2 years from the date of the list or date of the report.
</p><p>Training administrative files are temporary; they are kept for 3 years.
</p><p>Supervisory files are temporary; they are kept for 1 year.
</p><p>Security reports generated from information systems are temporary; they are kept for 5 years. Data files created consisting of summarized information are temporary; they are kept until no longer needed.
</p><p>Reports created in response to any tasking from Congress, Community Management Staff, DoD and other external agencies are temporary; they are kept until superseded or when no longer needed.
</p><p>Award related files such as recommendations, decisions, and announcements are temporary; they are kept for 25 years. Electronic documentation used to create the award related files is destroyed 180 days after the record copy has been produced.
</p><p>Timecard and leave records are destroyed after 6 years or GAO audit. Employee personal safety and violence protection records are destroyed after 3 years old unless retention is authorized for official purposes.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, The National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Requests should include full name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, and date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Requests should include full name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, and date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The National Reconnaissance Office rules for accessing records, for contesting contents and appealing initial agency determinations are published in National Reconnaissance Office Directive 110-3b and National Reconnaissance Office Instruction 110-3-1; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the individual, by persons other than the individual, and by documentation gathered in the background investigation, and other government agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section><section id="QNRO-25" toc="yes">
<systemNumber>QNRO-25</systemNumber>
<subsection type="systemName">Financial Management Systems.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Business Plans and Operations, National Reconnaissance Office (NRO), 14675 Lee Road, Chantilly, VA 20151-175.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Government civilian employees, military personnel, and contractors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, social security number (SSN), vendor code, company, parent organization, home address, and home telephone number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>50 U.S.C. 401 <i>et seq.</i>; 5 U.S.C. 301 Departmental Regulations; E.O. 9397 (SSN); E.O. 12958, as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to record all NRO financial transactions pertaining to procurements, travel, financial data used to manage independent contractors for IRS Form 1099 reporting purposes; and preparation of the NRO annual financial statement audit.
</p><p>Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
</p><p>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 NRO as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routines Uses" published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated information system, maintained in computers and computer output products.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name, company, home address, social security number or vendor code.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to these records is controlled; those needing access must apply for an account. Access is role based. Separation of duties exists to ensure only those who should be privy to this information based on their job duties have access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are treated as permanent pending a determination by the National Archives and Records Agency of authority for disposition of the records.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of Business Plans and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include full name and any aliases or nicknames, address, Social Security Number, current citizenship status, and date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Execute on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include full name and any aliases or nicknames, address, Social Security Number, current citizenship status, and date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3A and NRO Instruction 110-5A; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the individual and through documentation.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section><section id="QNRO-26" toc="yes">
<systemNumber>QNRO-26</systemNumber>
<subsection type="systemName">Grievance Complaints.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Reconnaissance Office (NRO), Office of Equal Employment Opportunity and Diversity Management (OEEO&amp;DM), 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Government civilian and military personnel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), addresses, parent organization, work telephone number, office name, career service, grade, gender, type and status of complaint, complaint, resolution point, opened and closed date, and comments.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 1205, 1206, 1302, 3301, 3302, 7105, 7512; 21 U.S.C. 812; 29 U.S.C. 201, <i>et seq.</i>, amendment to the Fair Labor Standards Act; Age Discrimination and Employment Act; 29 U.S.C. 633a, the Rehabilitation Act of 1973 as amended; 29 U.S.C. 791 and 794a; 42 U.S.C. 2000e-17 <i>et seq.</i>; Public Law 93-259, the Fair Labor Standards Act; the Civil Service Reform Act; Public Law 95-454; Public Law 100-71; Equal Employment Opportunity Act of 1972; E.O. 9830, Amending the Civil Service Rules and Providing for Federal Personnel Administration, amended by Executive Orders 10577, 12106, 12107, and 12564; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To assist in processing, administration, and adjudication of discipline, grievances, complaints, appeals, litigation, and program evaluation.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 NRO as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To disclose in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding.
</p><p>To disclose information on any source from which additional information is requested in the course of processing a grievance or appeal to the extent necessary to identify the individual, to inform the source of the purpose(s) of the request, and identify the type of information requested.
</p><p>The records could be released to the employee’s parent organization if the grievance enters the formal phase.
</p><p>The DoD "Blanket Routines Uses" published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guards, badge, and password access protected. Access to and use of these records is limited to staff whose official duties require such access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Kept for 7 years after the case is closed and then they are destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>NRO Grievance Officer, Grievance Office, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Requests should contain individual’s name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Requests should contain individual’s name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3b and NRO Instruction 110-3-1; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the individual, by persons other than the individual, and other government agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section><section id="QNRO-27" toc="yes">
<systemNumber>QNRO-27</systemNumber>
<subsection type="systemName">Legal Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of General Counsel, National Reconnaissance Office (NRO), 14675 Lee Road, Chantilly, VA 20151-175.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Government and contractor employees, litigants, and claimants.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), employee number, parent organization, company, home and work telephone number, work location, personal financial data, date and place of birth, home address, current citizenship status; procurement experience, future employment plans, and any other relevant information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>50 U.S.C. 401 <i>et seq.</i>, Federal Tort Claims Act; 28 U.S.C. 1346; 28 U.S.C. 535; Federal Records Act of 1950, 44 U.S.C. 3101 and 5 CFR Section 2634.202, National Security Act of 1947, as amended and E.O. 9397  (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To manage the legal files related to matters of standards of conduct and litigation. This will ensure legal sufficiency of NRO operations, policies, procedures, and personnel actions. The General Counsel Litigation case files are maintained for legal opinions, legal reviews, or other actions. In addition, the systems are maintained for statutory compliance with the crime reporting requirements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 NRO as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To U.S. Attorneys and other parties in litigation.
</p><p>To Federal and state courts in connection with litigations affecting NRO interests, employees or equities.
</p><p>To a federal, state, local or foreign agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, if deemed relevant to that agency’s decisions concerning the hiring or retention of an employee, issuance of a security clearance, letting of a contract, or issuance of a license or other benefit.
</p><p>The DoD ‘Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Hard copy and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records is limited to legal staff whose official duties require such access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Standards of Conducts files are maintained for six (6) years and then destroyed.
</p><p>Legal Subject Files (to include crimes reports) are maintained until no longer needed.
</p><p>Litigation case files that reflect distinctive NRO activities, attract media or congressional interest, or are otherwise historically significant are kept permanently.
</p><p>All other case files are kept until all appellate rights have been exhausted or when no longer needed, whichever is later.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, National Reconnaissance Office, Office of General Counsel, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include full name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include full name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO procedure for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3b and NRO Instruction 110-3-1; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the individual, federal and state agencies, corporations, associations, partnerships, other legal entities; and other NRO records systems.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency that performs as its principle function any activity pertaining to the enforcement of criminal laws.
</p><p>Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).
</p><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information exempt to the extent that disclosure would reveal the identity of a confidential source. NOTE: When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>Testing or examination material used solely to determine individual qualifications for appointment or promotion in the federal or military service, if the disclosure would compromise the objectivity or fairness of the test or examination process may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process.
</p><p>Evaluation material used to determine potential for promotion in the Military Services may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure of such material would reveal the identify of a confidential source.
</p><p>An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 326. For additional information contact the system manager.
</p></xhtmlContent></subsection></section><section id="QNRO-28" toc="yes">
<systemNumber>QNRO-28</systemNumber>
<subsection type="systemName">Communications Security (COMSEC) Accounting Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Reconnaissance Office, Communications Directorate, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Government civilians, military members, and contractors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), and COMSEC assets accountability records such as effective and supersession dates of crypto key, key quantities and format (i.e., electronic, hardcopy, etc.), COMSEC account number, software application versions loaded on the asset, location of materials/equipment, and location/site of assets information (corporation/site name, address, and contact information).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947, as amended, 50 U.S.C. 401 <i>et seq.</i>; National Security Telecommunication and Information Systems Security Instruction (NSTISSI) Number 4005; E.O. 10450, Security Requirements for Government Employees, as amended; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To support the NRO’s Communications Security (COMSEC) mission. This system will be used as the accounting database to maintain and track NRO COMSEC assets and to identify those individuals authorized access to cryptographic materials/equipment, sites, and containers.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 NRO as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD ‘Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), and/or COMSEC account number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records is limited to staff whose official duties require such access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records relating to individuals access and authorization are destroyed 3 years after individual is debriefed. Keying material records are destroyed when 2 years old. COMSEC assets records are destroyed when removed from NRO accountability.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Communications Directorate, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Requests should contain individual’s name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Requests should contain individual’s name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3b and NRO Instruction 110-3-1; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, COMSEC Officials, and other government agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section><section id="QNRO-29" toc="yes">
<systemNumber>QNRO-29</systemNumber>
<subsection type="systemName">Information Systems Security &amp; Administration.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>The National Reconnaissance Office (NRO), Communications Systems Acquisition and Operations Directorate, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active duty personnel, civilians and contractors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), company name, parent organization, work telephone number, e-mail address, office location, room location, Polygraph date, Single Scope Background Investigation (SSBI) date, Privileged User (PU) designation, briefing date, Privileged User Request date (PR), title (or position), and office affiliation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301 Departmental Regulations; National Security Act of 1947, as amended, 50 U.S.C. 401 <i>et seq.</i>; Department of Defense Directive 8500.1, Information Assurance (IA) and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To control and track access to NRO networks, computer systems, and information technology databases and to allow information systems security officers (ISSOs) to access, review, and grant requests for the creation, deletion, or transfer of network accounts.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 NRO as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD ‘Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>An individual’s name or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records is limited to staff whose official duties require such access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Hold expired records in current file area for 1 year before transferring to the Records Center. Cut off expired records at the end of the Calendar Year (CY).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include full name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include full name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The National Reconnaissance Office rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3b and NRO Instruction 110-3-1; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual, documents, or from persons other than the individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Information specifically authorized to be classified under Executive Order 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 326. For additional information contact the system manager.
</p></xhtmlContent></subsection></section><section id="QNRO-30" toc="yes">
<systemNumber>QNRO-30</systemNumber>
<subsection type="systemName">Technology Fellowship and Enrichment Programs and Events.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Reconnaissance Office (NRO), Advanced Systems and Technology Directorate, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Government civilian, military, contractors, and other invited participants (from industry and/or academia).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Technology Fellowship Program record categories include: Individual’s name, Social Security Number (SSN), parent organization, work telephone number, NMIS e-mail address, abstracts, room numbers, documents, orders, career biographical information, educational background information, employee photograph, clearance level, Single Scope Background Investigation (SSBI) date, polygraph date, and briefing date.
</p><p>Technology Seminars record categories include: Name (speaker), title, topic, organization address, Social Security Number (SSN), requests for information (organizations and addresses), abstracts, room numbers, documents, orders, career biographical information, educational background information, employee photograph, clearance level, Single Scope Background Investigation (SSBI) date, polygraph date and briefing date.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301 Departmental Regulations; National Security Act of 1947, as amended, 50 U.S.C. 401 et seq.; E.O. 12333; DoDD 5240.1, Intelligence Activities; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain a historical database of Technology Fellowship Program participants, projects and seminars. To organize and inform, record and administer organizational enrichment programs and events. As a management tool, this system will track dates, requests for information, presentation arrangements, event details and speaker’s career biographical information.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 NRO as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD ‘Blanket Routines Uses’ published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name, company, parent organization, organizational affiliation, work telephone number, dates, speaker’s name and topic and/or title.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure, gated facility with guard. Facility requires a badge and computer terminal access is password protected. Access to and use of these records is limited to staff whose official duties require such access.
</p><p>Privileged user records have restricted access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Earlier disposal is authorized if records are superseded, obsolete, or no longer needed. Hold files in current file area for 1 year before transferring to the Records Center. Cut off files at the end of the Calendar Year (CY).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>The National Reconnaissance Office (NRO), Advanced Systems and Technology Directorate, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Requests should include full name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, and date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Requests should include full name and any aliases or nicknames, address, Social Security Number (SSN), current citizenship status, and date and place of birth, and other information identifiable from the record.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3b and NRO Instruction 110-3-1; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual, documents, or from persons other than the individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Information specifically authorized to be classified under Executive Order 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).
</p><p>An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 326. For additional information contact the system manager.
</p></xhtmlContent></subsection></section><section id="QNRO-31" toc="yes">
<systemNumber>QNRO-31</systemNumber>
<subsection type="systemName">Software Security Risk Evaluations.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Reconnaissance Office (NRO), 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Software developers that support products that NRO is considering purchasing or leasing.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name; company name; registered business telephone number and address (which for small businesses may also be an individual’s residential telephone number and address); additional information relevant to conducting a software risk evaluation, such as the company an individual works for or other software products the individual has developed.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Act of 1947, as amended; 5 U.S.C. 301, Departmental Regulations; E.O. 12333, as amended; DoD 5200.1-M, Acquisition Systems Protection Program; DoD 5240.1-R, Procedures Governing the Activities of DoD Intelligence Components That Affect United States Persons; DoDD 5200.27, Acquisition of Information Concerning Persons and Organizations not Affiliated with the Department of Defense; DoDD 5240.2, DoD Counterintelligence (CI); DoDI 5240.8, Security Classification Guide for Information Concerning the DoD Counterintelligence Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Software Security Risk Evaluations (SSRE) system is used to evaluate potential security risks or counterintelligence threats associated with purchasing or using software products.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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 NRO as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD Blanket Routines Uses published at the beginning of the NRO compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper files and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the individual’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by use of locks, guards, badges, and is accessible only to authorized personnel. Access to records is limited to persons responsible for servicing the record in performance of official duties and who are properly screened and cleared for need-to-know. Access to computerized data is restricted by passwords, which are changed periodically.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed when superseded, obsolete, or no longer needed. Records are destroyed by erasing or shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>National Reconnaissance Office, ATTN: Chief, Counter Intelligence Operations, Office of Security and Counter Intelligence, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should contain full name, current address, telephone number, date and place of birth, and other such personal information necessary to locate the record sought. While the Social Security Number (SSN) is not required, providing it will expedite the authentication of the requestor’s identity and clearance level.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715.
</p><p>Request should include full name, current address, telephone number, date place of birth, and other such personal information necessary to locate the record sought. While the Social Security Number (SSN) is not required, providing it will expedite the authentication of the requestor’s identity and clearance level.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in 32 CFR part 326 or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From available research tools.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), and published in 32 CFR part 326. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="GNSA 01" toc="yes">
<systemNumber>GNSA 01</systemNumber>
<subsection type="systemName">NSA/CSS Access, Authority and Release of Information File (February 22, 1993; 58 FR 10531).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records contained in this system of records are covered by GNSA 11, NSA/CSS Key Accountability Records, GNSA 10, NSA/CSS Personnel Security File and DPR 39 DoD, DoD Personnel Accountability &amp; Assessment System. Therefore, the system will be deleted.
</p></xhtmlContent></subsection></section>
<section id="GNSA 02" toc="yes">
<systemNumber>GNSA 02</systemNumber>
<subsection type="systemName">NSA/CSS Applicants.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Applicants for employment with NSA/CSS.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File contains forms, documents and correspondence providing personal and qualifications information submitted by individual applicants, educational institutions, past employers, references. Records include processing items, status reports, test results, interview reports, reports of reviewing organizations and other related information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); 5 U.S.C. Chapters 3 and 33; EO 10450, as amended and EO 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To support the recruitment, selection, hire and placement of applicants. The file is used to document applicant processing, as a basis for selection decisions by individual agency elements and the personnel organization, and such other related uses as required.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To contractor employees and other government entities to make determinations as noted in the purpose above.
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the NSA/CSS’ compilation of system of record notices apply to this system.
</p><p>Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
</p><p>Storage:</p>
<p>Paper in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Social Security Number, and other appropriate data elements.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access to electronic means is limited and controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>For applicants who are subsequently hired, records are transferred to Personnel File or destroyed as appropriate. For applicants not hired, record are retained for a period not to exceed one year or until completion of legal proceedings involving issues pertaining to these records, whichever is later, unless employment requirements necessitate retention for a longer period.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>The Associate Director, Human Resources, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR Part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Applicant, educational institutions, references, former employers including other governmental entities, interviewing and reviewing individuals including possible gaining organization, security and medical authorities and other sources as relevant and appropriate.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Portions of this system may be exempt pursuant to 5 U.S.C. 552a(k)(1) and (k)(5), as applicable.
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="GNSA 03" toc="yes">
<systemNumber>GNSA 03</systemNumber>
<subsection type="systemName"> NSA/CSS Correspondence, Cases, Complaints, Visitors, Requests.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary System - National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p><p>Decentralized Segments - Each staff, line, contract and field element as authorized and appropriate.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Persons calling or corresponding with NSA/CSS concerning congressional inquiries; job opportunities; Freedom of Information and Privacy Act requests; other information requests, suggestions or comments; registering complaints; requesting appropriate security clearance and permission to visit; requesting or requiring information relating to litigation or anticipated litigation; and employees or assignees registering complaints or requesting information with respect to Equal Employment Opportunities; requesting inquiry or investigation by the Inspector General; requesting advice, opinions, or assistance from the General Counsel or provided to the General Counsel with respect to conflict of interest issues.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File contains correspondence from and to individuals, documents and memoranda related to the response, written material developed during or in anticipation of litigation or investigation of inquiries, complaints or grievances, written material developed in response to a request for advice or opinion from an individual, written material required by law, executive order, and regulations with respect to Equal Employment Opportunity investigations, Inspector General investigations, judicial branch subpoenas, orders and related actions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); 50 U.S.C. 831-835, (Pub. L. 88-290); 5 U.S.C. 552; Pub. L. 92-261; Pub. L. 93-259; E.O. 10450; E.O. 11222; E.O. 11478; and E.O. 12958.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide a record of the official responses and determinations of NSA/CSS to various inquiries for information, complaints or official actions of other governmental agencies and branches.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>To contractor employees to make determinations as noted in the purpose above.
</p><p>To provide reports in summary or statistical form to the Office of Equal Employment Opportunity.
</p><p>To appropriate governmental agencies and the judicial branch where litigation or anticipated civil or criminal litigation is involved or where sensitive national security investigations related to protection of intelligence sources or methods are involved.
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the NSA/CSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, case, or subject and within subject by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Secure limited access facilities and within those facilities individual limited access offices. Files are stored in lockable containers and are only made available to individuals specifically authorized access or required to respond and individuals affected by actions taken or complaints received. Files related to sensitive investigations by the Equal Employment Opportunity Office, the Inspector General and General Counsel are additionally protected pursuant to appropriate statutes, executive orders or regulations and attorney-client privilege. In some cases records are sealed pursuant to sensitivity of subject matter or specific court order.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained on-site indefinitely.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Official correspondence, written materials developed in response to inquiries from executive branch departments and agencies, judicial branch elements, Congress, Congressional committees, individual Congressmen, other government and private entities as appropriate, and other sources as appropriate and required.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Individual records in this file may be exempt pursuant to 5 U.S.C. 552a(k)(1), (k)(2), (k)(4), and (k)(5), as applicable.
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="GNSA 04" toc="yes">
<systemNumber>GNSA 04</systemNumber>
<subsection type="systemName">NSA/CSS Military Reserve Personnel Data (October 23, 2008, 73 FR 63141).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The category of individuals covered by this system is obsolete. NSA/CSS no longer has inactive duty military reserve personnel assigned to NSA mobilization billets, therefore, there are no training requirements for these individuals. All Agency training records are covered under GNSA 12, NSA/CSS Education, Training and Workforce Development (March 24, 2009, 74 FR 12116).
</p></xhtmlContent></subsection></section>
<section id="GNSA 05" toc="yes">
<systemNumber>GNSA 05</systemNumber>
<subsection type="systemName">NSA/CSS Equal Employment Opportunity Data Statistical Data.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>NSA/CSS civilian personnel and personnel under contract.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File contains civilian personnel data and Agency organizational data to title, grade, date of birth, training, date of last promotion, educational attainments, full name, address, Social Security Number (SSN), time of service, personnel codes, and organization assignment.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Title VII of the 1964 Civil Rights Act, as amended; Rehabilitation Act of 1973, as amended; Age Discrimination in Employment Act, as amended; 29 CFR Part 1614, Federal Sector Equal Employment Opportunity; E.O. 11478, Equal employment opportunity in the Federal Government, as amended and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To ensure compliance with cited authorities with respect to equal employment opportunities.
</p><p>To compile such studies, research, statistics and reports necessary to ensure compliance with cited authorities.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To contractor employees to make determinations as noted in the purpose above. Reports, summaries and statistics may be made available to the Office of Equal Employment Opportunity, Congress, Department of Justice and judicial branch elements as required by cited authorities, requested pursuant to those authorities or ordered by specific judicial branch order.
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the NSA/CSS’s compilation of record systems also apply to this record system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name and/or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access to electronic means is limited and controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy when 4 years old by pulping, burning, shredding, or erasure or destruction of magnet media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Equal Employment Opportunity &amp; Diversity, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals themselves, organizational elements, personnel file, and other sources as appropriate and required.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Individual records and data elements in this file may be exempt pursuant to 5 U.S.C. 552a(k)(1), (k)(2), and (k)(4).
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="GNSA 06" toc="yes">
<systemNumber>GNSA 06</systemNumber>

<subsection type="systemName">NSA/CSS Health, Medical and Safety Files.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary Location: National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Decentralized segments: Each staff, line, contract and field element as appropriate.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>NSA/CSS civilian employees, military assignees, applicants, retirees, certain contract employees that are seen in the Medical Center for first-aid/urgent care treatment, or referred by Security for psychological assessment, families of employees who are nominated for PCS, building concessionaires, visitors requiring emergency treatment, blood donors, designated Health and Safety Officers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Files may consist of Individual name, Social Security Number (SS), Employee Identification Number, addresses, completed medical and psychological questionnaires, results of physical and laboratory tests, records of medical and psychological treatment, diagnostic test results (e.g., X-rays, EKG’s, etc.) correspondence with the individual’s medical or psychiatric provider, medical center reports, absence and attendance records, medical and psychological evaluations, child abuse reporting forms, mandatory OSHA and Federal Occupational Injury reports, various NSA/CSS and DoD forms (e.g., consent form), a list of blood donors, and a list of telecommuters.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>E.O. 12196, Occupational Safety and Health Programs for Federal Employees; 5 U.S.C. Chapter 81, Compensation for Work Inquiries; 42 U.S.C. 290dd-2, Confidentiality of Records; 20 CFR Part 10, Claims for Compensation under the Federal Employees’ Compensation Act, as amended; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To determine applicant eligibility for hiring, fitness for continued employability and/or access to classified information, Permanent Change of Station (PCS), deployment and/or TDY eligibility; processing of accident and compensation forms; correction of hazardous conditions; eligibility for disability retirement; maintain list of blood donors; and a list of telecommuters; participation in psychological treatment; mandatory health and safety reporting.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, 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:
</p><p>To the Department of Labor in those cases involving compensation claims.
</p><p>The DoD "Blanket Routine Uses" published at the beginning of the NSA/CSS compilation of system of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Social Security Number (SSN) or Employee Identification Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access is on a need-to-know basis. Paper records are logged and tracked for accountability. Access to electronic means is limited and controlled by computer password protection. Individual access is limited to information needed to perform official functions.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Applicant medical files are maintained for no more than 1 year; files on military assignees are transferred to parent service upon reassignment from NSA/CSS; all other medical case files are destroyed 60 years after retirement/separation. Psychological files on applicants not denied for cause are destroyed after 5 years and those denied for cause are reviewed for retention after 25 years; files on military assignees are destroyed 30 years after the date of the last psychological evaluation; employee files are destroyed 60 years after date of earliest document in folder or 30 years after separation, whichever is later.
</p><p>Decentralized System--files are either transferred with employee or assignee, or retained as appropriate then destroyed.
</p><p>Records are destroyed by pulping, burning, shredding, or erasure or destruction of magnet media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Occupational Health, Environmental &amp; Safety Services, National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN), mailing address, and signature.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN), mailing address, and signature.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Applicants, employees, assignees, official personnel folders, NSA Safety Officers and records, witnesses to accidents and injuries, medical and administrative personnel, blood donor personnel, members of employee’s family with employee’s permission and other sources as appropriate and required.
</p><p><b>Exemptions Claimed for the System:
</b></p><p>Individual records in this file may be exempt pursuant to 5 U.S.C. 552a(k)(1), (k)(4), (k)(5) and (k)(6) and may also be subject to certain special access procedures established pursuant to 5 U.S.C. 552a, subsection (f)(3).
</p><p>Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).
</p><p>Records maintained solely for statistical research or program evaluation purposes and which are not used to make decisions on the rights, benefits, or entitlement of an individual except for census records which may be disclosed under 13 U.S.C. 8, may be exempt pursuant to 5 U.S.C. 552a(k)(4).
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>Testing or examination material used solely to determine individual qualifications for appointment or promotion in the federal or military service, if the disclosure would compromise the objectivity or fairness of the test or examination process may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process.
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="GNSA 07" toc="yes">
<systemNumber>GNSA 07</systemNumber>
<subsection type="systemName">NSA/CSS Motor Vehicles and Carpools.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p><p>Decentralized segments: Each non-headquarters facility and field element as appropriate and required.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>NSA/CSS civilian employees, military assignees, other governmental employees or personnel under contract granted extended temporary or permanent access to an NSA/CSS facility.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records of individuals who have registered a vehicle to include parking permit information, decal data, and insurance information. Applications may contain such information as name, Social Security Number (SSN), employee identification number, home address, home phone number, driver’s license information, and vehicle identification number. File also contains motor vehicle violation reports, stolen vehicle reports, and other forms and correspondence related to parking privileges, transportation needs, parking enforcement procedures, vehicle abuse and other related matters.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>40 U.S.C. 1315; National Security Agency Act of 1959, Pub. L. No. 86-36, &#167; 11 (codified as amendment in 50 U.S.C. 402 note); 32 CFR parts 228 and 634; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To track the issuance of parking permits and decals and to provide a record of individuals who have registered a vehicle. In addition, to manage and enforce parking lot regulations, to assist employees with respect to vehicle abuse and stolen vehicles, provide carpool assistance, assure availability of adequate transportation and parking facilities and other related matters.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To commercial or private transportation entities where the individuals have indicated a desire to use or join a multiple-user transportation arrangement. Selected individual data limited to name, address and telephone number may be made available.
</p><p>To contractor employees to make determinations as noted in the purposes above.
</p><p>The ‘Blanket Routine Uses’ set forth at the beginning of the NSA/CSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access to electronic means is limited and controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, motor vehicle identifier, and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>For paper, cards and computer listings--Secure limited access facilities, within those facilities secure limited access rooms and within those rooms lockable containers as appropriate. Access is limited to authorized users. For machine records stored on magnetic tape, disk or other computer storage media within the computer processing area--additional secure limited access facilities, specific processing requests accepted from authorized persons only, specific authority to access stored records and delivery granted to authorized persons only.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Maintained for two years, then destroyed. Destruction by pulping, burning, shredding, or erasure of magnetic media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Commuter &amp; Motor Fleet Services, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Individuals should provide their full name, current address, telephone number, and signature.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Individuals should provide their full name, current address, telephone number, and signature.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data provided by individuals, authorities in charge of parking facilities, local civil and military law enforcement entities and other related sources as appropriate and required.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Information specifically authorized to be classified under E.O. 12958 may be exempt pursuant to 5 U.S.C. 552a(k)(1).
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="GNSA 08" toc="yes">
<systemNumber>GNSA 08</systemNumber>
<subsection type="systemName">NSA/CSS Payroll Processing File.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p><p><b>Decentralized segments:
</b></p><p>Defense Intelligence Agency (DIA) Headquarters and DIA field elements, DoD activities supported by DIA, and National Security Agency (NSA) field elements as authorized and appropriate.
</p><p>For official mailing addresses for any of the decentralized system locations, write to the National Security Agency/Central Security Service, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>NSA/CSS and DIA Civilian employees, reemployed annuitants, personnel under contract and other DoD activities supported by DIA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File may consist of timesheets; work schedule changes; locator cards and other correspondence or revisions related to actions concerning time and attendance, absence, annual leave, sick leave, leave without pay, advanced leave, administrative leave, exemplary use of leave, unauthorized leave and absence and other related matters; payroll deductions, allotments and allowances; pay adjustment authorizations (DD Form 139); direct deposit; taxes; government life insurance; health insurance; savings bonds; retirement records; flexible spending account; long term care; thrift savings plan; dental/vision; electronic fund transfer; combined Federal campaign; and W2 record. Records may consist of name, Social Security Number (SSN) home address, home phone number, emergency point of contact name and phone number and financial information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 6 of the National Security Agency Act of 1959, Public Law 86-36 (50 U.S.C. 402 note); Title 5, Part III, of the United States Code (Employees); Title 31, Chapter 35, of the United States Code (Accounting and Collection); Title 5, Chapter 1, of the United States Code of Federal Regulations (Office of Personnel Management) and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide a means of accounting for all time and attendance of the NSA/CSS civilian employees, DIA civilian employees, and certain contract employees; to maintain effective control and accountability for all relevant appropriated funds; to provide accounting data to support budget requests and control the execution of budgets; to provide financial information required by the Office of Management and Budget; and for agency management and payroll activities.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To contractor employees to assist government personnel in processing the payroll.
</p><p>To other government entities in connection with Social Security deductions, unemployment compensation claims, job-related injury and death benefits, tax audit and collections.
</p><p>To any party, council, representative, and/or witness in any legal proceeding, where pertinent, to which DoD is a party before a court or administrative body (including, but not limited to, the Equal Employment Opportunity Commission and Merit Service Protection Board).
</p><p>The DoD ‘Blanket Routine Uses’ set forth at the beginning of the NSA/CSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts are controlled by limited-access and lockable containers. Access to electronic means is limited and controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Time and attendance records are destroyed after Government Accounting Office audit or when 6 years old. Leave records are placed in Official Personnel File then destroyed 65 years after separation from Federal Service. Employee pay records are destroyed when 56 years old.
</p><p>Records are destroyed by pulping, burning, shredding, erasure, or destruction of magnet media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Payroll Division, National Security Agency/Central Security Service, Suite 6855, Ft. George G. Meade, MD 20755-6855.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, SSN, mailing address, telephone number and signature.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, SSN, mailing address, telephone number and signature.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Forms, cards, requests and other documentation submitted by individuals, supervisors, Personnel File data, Time and Attendance File data, and other sources as appropriate and required.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Individual records in this file may be exempt pursuant to 5 U.S.C. 552a(k)(2), as applicable.
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="GNSA 09" toc="yes">
<systemNumber>GNSA 09</systemNumber>
<subsection type="systemName">NSA/CSS Personnel File.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary Location: National Security Agency/Central Security Agency, Ft. George G. Meade, MD 20755-6000.
</p><p><b>Decentralized segments:
</b></p><p>Each staff, line, contract and field element as authorized and appropriate.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian employees, personnel under contract, military assignees, dependents of NSA/CSS personnel assigned to field elements, individuals integrated into the Selective Employment Retiree (SER), Stand-by Active Reserve (SAR), custodial and commercial services personnel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File contains name, Social Security Number (SSN), NSA/CSS employee identification number, date and place of birth, home address, home telephone number, personnel papers and forms including but not limited to applications, transcripts, correspondence, notices of personnel action, performance appraisals, internal staffing resume, professionalization documentation and correspondence, training forms, temporary duty, letters of reprimand, special assignment documentation, letters of commendation, promotion documentation, field assignment preference, requests for transfers, permanent change of station, passport, transportation, official orders, awards, suggestions, pictures, complaints, separation, retirement, time utilization, scholarship/fellowship or other school appointments, military service, reserve status, military check in/out sheets, military orders, security appraisal, career battery and other test results, language capability, military personnel utilization survey, work experience, notes and memoranda on individual aspects of performance, productivity and suitability, information on individual eligibility to serve on various boards and committees, emergency loan records, other information relevant to personnel management, and housing information where required.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Agency Act of 1959, Public Law 86-36, (codified at 50 U.S.C. Section 402 note); 5 U.S.C. Chapter 11, Office of Personnel Management (OPM) and certain implementing OPM regulations contained within 5 CFR part 293, Personnel Records; 10 U.S.C. chapter 1124, Cash Awards for disclosures, suggestions, inventions, and scientific achievements; 44 U.S.C. 3101, Records management by agency heads; general duties; and E.O. 9397 (SSN) as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To support the personnel management program; personnel training and career development; personnel planning, staffing and counseling; administration and personnel supervision; workforce study and analysis; manpower requirements studies; emergency loan program; and training curricula planning and research.
</p><p>Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
</p><p>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:
</p><p>To gaining employers or financial institutions when individual has applied for credit; to contractor employees to make determinations as noted in the purpose above; to hearing examiners; the judicial branch or to other gaining government organization as required and appropriate; biographical information may be provided to the White House as required in support of the Senior Cryptologic Executive Service awards program.
</p><p>To the Office of the Director of National Intelligence (ODNI) for Intelligence Community aggregate workforce planning, assessment, and reporting purposes. Records provided to the ODNI for this routine use will not include any individual’s name or Social Security Number (SSN).
</p><p>The DoD `Blanket Routine Uses’ set forth at the beginning of the NSA/CSS’ compilation of systems of records notices apply to these types of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Social Security Number (SSN) or NSA/CSS Employee Identification Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the offices housing these records, paper/hard-copy records are stored in locked containers with limited access, and access to electronic records is limited and controlled by password protection. Access to information is limited to those individuals authorized and responsible for personnel management or supervision. All personnel requiring access to the information receive annual Privacy Act training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Primary System--Those forms, notices, reports and memoranda considered to be of permanent value or required by law or regulation to be preserved are retained for the period of employment or assignment and then forwarded to the gaining organization or retained indefinitely. If the action is separation or retirement, these items are forwarded to the Office of Personnel Management or retired to the Federal Records Center in St. Louis as appropriate. Those items considered to be relevant for a temporary period only are retained for that period and either transferred with the employee or assignee or destroyed when they are no longer relevant or at the time of separation or retirement. Computerized portion is purged and updated as appropriate. Records relating to adverse actions, grievances, excluding EEO complaints and performance-based actions, except SF-50s, will be retained for seven years. Personnel summary, training, testing and past activity segments are retained permanently. All other portions are deleted at end of tenure.
</p><p>Decentralized System--Files are transferred to gaining organization or destroyed upon separation as appropriate. Computer listings of personnel assigned to an organization are destroyed upon receipt of updated listings.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>The Associate Director, Human Resources, National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN), mailing address, and signature.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN), mailing address, and signature.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR Part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Forms used to collect and process individual for employment, access or assignment, forms and memoranda used to request personnel actions, training awards, professionalization, transfers, promotion, organization and supervisor reports and requests, educational institutions, references, Office of Personnel Management and other governmental entities as appropriate, and other sources as appropriate and required.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Portions of this file system may be exempt under 5 U.S.C. 552a(k)(1), (k)(4), (k)(5) and (k)(6), as applicable.
</p><p>An exemption rule for this records system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR Part 322. For additional information, contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="GNSA 10" toc="yes">
<systemNumber>GNSA 10</systemNumber>
<subsection type="systemName">NSA/CSS Personnel Security File.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Applicants for employment with NSA/CSS; civilian employees; personnel under contract; military assignees; members of advisory groups; consultants; experts; other military personnel; Federal employees; employees of contractors, and employees of services; other individuals who require access to NSA/CSS facilities or information and individuals who were formerly affiliated with NSA/CSS.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records relevant to access classified information, assignment and reassignment, foreign official and unofficial travel, access to NSA/CSS spaces or facilities, access to NSA’s Intranet, and other personnel actions where security represents a relevant and valid element of the determination. Records may consist of name, social security number, home address, home phone number, security file number, statement of personal history, photograph, fingerprint data, agreements with respect to specific security processing procedures, security processing forms and records, investigative and polygraph reports, appeal records, incident and complaint reports, unsolicited information when relevant, reports by domestic law enforcement agencies when relevant, clearance data, access authorization, foreign travel data, security secrecy agreements, and financial data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>50 U.S.C. Sections 831-835, Personnel Security Procedures in the National Security Agency; E.O.10450, as amended, Security Requirements for Government Employment; E.O.10865, as amended, Safeguarding Classified Information Within Industry; E.O.12968, Access to Classified Information; and E.O 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The records are used for the purpose of determining suitability, eligibility, or qualification for civil employment, Federal contracts, or access to classified information and/or NSA/CSS spaces and facilities; to determine access to NSA’s Intranet, to determine and ensure continued eligibility for access to classified information; to record adjudicative actions and determinations; to record processing steps taken; to document due process actions taken; to make determinations on official and unofficial foreign travel; to make determinations on assignment and reassignment and other actions where security represents a relevant and valid element of the determination.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To agencies outside DoD, to include but not limited to other clearance holder agencies or agencies charged with making clearance determinations, government agencies involved with national security or clearance investigations, other government agencies and private contractors requiring clearance status information and authorized to receive same; the Director of National Intelligence and his General Counsel in the event of litigation or anticipated litigation with respect to unauthorized disclosures of classified intelligence or intelligence sources and methods and related court actions; judicial branch elements pursuant to specific court orders or litigation.
</p><p>In addition, other government agencies or private contractors may be informed of information developed by NSA which bears on an assignee’s or affiliate’s status at NSA with regard to security considerations.
</p><p>To local law enforcement (county and State) and other Federal, State, or local agencies or departments for hiring purposes.
</p><p>To any entity or individual under contract with NSA/CSS for the purpose of providing security-related services.
</p><p>To any party, counsel, representative, and/or witness in any legal proceeding, where pertinent, to which DoD is a party before a court or administrative body (including, but not limited to, the Equal Employment Opportunity Commission and Merit Systems Protection Board).
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the NSA/CSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Social Security Number (SNN), or unique Security File number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts is controlled by limited-access facilities and lockable containers. Access to electronic means is limited and controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records containing no derogatory information are reviewed for retention 10 years after date of last action then destroyed; records containing derogatory information are reviewed for retention 25 years after last action then destroyed.
</p><p>Records are destroyed by pulping, burning, shredding, or erasure or destruction of magnet media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>The Associate Director for Security and Counterintelligence, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data provided by individual during employment and security processing; data provided by investigative service processing individual’s background; data provided by references, educational institutions and other sources named by individual or developed during background investigation; unsolicited data from any source where relevant; data provided by the Office of Personnel Management and other agencies, departments, and governmental elements involved in the conduct of National Agency checks and Local Agency checks; the Federal Bureau of Investigation; data developed by appropriate governmental elements in the course of a national security investigation or investigation into alleged violations of criminal statutes related to unauthorized disclosure of intelligence or protection of intelligence sources and methods; documents furnished by agency element sponsoring individual for access to specific classified information.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Individual records in this file may be exempt pursuant to 5 U.S.C. 552a (k)(2), (k)(5), and (k)(6), as applicable.
</p><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to the information exempt to the extent that disclosure would reveal the identity of a confidential source. <i>Note:</i> When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal or military service, if the disclosure would compromise the objectivity or fairness of the test or examination process may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process.
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="GNSA 11" toc="yes">
<systemNumber>GNSA 11</systemNumber>
<subsection type="systemName">NSA/CSS Time, Attendance and Absence (February 22, 1993, 58 FR 10531).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records contained in this system of records are covered by GNSA 08, NSA/CSS Payroll Processing File (June 8, 2009, 74 FR 27114).
</p></xhtmlContent></subsection></section>
<section id="GNSA 12" toc="yes">
<systemNumber>GNSA 12</systemNumber>
<subsection type="systemName">NSA/CSS Education, Training and Workforce Development
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location--National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p><p>Decentralized segments--Each staff, line, contract and field element as authorized and appropriate.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>NSA/CSS employees, personnel under contract, military assignees and other government employees, designees and military personnel as required and appropriate who attend courses or receive training by or under NSA/CSS sponsorship.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Files may consist of individual name, Social Security Number (SSN), employee identification number, date of birth, home address, home telephone number, education level, and scholastic achievements; forms; correspondence; memoranda; testing information (tests, test results, test grades); course grades; student course and instructor evaluations; course and class rosters/attendance rosters; grade reports; registration records requirements; course and training histories; rosters of individuals by skill community/specialty; attendance and time utilization reports for students and instructors; biographical sketches where required and appropriate; student disciplinary actions and complaints; waiver requests and responses; reimbursement and service agreements where appropriate; and other records related to civilian and military training as required and appropriate (<i>e.g.</i>, copies of contracts, Authorizations, Agreement, and Certification of Training forms, Economy Act Orders, welcome letters, course agendas; class schedules; visit request information; bus confirmation e-mail; course materials; e-print order for course material; Video Teleconferencing confirmation; and additional assessment tool forms.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 4101-4118, Training; E.O. 11348, Providing for the Further Training of Government Employees; Section 10 of Public Law 86-36, National Security Agency Act; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain training records necessary to assure the equitable selection and approval of employees for NSA/CSS training or sponsorship; to provide documentation concerning military crypto linguist resources and individual training, develop training requirements, refine training methods and techniques, and provide individual career and training counseling.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Portions of these files are made available to other governmental and non-governmental entities in support of training requirements.
</p><p>To contractor employees to make determinations as noted in the purposes above.
</p><p>In any legal proceeding, where pertinent, to which DoD is a party before a court or administrative body (including, but not limited to, the Equal Employment Opportunity Commission and Merit Systems Protection Board).
</p><p>The ‘DoD Blanket Routine Uses’ set forth at the beginning of NSA/CSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Social Security Number (SSN) or employee identification number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access to electronic means is limited and controlled by computer password protection. Access to information is limited to those individuals authorized and responsible for personnel management or supervision.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Primary System--Records are reviewed annually and retained or destroyed as appropriate. Copies of items of significance with respect to the individual are included in the Personnel File and retention is in accordance with the retention policies for that system. Items used as the basis of statistical studies or other research efforts may be retained indefinitely. Computer listings and records are purged and updated as required and appropriate.
</p><p>Decentralized System--Records are reviewed annually and retained or destroyed as appropriate. Individual’s file may be transferred to gaining organization if appropriate. Computer listings and records are purged and updated as required and appropriate.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>The Associate Director for Education and Training, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, supervisors, training counselors, instructors and other training personnel; other governmental entities nominating individuals for training; other training and educational institutions; Personnel File, and other sources as required and appropriate.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Individual records in this file may be exempt pursuant to 5 U.S.C. 552a(k)(1), (k)(5) and (k)(6), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.

</p></xhtmlContent></subsection></section><section id="GNSA 13" toc="yes">
<systemNumber>GNSA 13</systemNumber>

<subsection type="systemName">NSA/CSS Archival Records (February 22, 1993, 58 FR 10531).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The NSA Archives were set up to maintain historical information on NSA/CSS activities and does not maintain personal information about individuals. The information stored in the NSA Archives is indexed and routinely retrieved by subject matter. While the databases that contain the Archived information have the capability to do a keyword search on names, this type of search is rarely done.

</p></xhtmlContent></subsection></section><section id="GNSA 14" toc="yes">
<systemNumber>GNSA 14</systemNumber>
<subsection type="systemName">NSA/CSS Library Patron File Control System
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>;National Security Agency/Central Security Service, 9800 Savage Road,Ft. George G. Meade,
MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>NSA civilian employees, active duty military assignees to NSA, or contractors assigned to
NSA, who have approval of their contracting representative, are given permission to borrow items from the NSA/CSS library.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File consists of borrower’s name, Standard Identifier (SID), work organization, work telephone number, contracting sponsor’s name, and library materials borrowed.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 6 of the National Security Agency Act of 1959, Public Law 86-36, (codified at
50 U.S.C. Section 402 note); and Department of Defense Instruction 1015.10, Military Morale, Welfare, and Recreation (MWR)
Programs.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To track and administer the use of NSA/CSS library materials.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The `DoD Blanket Routine Uses’ set forth at the beginning of the NSA/CSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Standard Identifier (SID), or by title of the library material borrowed.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Access to electronic records is limited and controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Once a borrower has registered with the library, the borrower remains registered until he/she leaves the Agency. Disposal of records is accomplished by deletion from the database.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Advanced Intelligence Research Services, National Security Agency/Central Security
Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy
Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, mailing address, and signature.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should
address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office,
9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, mailing address, and signature.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published
at 32 CFR Part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom
of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Contents of the record are obtained from the individual borrower and from the Searchlight database.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Portions of this file may be exempt under 5 U.S.C. 552a(k)(4), as applicable.
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.

</p></xhtmlContent></subsection></section><section id="GNSA 15" toc="yes">
<systemNumber>GNSA 15</systemNumber>
<subsection type="systemName">NSA/CSS Computer Users Control System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Users of National Security Agency/Central Security Service computers and software.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The user’s name, Social Security Number, an assigned identification (I.D.) code, organization, work phone number, terminal identification, system name, programs accessed or attempted to access, data files used and date and time logged onto and off the system.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Subchapter III of the Federal Information Security Management Act of 2002 (Title III of Pub. L. 107-347); Subtitle III of 40 U.S.C., Information Technology Management; 10 U.S.C. 2224, Defense Information Assurance Program; E.O. 12333, as amended, United States Intelligence Activities; Department of Defense Directive 8500.1, Information Assurance; Department of Defense Instruction 8500.2, Information Assurance Implementation and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To administer, monitor, and track the use and access of NSA/CSS networks, computers, software, and databases. The records may also be used to identify the occurrence of and assist in the prevention of computer misuse.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To appropriate governmental agencies and the judicial branch where litigation or anticipated civil or criminal litigation is involved or where sensitive national security investigations related to protection of intelligence sources and methods are involved.
</p><p>The "DoD Blanket Routine Uses" set forth at the beginning of the NSA/CSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the user’s name, Social Security Number, or assigned identification (I.D.) code.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access to electronic means is controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Delete/destroy when agency determines they are no longer needed for administrative, legal, audit, or other operational purposes.
</p><p>Records are destroyed by pulping, burning, shredding, or erasure or destruction of electronic media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director, Enterprise Information Technology Services, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Contents of the record are obtained from the individual about whom the record pertains, from administrative personnel and computer system administrators, and a self-generated computer program.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Portions of this file may be exempt pursuant to 5 U.S.C. 552a(k)(2), as applicable.
</p><p>Investigative material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.

</p></xhtmlContent></subsection></section><section id="GNSA 16" toc="yes">
<systemNumber>GNSA 16</systemNumber>
<subsection type="systemName">NSA/CSS Drug Testing Program
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>National Security Agency/Central Security Service (NSA/CSS) applicants for employment and employees tested for the use of illegal drugs.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), an assigned identification code (I.D. code), organization, work phone number, and records relating to the selection, notification, and testing of covered individuals as well as urine specimens and drug test results.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 7302 note; 5 U.S.C. 7361, Drug abuse; E.O. 12564, Drug Free Workplace; DoD Directive 1010.9, DoD Civilian Employee Drug Abuse Testing Program; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system is used to maintain NSA/CSS Drug Program Coordinator records on the selection, notification, and testing for illegal drug use (<i>i.e.,</i> urine specimens, drug test results, chain of custody records, etc.) of employees and applicants for employment.
</p><p>Records contained in this system are also used by the employee’s Medical Review Official; the administrator of any Employee Assistance Program in which the employee is receiving counseling or treatment or is otherwise participating; and supervisory or management officials having authority to take adverse personnel action against such employee.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p><b>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</b></p><p>In order to comply with provisions of 5 U.S.C. 7301, DoD `Blanket Routine Uses’ do not apply to this system of records.
</p><p>To a court of competent jurisdiction where required by the United States Government to defend against any challenge against any adverse personnel action.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name, SSN, or I.D. code.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access to electronic means is limited and controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records relating to the selection of specific employees/applicants for testing, the scheduling of tests and negative test results are retained for three years and then destroyed by shredding, burning, or erasure in the case of electronic media. Positive test records are permanently retained.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>NSA Drug Program Coordinator, National Security Agency/Central Security Service, 9800 Savage Road, Fort George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, SSN, mailing address, and signature.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, SSN, mailing address, and signature.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial agency determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act (FOIA)/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Contents of the record are obtained from the individual about whom the record pertains, from laboratories that test urine specimens for the presence of illegal drugs, from supervisors and managers and other NSA/CSS employees, from confidential sources, and from other sources as appropriate and required.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section><section id="GNSA 17" toc="yes">
<systemNumber>GNSA 17</systemNumber>

<subsection type="systemName">NSA/CSS Employee Assistance Service Case Records.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Agency, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>NSA/CSS civilian employees, military assignees, and family members who voluntarily request counseling assistance. Non-NSA federal employees and third-party employees (foreign nationals) who are detailed to NSA/CSS.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Files consist of the individual’s full name, Social Security Number (SSN), address and case records compiled by counselor and patient questionnaires, questionnaires completed by private counselors to whom clients are referred, the records of medical treatment and services, correspondence with personal physicians and other care providers, NSA/CSS Medical Center reports, results of psychological assessment testing and interviews, psychiatric examination results and related reports.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. Section 301, Departmental Regulations; 5 U.S.C. Section 7301, Presidential Regulations and 7361-7362, Employee Assistance Program; 5 U.S.C. Sections 7901-7904, Services to Employees; 42 U.S.C. Sections 290dd-1-290dd-2, Confidentiality of records; 5 CFR part 792, Federal Employees’ Health and Counseling Programs; E.O. 12564, Drug Free Federal Workplace; E.O. 12196, Occupational safety and health programs for Federal employees, as amended and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Used by counselors to facilitate and record treatment, referral and follow-up on behalf of employees.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>In any legal proceeding, where pertinent, to which DoD is a party before a court or administrative body (including, but not limited to the Equal Employment Opportunity Commission and Merit Systems Protection Board).
</p><p>To any entity or individual under contract with NSA/CSS for the purpose of providing Employee Assistance Service related services.
</p><p><i>Note:</i> Record of the identity, diagnosis, prognosis, or treatment of any client/patient, irrespective of whether or when he ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided therein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974, in regard to accessibility of such records except to the individual to whom the record pertains. The DoD `Blanket Routine Uses’ that appear at the beginning of the NSA/CSS compilation of systems of records notices do not apply to these types of records.
</p><p><i>Note:</i> This system of records contains individually identifiable health information. The DoD Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the Health Insurance Portability and Accountability Act of 1996, applies to most such health information. DoD 6025.18-R may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974 or mentioned in this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By the individual’s name and/or SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Employee Assistance Service facilities are limited-access facilities for security-cleared personnel and visitors only. Facilities may also be patrolled or secured by guarded pedestrian gates and checkpoints. Inside of Employee Assistance Service office spaces, paper/hard-copy records are stored in locked containers with limited access. Access to electronic records is limited and controlled by password.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records of clients are retained locally (at Employee Assistance Service facilities/offices) and transferred to the NSA/CSS Records Center three years after case closure. Then, after five years, records are destroyed by pulping, burning, shredding, erasure or destruction of magnetic media.
</p><p>Records of clients who retire or separate are retained locally (at Employee Assistance Service facilities/offices) and transferred to the NSA/CSS Records Center one year after date of separation or retirement. Then, after five years, records are destroyed by pulping, burning, shredding, erasure or destruction of magnetic media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Employee Assistance Services, National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, SSN, mailing address, and signature.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, SSN, mailing address, and signature.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Primary sources are Employee Assistance Service counselors, the client and the client’s family. Other sources include other counselors and other individuals within NSA/CSS.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Portions of this system may be exempt under 5 U.S.C. 552a(k)(1), (k)(2), (k)(4) and (k)(5), as applicable.
</p><p>Information specifically authorized to be classified under E.O. 13526, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).
</p><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if any individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information exempt to the extent that disclosure would reveal the identity of a confidential source. <i>Note:</i> When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>Records maintained solely for statistical research or program evaluation purposes and which are not used to make decisions on the rights, benefits, or entitlements of any individual except for census records which may be disclosed under 13 U.S.C. 8, may be exempt pursuant to 5 U.S.C. 552a(k)(4).
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this records system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information, contact the system manager.

</p></xhtmlContent></subsection></section><section id="GNSA 18" toc="yes">
<systemNumber>GNSA 18</systemNumber>
<subsection type="systemName">Operations Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals identified in foreign intelligence, counterintelligence, or information system security reports and supportive materials, including individuals involved in matters of foreign intelligence interest, information systems security interest, the compromise of classified information, or terrorism.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records include individual’s name, Social Security Number (SSN), employee identification number; administrative information; biographic information; intelligence requirements, analysis and reporting; information systems security analysis and reporting; operational records; articles, public-source data, and other published information on individuals and events of interest to NSA/CSS; actual or purported compromises of classified intelligence; countermeasures in connection therewith; and identification of classified source documents and distribution thereof.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Agency Act of 1959, as amended (Pub. L. 86-36) (codified at 50 U.S.C. 402 note); E.O. 12333, as amended, United States Intelligence Activities; E.O. 13526, Classified National Security Information; National Security Directive 42, National Policy for the Security of National Security Telecommunications and Information Systems; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain records on foreign intelligence, counterintelligence, and information systems security matters relating to the mission of the National Security Agency.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To U.S. Government agencies, and in some instances foreign government agencies or their representatives, to provide foreign intelligence, counterintelligence, information systems security information, and other information.
</p><p>To U.S. Government officials regarding compromises of classified information including the document(s) apparently compromised, implications of disclosure of intelligence sources and methods, investigative data on compromises, and statistical and substantive analysis of the data.
</p><p>To any U.S. Government organization in order to facilitate any security, employment, detail, liaison, or contractual decision by any U.S. Government organization.
</p><p>Records may further be disclosed to agencies involved in the protection of intelligence sources and methods to facilitate such protection and to support intelligence analysis and reporting.
</p><p>The DoD `Blanket Routine Uses’ published at the beginning of the NSA/CSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is retrieved by individual’s name, Social Security Number (SSN), and/or employee identification number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access to electronic means is controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Intelligence Reports: Permanent, transfer to the NSA/CSS Records Center when 5 years old and transfer to the National Archives and Records Administration when 50 years old.
</p><p>Intelligence Products: Permanent, transfer to the NSA/CSS Records Center when 5 years old and transfer to the National Archives and Records Administration when 50 years old.
</p><p>Intelligence Collection Records: Temporary, transfer to NSA/CSS Records Center annually, review every 5 years for destruction. Production records: Temporary, review every 5 years for destruction.
</p><p>Records are destroyed by pulping, burning, shredding, or erasure or destruction of magnet media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals themselves; U.S. agencies and organizations; media, including periodicals, newspapers, and broadcast transcripts; public and classified reporting; intelligence source documents; investigative reports; and correspondence.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).
</p><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information exempt to the extent that disclosure would reveal the identity of a confidential source. NOTE: When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.

</p></xhtmlContent></subsection></section><section id="GNSA 19" toc="yes">
<systemNumber>GNSA 19</systemNumber>
<subsection type="systemName">NSA/CSS Child Development Services.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Children and their sponsors (NSA/CSS civilian employees, military assignees, non-appropriated fund instrumentality (NAFI) personnel, employees of other Federal agencies, and contractor employees); and individual day care providers at the NSA/CSS day care facility.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records kept on the child include: Enrollment information and attendance records; medical care authorizations; names of family members; preferred activities and foods; photos; emergency forms and release authorizations; child care information as reported by the sponsor; physical health information, including allergies; custody paperwork (if applicable); special needs instructions; progress and report cards; and incident reports of injuries.
</p><p>Records kept on the sponsor include: Sponsor’s name, grade or rank; Social Security Number; home and work addresses; home and work telephone numbers; contact information; employment affiliation (civilian, military, other, etc.); application identification number; photos; and comments/remarks related to the sponsor’s status on the waiting list. Similar information is kept on other family members, as provided by the sponsor.
</p><p>Records kept on day care providers and other contractors include: Name; home and work addresses; home, cellular, and work telephone numbers; e-mail addresses; citizenship; date and place of birth; Social Security Number; physical characteristics; military service records; previous employment/duty/volunteer experience; results of local and national security/police file checks; drug, alcohol use, and mental health information; and vendor employment application forms, which include references, automobile operator’s and educational information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DoD Instruction 6060.2, Child Development Programs; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To develop childcare programs that meet the needs of NSS/CSS employees and their families; provide child and family program eligibility and background information; record consent for access to emergency medical care and information. Information may also be used to verify health status of children, verify immunizations, note special program requirements, compliance with USDA food standards. Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
</p><p>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:
</p><p>The ‘DoD Blanket Routine Uses’ set forth at the beginning of the NSA/CSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper files and on electronic mediums.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By parent or child’s name, and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The NSA/CSS Fort Meade facility is secured by a series of guarded pedestrian gates and checkpoints. Access to the facility is limited to security cleared personnel and escorted visitors only. Within the facility itself, access to paper and computer printouts is controlled by limited-access facilities and lockable containers. Access to electronic mediums is controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (until NARA has approved a retention and disposal schedule for these records, the records will be treated as permanent).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Contracting Officer’s Representative for Children’s World Learning Center, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals themselves; parents or guardians of individuals enrolled in day care programs; NSA personnel; medical providers who have provided information about family members needing or receiving care; and contractor personnel and/or teachers.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section><section id="GNSA 20" toc="yes">
<systemNumber>GNSA 20</systemNumber>
<subsection type="systemName">NSA Police Operational Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>NSA Police Officers; civilian DoD employees; military assignees; employees of other Federal agencies or military departments; contractor employees, non-appropriated fund instrumentality employees; family members of the afore-mentioned categories; owners or operators of vehicles entering or attempting to enter on or near NSA occupied areas; individuals arrested on or near NSA occupied areas; individuals suspected of posing a threat to the safety of NSA persons or property; and individuals cited for violations of NSA security regulations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), address, organization (or affiliation), dates of visit, type of badge issued, vehicle license plate number, phone number, date and place of birth, work center assigned, case number; information from Police inventory control documents (to include weapon and radio serial numbers, police officer’s name, and police officer’s assigned shift), Incident Reports, Security Information Reports, reports of security violations, arrest reports, CTC vehicle registration files, accident reports, suspect data file/reports, missing property reports, traffic/parking tickets, access control information, equipment inspection logs and similar documents or files.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Agency Act of 1959, Public Law 86-36 (50 U.S.C. 402 note); 40 U.S.C. 1315, Law enforcement authority of Secretary of Homeland Security for protection of public property; 32 CFR Part 228, Security Protective Force; E.O. 12333, as amended, United States Intelligence Activities, DoD-D 5100.20, National Security Agency/Central Security Service; DoD-I 5200.8, Security of DoD Installations and Resources; DoD-R 5240.1, Procedures Governing the Activities of DoD Intelligence Components that Affect United States Persons; NSA/CSS Policy 5-7, Badge Identification System; NSA/CSS Policy 5-8, Use and control of firearms/Use of Force; E.O. 9397(SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain records relating to the operations of the NSA Police for the purpose of providing reports for and on personnel and badge information of the current tenants of NSA/CSS facilities; to create and track the status of visit requests and the issuance of visitor badges; to identify employees and visitors at the entrances of the gated facility; to track inside the NSA/CSS facility authorized NSA/CSS employee and visitor badges as they are used to pass through automated turnstile system, access office suites and other work areas; to track any unsolicited contacts with the NSA/CSS; to track the investigation and determination of any wrongdoing or criminal activities by NSA/CSS employees or facility visitors; and to compile such statistics and reports on the number of unauthorized attempts to access NSA facilities, the number of security violations and arrests, the number of visitors, and reports of a similar nature.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal agencies to facilitate security, employment, detail, liaison, or contractual determinations as required, and in furtherance of, NSA police operations.
</p><p>To Federal agencies involved in the protection of intelligence sources and methods, such as in counterintelligence investigations, to facilitate such protection.
</p><p>The DoD ‘Blanket Routine Uses’’ published at the beginning of the NSA/CSS’s compilation of record systems also apply to this record system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper files and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, organization (or affiliation), dates of visit, type of badge issued, Social Security Number (SSN), vehicle license plate number, home address and phone number, date and place of birth, work center assigned, subject matter, and case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. With the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access to electronic means is controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are periodically reviewed for retention. Records having no evidential, informational, or historical value or not required to be permanently retained are destroyed. Visitor passes and campus access files are destroyed when 15 years old. Physical security compromise reports are destroyed 10 years from time of incident. Files relating to exercise of police functions are destroyed when three years old. Reports relating to arrests are destroyed when two years old. Routine police investigations and Guard Service Control files are destroyed when one year old. Destruction is by pulping, burning, shredding, or erasure or destruction of magnetic media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Director for Security &amp; Counterintelligence, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals themselves; victims, witnesses, investigators, Security Protective Force, and other Federal or State agencies and organizations.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to the information exempt to the extent that disclosure would reveal the identity of a confidential source. </p><p><i>Note:</i> When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>Records maintained solely for statistical research or program evaluation purposes and which are not used to make decisions on the rights, benefits, or entitlement of an individual except for census records which may be disclosed under 13 U.S.C. 8, may be exempt pursuant to 5 U.S.C. 552a(k)(4).
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. This provision allows protection of confidential sources used in background investigations, employment inquiries, and similar inquiries that are for personnel screening to determine suitability, eligibility, or qualifications.
</p><p>An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2) and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact Ms. Anne Hill, Privacy Act Officer, NSA/CSS Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20766-6248.

</p></xhtmlContent></subsection></section><section id="GNSA 21" toc="yes">
<systemNumber>GNSA 21</systemNumber>
<subsection type="systemName">NSA/CSS Morale, Welfare, and Recreation (MWR) and Non-appropriated Fund Instrumentality (NAFI) Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian DoD employees, non-appropriated fund instrumentality employees, employees of other Federal agencies or military departments, contractor employees, and dependents of these individuals, and personnel authorized to use DoD-sponsored MWR services and participate in NAFI sponsored activities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records include information on members, participants, patrons, and other authorized users to include name, address, phone number, Social Security Number (SSN), organization, correspondence; membership applications; special activity applications; accounts receivable records; loan information; dishonored check listings; and investigatory reports involving abuse of facilities.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Agency Act of 1959, Public Law 86-36 (50 U.S.C. 402 note), as amended; DoD Instruction 1015.08, DoD Civilian employee Morale, Welfare, and Recreation (MWR) Activities and Supporting Nonappropriated Fund Instrumentalities; DoD Instruction 1015.10, Military Morale, Welfare, and Recreation (MWR) Programs; NSA/CSS Policy 4-2, NSA/CSS Civilian Morale, Welfare, and Recreation Program; and E.O. 9397, as amended (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To develop MWR programs and NAFI to promote and provide a centrally managed, well-rounded MWR program to help ensure the mental and physical well being of its civilian and military personnel and to provide programs and resources through financial support from both appropriated and non-appropriated funds. Information will be used to maintain records necessary for the administration of MWR programs and NAFI.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD `Blanket Routine Uses’ set forth at the beginning of the NSA/CSS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, organization (or affiliation), Social Security Number (SSN), home address and phone number, and subject matter.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The NSA/CSS Fort Meade facility is secured by a series of guarded pedestrian gates and checkpoints. Access to the facility is limited to security cleared personnel and escorted visitors only. Within the facility itself, access to paper and computer printouts is controlled by limited-access facilities and lockable containers. Access to electronic mediums is controlled by computer password protection.
</p><p>Access to information is limited to those individuals specifically authorized and granted access by NSA/CSS regulations. For records on the computer system, access is controlled by passwords and limited to authorized personnel only.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained for 6 years and 3 months, and then destroyed by pulping, burning, shredding, or erasure of magnetic media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Director for Installations and Logistics, National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN) and mailing address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual patrons/users of a service, and activity record.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section><section id="GNSA 22" toc="yes">
<systemNumber>GNSA 22</systemNumber>
<subsection type="systemName">Garnishment Processing Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD civilian employees, employee dependents.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records include correspondence, type of garnishment, individual court withholding notices or court orders, garnishment orders, child support account numbers, records on employees and dependents to include name, Social Security Number (SSN), address, and phone number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>44 U.S.C. 3101, Records management by agency heads; general duties; 5 U.S.C. 5520a, Garnishment of Pay; 42 U.S.C. 659, Consent by United States to income withholding, garnishment, and similar proceedings for enforcement of child support and alimony obligations; 5 CFR part 581, Processing Garnishment Orders for Child Support and/or Alimony; 32 CFR part 112, Indebtedness of Military Personnel; and E.O. 9397 (SSN) as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain records relating to the processing of court orders for the garnishment of wages.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To State child support agencies, in response to their written requests for information regarding the gross and disposable pay of civilian employees, for purposes of assisting agencies in the discharge of their responsibilities under Federal and State law.
</p><p>To the Internal Revenue Service to report taxable earnings and taxes withheld, accounting, and tax audits and to compute or resolve tax liability or tax levies.
</p><p>To private collection contactors to locate a taxpayer and to collect or compromise a claim against, or debt of, the taxpayer.
</p><p>To consumer or commercial reporting agency in accordance with the Debt Collection Improvement Act of 1996.
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the NSA/CSS’s compilation of record systems also apply to this record system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in paper files and electronic media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Social Security Number (SSN), State of jurisdiction, court of jurisdiction, child support account number, organization, and type of garnishment.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. With the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access to electronic means is controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are periodically reviewed for retention. Records having no evidential, informational, or historical value or not required to be permanently retained are destroyed. Garnishment and Levy notices are destroyed three years from termination date. Destruction is by pulping, burning, shredding, or erasure or destruction of magnetic media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals. Federal/State agencies and collection agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section><section id="GNSA 23" toc="yes">
<systemNumber>GNSA 23</systemNumber>
<subsection type="systemName">NSA/CSS Operations Security Support Program and Training Files (May 19, 2008, 73 FR 28804).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The category of records in this system has substantially changed. The Interagency Operations Security Support Staff now collects and maintains only name and business information (work address, work telephone number, work fax number, and agency/organization/affiliate). Social Security Numbers are no longer collected and personal and home information is no longer maintained. As the Interagency Operations Security Support Staff no longer collects and maintains personally identifiable information, this notice can be deleted.

</p></xhtmlContent></subsection></section><section id="GNSA 24" toc="yes">
<systemNumber>GNSA 24</systemNumber>
<subsection type="systemName">NSA/CSS Pre-Publication Review Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former NSA/CSS employee, advisor, military assignee, or Agency contractor; other authors obligated to submit writings or oral presentations for pre-publication review; and individuals involved in pre-publication review.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s full name, home telephone number, address, employment history, and level of education (type of degree), case number, manuscripts and other writings submitted for pre-publication review, correspondence on pre-publication requests and appeals, and resumes.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>National Security Agency Act of 1959, Public Law 86-36 (50 U.S.C. 402 note, National Security Council); 50 U.S.C. 403-1, Responsibilities and Authority of the Director National Intelligence; DoD Directive 5230.09, Clearance of DoD Information for Public Release; E.O. 12333, as amended, United States Intelligence Activities; E.O. 13526, Classified National Security Information; and NSA/CSS Policy 1-30, Review of NSA/CSS Information for Public Dissemination.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain records relating to the pre-publication review of official NSA/CSS information intended for public dissemination.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal agencies involved in a classification review of information containing National Security Agency as well as other agency and/or government information.
</p><p>The DoD ‘Blanket Routine Uses’ published at the beginning of the NSA/CSS’s compilation of record systems also apply to this record system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name, title of the pre-publication document, and the case number assigned to the pre-publication review request.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. With the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access to electronic means is controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are permanently retained and will be transferred to the NSA/CSS Archives when no longer needed for operations.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Associate Director for Policy and Records, National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, address and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals and other NSA personnel involved in the publications review process.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section><section id="GNSA 25" toc="yes">
<systemNumber>GNSA 25</systemNumber>

<subsection type="systemName">NSA/CSS Travel Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: National Security Agency/Central Security Service (NSA/CSS), 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p><p>Decentralized segments: Defense Intelligence Agency (DIA) Headquarters and DIA field elements as authorized and appropriate. For official mailing address for any of the decentralized system locations, write to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All NSA/CSS and DIA civilian employees, military assignees, and dependents who perform travel, Temporary Duty (TDY) or Permanent Change of Station (PCS); public and private sector individuals traveling under invitational travel orders, and other DoD activities supported by DIA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records relating to official travel of individuals, including, orders, travel vouchers, travel itineraries, transportation requests, claim data, travel charge card, Requests for Travel Authorization (RTA)/Expense Report, and direct deposit information. Records may contain individual’s name, Social Security Number (SSN), organizational designator, office phone numbers and home address.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. Chapter 57, Travel, Transportation and Subsistence; 10 U.S.C. Chapter 157, Transportation; 37 U.S.C. Section 481, Travel and Transportation Allowances: Administrative Provisions; 41 CFR, Chapters 300-304, the Federal Travel Regulations and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used in administering the travel program, managing and tracking funds, and accounting for employee status for pay and leave, while on travel.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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: To Federal agency or private sector organizations employing the traveler for funds control, personnel administration, or program management purposes.
</p><p>To banking establishments for the purpose of facilitating direct deposit and to confirm billing or expense data.
</p><p>To Government and private sector entities to provide for or facilitate transportation, lodging, relocation or related travel services.
</p><p>To Federal, State, and Local government agencies for taxing, audit, or oversight purposes.
</p><p>To any entity or individual under contract with NSA/CSS for the purpose of providing travel-related services.
</p><p>To any party, counsel, representative, and/or witness, in any legal proceeding, where pertinent, to which DoD is a party before a court or administrative body (including, but not limited to, the Equal Employment Opportunity Commission and Merit System Protection Board).
</p><p>The DoD `Blanket Routine Uses’ published at the beginning of the NSA/CSS’s compilation of record systems also apply to this record system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name and/or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access to electronic means is controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained for 6 years then destroyed. Records are destroyed by pulping, burning, shredding, erasure or destruction of magnet medial.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief Corporate Travel Service, National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine if records about themselves are contained in this record system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act and Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquires should include individuals full name, mailing address, telephone number and signature.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquires should include individuals full name, address, telephone number and signature.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Deputy Associate Director for Policy and Records, National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is collected from the individual and the individual’s supervisor, the hiring activity’s personnel office, and from travel and expense forms.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to the information exempt to the extent that disclosure would reveal the identity of a confidential source. </p><p><i>Note:</i> When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>Records maintained solely for statistical research or program evaluation purposes and which are not used to make decisions on the rights, benefits, or entitlement of an individual except for census records which may be disclosed under 13 U.S.C. 8, may be exempt pursuant to 5 U.S.C. 552a(k)(4).
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.

</p></xhtmlContent></subsection></section><section id="GNSA 26" toc="yes">
<systemNumber>GNSA 26</systemNumber>

<subsection type="systemName">NSA/CSS Accounts Receivable, Indebtedness and Claims.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former civilian employees, current and former military assignees, dependents of employees, military assignees, and other individuals who may be indebted to the National Security Agency/Central Security Service (NSA/CSS),another government agency, or have a claim pending against NSA/CSS.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records maintained in this system include documentation pertaining to telephone bills; dishonored checks; erroneous payments; property losses and damages; administratively determined indebtedness; cash collection vouchers; correspondence from or to the debtor or claimant; applications for waiver of erroneous payments or for remission of indebtedness with supporting documentation; claims of individuals requesting additional payments with supporting documentation; and litigation records or reports from probate courts and bankruptcy courts. Records may contain names, Social Security Numbers (SSNs), debt amounts, interest and penalty amounts, debt reasons, debt status, demographic information, such as grade or rank, sex, date of birth, duty and home address, and any other information necessary to identity the individual, the amount, and the history of the claim or debt.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. Chapter 55, subchapter II, Pay Administration, Withholding Pay; 31 U.S.C. Chapter 35, Accounting and Collection; 31 U.S.C. Chapter 37, Claims; 31 CFR Part 285, Debt Collection Authorities Under the Debt Collection Improvement Act of 1996; 31 CFR 31, Parts 900-904, Federal Claims Collection Standards, and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To support the NSA/CSS debt management program in identifying, recovering, and collecting debts owed by individuals to the U.S. government, as appropriate.
</p><p>To manage, evaluate and process claims against NSA/CSS.
</p><p>Also used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness and conducting research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the U.S. Government Accountability Office, the U.S. Department of Justice, Internal Revenue Service, U.S. Department of the Treasury, or other federal agencies for further collection action on any delinquent account when circumstances warrant.
</p><p>To any entity or individual under contract with NSA/CSS for the purpose of providing debt management related services.
</p><p>To the U.S. Department of Treasury (DOT) for centralized administrative or salary offset, including the offset of federal income tax refunds, for the purpose of collecting debts owed the U.S. Government; to the DOT contracted private collection agencies for the purpose of obtaining collection services, including administrative wage garnishment in accordance with the Debt collection Improvement Act of 1996 (Pub. L. 104-134) to recover moneys owed to the U.S. Government.
</p><p>To any party, counsel, representative, and/or witness, in any legal proceeding, where pertinent, to which DoD is a party before a court or administrative body including, the Equal Employment Opportunity Commission and Merit System Protection Board.
</p><p>The DoD `Blanket Routine Uses’ published at the beginning of the NSA/CSS’s compilation of record systems also apply to this record system.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) 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)). The purpose of such disclosures is to aid in the collection of outstanding debts owed to the Federal Government. The disclosures typically provide an incentive for debtors to repay delinquent Federal Government debts by making these debts part of their credit records.
</p><p>All disclosures are limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number (SSN)); the amount, status, and history of the claim, and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report. Any such disclosures will only be made after the procedural requirement of 31 U.S.C. 3711(f), Collection and Compromise has been followed.
</p><p>Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
</p><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By Name, Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access to electronic means is controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records relating to claims and the waiver of claims against the United States are retained for 6 years and 3 months and then destroyed.
</p><p>Records relating to claims due to the United States paid in full are retained 6 years and 3 months and then destroyed.
</p><p>Records relating to claims that are affected by a court order or that are subject to litigation are destroyed when the court order is lifted, litigation is concluded or when 6 years and 3 months old, whichever is later.
</p><p>All records are destroyed by pulping, burning, shredding, or erasure or destruction of magnet medial.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Accounts Receivable, National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine if records about themselves are contained in this record system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquires should include individual’s full name, address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this record system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquires should include individual’s full name, address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is collected from the individual and the individual’s supervisor, the hiring activity’s personnel office and/or finance office, and from travel and expense forms.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to the information exempt to the extent that disclosure would reveal the identity of a confidential source. NOTE: When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>Records maintained solely for statistical research or program evaluation purposes and which are not used to make decisions on the rights, benefits, or entitlement of an individual except for census records which may be disclosed under 13 U.S.C. 8, may be exempt pursuant to 5 U.S.C. 552a(k)(4).
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.

</p></xhtmlContent></subsection></section><section id="GNSA 27" toc="yes">
<systemNumber>GNSA 27</systemNumber>
<subsection type="systemName">Information Assurance Scholarship Program.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals and institutions who apply for recruitment scholarships, retention scholarships or grants under the DoD Information Assurance Scholarship Program (IASP).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual information to include: Title, full name, Social Security Number (SSN), current address, permanent address, phone number, cell phone number, e-mail address, office address, office phone number, office fax number, office e-mail address; self-certification of U.S. citizenship; security clearance information; resume (to include activities such as community outreach, volunteerism, athletics, etc.); veterans status; letters of reference/recommendations; personal goal statement; list of awards and honors.
</p><p>Educational information to include: Official transcripts from all schools attended; Scholastic Assessment Test (SAT) and Graduate Record Examination (GRE) test scores; list of previous schools attended and degree/certification; self-certification of enrollment status at a Center for Academic Excellence (CAE) to included anticipated date of graduation, proposed university(ies) and proposed degree to include start date, student status and anticipated date of graduation.
</p><p>Work related information to include: Current supervisor’s name, office title, office address, office phone number, office fax number, office e-mail address; office of primary responsibility, name, position title, office address, e-mail, and phone number; application for the position the individual will fill on completion of the program and the desired DoD Agency; and Continued Service Agreement.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 2200, Programs; purpose; 10 U.S.C. 7045, Officers of the other armed forces; enlisted members: admission; DoDI 8500.2, Information Assurance (IA) Implementation and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain records relating to the processing and awarding of recruitment scholarships, retention scholarships or grants under the DoD Information Assurance Scholarship Program (IASP) to qualified applicants and institutions. This system is also used by management for tracking and reporting.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:  To authorized DoD hiring officials to facilitate the recruiting of DoD IASP award recipients into federal service for the purpose of fulfilling the DoD IASP mission.
</p><p>Disclosure to consumer reporting agencies:
</p><p>Disclosures pursuant to 5 U.S.C. 552a(b)(12), Records maintained on individuals, 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)). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government, typically to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records.
</p><p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number (SSN)); the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the NSA/CSS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by the individual’s name, SSN, institution’s name and/or year of application.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts is controlled by limited-access facilities and lockable containers. Access to electronic means is limited and controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained for five years after the grant is completed and/or payment obligation as annotated in the student agreement is completed. Records are destroyed after five years by pulping, burning, shredding, or erasure or destruction of magnetic media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>DoD IASP Executive Administrator, National Security Agency/Central Security Service, 9800 Savage Road, Fort George G. Meade, Maryland 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether records about themselves is contained in this record system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, Maryland 20755-6248.
</p><p>Written requests should contain the individual’s name, address, scholarship award year and type, and the institution attended. All requests must be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, Maryland 20755-6248.
</p><p>Requests should include individual’s name, address, scholarship award year and type, and the institution(s) attended. All requests must be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial agency determinations may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act (FOIA)/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals, via the DoD IASP recruitment or retention application process; Centers for Academic Excellence (CAE)/Institutions via the grants application process.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.

</p></xhtmlContent></subsection></section><section id="GNSA 28" toc="yes">
<systemNumber>GNSA 28</systemNumber>
<subsection type="systemName">Freedom of Information Act, Privacy Act and Mandatory Declassification Review Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who submit Freedom of Information Act (FOIA) requests, Privacy Act (PA) requests, and Mandatory Declassification Review (MDR) requests or administrative appeals. Individuals whose requests and/or records have been referred to the National Security Agency/Central Security Service (NSA/CSS) by other agencies and in some instances includes attorneys representing individuals submitting such requests and appeals.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records created or compiled in response to FOIA, PA, MDR requests and administrative appeals. Records include the original requests and administrative appeals, responses to such requests and administrative appeals, copies of requested records and records under administrative appeal, all related memoranda, correspondence, notes and any related or supporting documentation; name of requester or appellant, home address, home phone numbers, Social Security Numbers (SSN), case number, and name and address of attorney representing a requester or appellant.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552, Freedom of Information Act; 5 U.S.C. 552a, The Privacy Act of 1974 (as amended); E.O. 13526, Classified National Security Information; DoD 5400.7-R, Department of Defense Freedom of Information Act Program; DoD 5400.11-R, Department of Defense Privacy Program; NSA/CSS Policy 1-5; NSA/CSS Freedom of Information Act Program; NSA/CSS Policy 1-34; Implementation of the Privacy Act of 1974; NSA/CSS Policy 1-15, Mandatory Declassification Review Program; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system is maintained for the purpose of processing requests and administrative appeals under the FOIA, PA, and MDR; for participating in Interagency Security Classification Appeals Panel (ISCAP) review of MDR; for participating in litigation regarding agency actions on such FOIA and PA requests and appeals, and to provide information for compiling reports.
</p><p><b>Routine Uses of Records Maintained in the System, Including Categories of Users and the Purposes of Such Uses:
</b></p><p>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:
</p><p>Information in this system may be provided to other Federal agencies when it is necessary to coordinate responses.
</p><p>The DoD `Blanket Routine Uses’ set forth at the beginning of the NSA/CSS compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the name of the requester or appellant, the number assigned to the request or appeal, and in some instances may be retrieved by the name of the attorney representing the requester or appellant.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access to electronic means is limited and controlled by computer password protection, as well as other access controls placed on specific case types.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p><b>FOIA and MDR records:
</b></p><p>Granted access--destroy 2 years after date of Agency reply. Denied access, but no appeal by requester--destroy 6 years after date of Agency reply. Contested records--destroy 6 years after final denial by Agency, or 3 years after final adjudication by courts, whichever is later.
</p><p><b>Privacy Act Records:
</b></p><p>Granted access--destroy 2 years after date of Agency reply. Denied access, but no appeal by requester--destroy 5 years after date of Agency reply. Contested records--destroy 4 years after final denial by Agency, or 3 years after final adjudication by courts, whichever is later.
</p><p>Records are destroyed by pulping, burning, shredding, or erasure or destruction of magnet media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Associate Director, Policy and Records, National Security Agency/Central Security Service, 9800 Savage Road, Fort George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether records about themselves is contained in this record system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written requests should contain the individual’s full name, individual’s full name who is the subject of the record if different from the requester, current address and telephone number. All requests must be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written requests should contain the individual’s full name, individual’s full name who is the subject of the record if different from the requester, current address and telephone number. All requests must be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial agency determinations may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act (FOIA)/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is collected from the individual requesters, agency officials, and other Federal agencies that have referred requests concerning NSA/CSS records, or have consulted with NSA/CSS regarding the handling of particular requests.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>During the course of an FOIA/Privacy Act and/or MDR action, exempt materials from other system of records may become part of the case records in this system of records. To the extent that copies of exempt records from those other systems of records are entered into these case records, NSA/CSS hereby claims the same exemptions for the records as claimed in the original primary system of records of which they are a part.
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2) and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager.

</p></xhtmlContent></subsection></section><section id="GNSA 29" toc="yes">
<systemNumber>GNSA 29</systemNumber>
<subsection type="systemName">NSA/CSS Office of Inspector General Investigations and Complaints.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Persons who are interviewed by or provide information to the Office of the Inspector General; persons who are the subjects of Inspector General reviews, inquiries, or investigations; persons involved with matters under investigation by the Office of the Inspector General, and persons who have filed grievances with the Office of the Inspector General.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), employee identification number, date of birth, place of birth, and investigative case number. Investigative files, hotline complaints, inquiries, and/or investigative reports pertaining to complaints, allegations of fraud, waste, abuse, mismanagement, malfeasance, or reprisal as pertaining to NSA/CSS personnel, procedures, policies, or programs. Files may contain Reports of Investigation; testimony; rights waivers; letters; emails; memoranda; and working papers regarding, developed, or obtained as a result of investigation or complaint wherein someone has made allegations involving fraud, waste, abuse, mismanagement, employee misconduct, reprisal, or other matters involving alleged violations of law, rules or regulations pertaining to NSA/CSS personnel, programs, and/or procedures.
</p><p>Letters/transcriptions of complaints, allegations and queries, letters of appointment, reports of reviews, inquiries and investigations with supporting attachments; exhibits and photographs, record of interviews, witness statements, agent notes, confidential source documents, subpoenas, reports of legal review of case files, congressional responses, memoranda, letters of rebuttal from subjects of investigations, financial documentation, personnel information, administrative information, adverse information, and technical reports.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Public Law 95-452, The Inspector General Act of 1978, as amended; DoD Directive 5106.04, Combatant Command Inspectors General; NSA/CSS Office of the Inspector General (NSA/CSS Policy 1-60); Whistleblower Protection (NSA/CSS Policy 1-62); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used to investigate allegations of misconduct or wrongdoing by NSA/CSS personnel related to violations of laws, rules, or regulations or pertaining to mismanagement, waste of funds, fraud or mismanagement on the part of persons assigned or detailed to NSA/CSS and to provide information to NSA/CSS management regarding personnel matters and for evaluating current and proposed programs, policies, and activities, assignments, and requests for awards or promotions.
</p><p>Records are used to effect corrective personnel or other administrative action; to provide facts and evidence upon which to base prosecution; to provide information to other investigative elements of the Department of Defense, other Federal, State, or local agencies having jurisdiction over the substances of the allegations or a related investigative interest; to provide information upon which determinations may be made for individuals’ suitability for various personnel actions including but not limited to retention, promotion, assignment, retirement, or selection for sensitive or critical positions in the Armed Forces or Federal service.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To appropriate officials within the Intelligence Community and other Federal departments, agencies, inspectors general, and elements thereof to the extent that the records concern NSA/CSS funds, personnel, property programs, operations, or contracts or when relevant to the official responsibilities of those organizations and entities, regarding personnel matters, and to evaluate current and proposed programs, policies and activities, selected assignments and requests for awards or promotions.
</p><p>To Federal, state, local, foreign or international agencies, or to an individual or organization, when necessary to elicit information relevant to an NSA/CSS Inspector General investigation, inquiry, decision, or recommendation.
</p><p>To the Department of Justice or any other agency responsible for representing NSA/CSS interests in connection with a judicial, administrative, or other proceeding.
</p><p>To the Department of Justice or other Intelligence Community Inspector General or agency to the extent necessary to obtain information or advice on any matter relevant to an Office of the Inspector General investigation.
</p><p>To the President’s Foreign Intelligence Advisory Board and the Intelligence Oversight Board, and any successor organizations, when requested by those entities, or when the Inspector General determines that disclosure will assist in the performance of their oversight functions.
</p><p>Records in the system may be disclosed to members of the President’s Council on Integrity and Efficiency or the Executive Council on Integrity and Efficiency for peer review and the preparation of reports to the President and Congress on the activities of the Inspectors General.
</p><p>The DoD `Blanket Routine Uses’ published at the beginning of the NSA/CSS’s compilation of systems of records also apply to this records system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Social Security Number (SSN), employee identification number, or investigative case number. Information may be retrieved from this system of records by automated or hand searches based on existing indices, and by automated means utilized in the normal course of business.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Inside the offices housing Office of Inspector General records, paper/hard-copy records are stored in locked containers with limited access, and access to electronic records is limited and controlled by password.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Formal investigations: Temporary, stored at NSA/CSS, and destroyed when 65 years old.
</p><p><b>Complaints about an employee (not requiring a formal Agency investigation):
</b></p><p>Temporary, maintained at NSA/CSS and destroyed two years after employee separates from NSA/CSS.
</p><p>Records are destroyed by pulping, burning, shredding, or erasure or destruction of magnetic media.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Inspector General, National Security Agency/Central Security Service, 9800 Savage Road, Fort George G. Meade, Maryland 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, Maryland 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN), mailing address, and signature.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, Maryland 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, Social Security Number (SSN), mailing address, and signature.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial agency determinations are published at 32 CFR Part 322 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is supplied by the individual making the complaint; personnel records and documentation; subjects and suspects of NSA/CSS investigations; and interviews of witnesses, victims, and confidential sources. Record sources also include all types of records and information maintained by all levels of government, private industry, and non-profit organizations reviewed during the course of the investigation or furnished the NSA/CSS; and any other type of record deemed necessary to complete the NSA/CSS investigation.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if any individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. NOTE: When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this records system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR Part 322. For additional information, contact the system manager.

</p></xhtmlContent></subsection></section><section id="GNSA 30" toc="yes">
<systemNumber>GNSA 30</systemNumber>
<subsection type="systemName">Congressional, Executive, and Political Inquiry Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals or organizations that have authorized Members/Staff of Executive Branch Agencies of Government to make inquiries on their behalf.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records contain representative’s name, constituent’s name, details surrounding the issue being researched. The records may also contain the constituent’s home address, home telephone number, or related personal information provided by constituent/representative making the inquiry.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DoD Directive 5400.04, Provision of Information to Congress; and DoD Instruction 5400.04, Provision of Information to Congress.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is collected to reply to inquiries and to determine the need for and course of action to be taken for resolution.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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. 552(a)(b)(3) as follows:
</p><p>Information is furnished in reply to a Member/Staff of Executive Branch Agencies of Government who wrote to NSA on behalf of the constituent and who use it to respond to the constituent.
</p><p>To Federal government agencies having cognizance over or authority to act on the issues involved.
</p><p>The DoD Blanket Routine Uses published at the beginning of the NSA/CSS’s compilation of record systems may apply to this records system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by constituent’s name or representative’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts is controlled by limited-access facilities and lockable containers. Access to electronic records is limited and controlled by computer password protection.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained for 10 years and then destroyed. Paper records are destroyed by pulping, burning, or shredding. Magnetic media is erased or destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Director for Legislative Affairs, National Security Agency/Central Security Service, 9800 Savage Road, Fort George G. Meade, MD 20755-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, mailing address, telephone number and signature.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves that is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, Suite 6248, 9800 Savage Road, Ft. George G. Meade, MD 20755-6248.
</p><p>Written inquiries should contain the individual’s full name, mailing address, telephone number and signature.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The NSA/CSS rules for contesting contents and appealing initial determination are published at 32 CFR part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, Suite 6248, 9800 Savage Road, Ft. George G. Meade, MD 20755-6248.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Constituent, the constituent’s representative, and from agency files.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), and published in 32 CFR 322.7. For additional information contact the system manager.
	
</p></xhtmlContent></subsection></section>
	
<section id="DTIC 01" toc="yes">
<systemNumber>DTIC 01 </systemNumber>
<subsection type="systemName">Defense User Registration System (DURS) Records
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Technical Information Center (DTIC), Directorate of User Services, Marketing and Registration Division, ATTN: DTIC-BC (Registration), 8725 John J. Kingman Road, Suite 0944, Fort Belvoir, VA 22060-6218.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD and other U.S. Federal Government agency military and civilian personnel and their contractors; researchers of colleges or universities funded by DoD or other U.S. Federal Government agencies; students and employees of specifically qualifying educational institutions, Groups, and Programs, <i>e.g.,</i> Historically Black Colleges, Universities, and Minority Institutions (HBCU/MI), Hispanic Serving Institutions (HSIs), and University Research Support (URS); awardees under the Multidisciplinary University Research Initiative (MURI); awardees and researchers eligible for awards under the Defense Experimental Program to Stimulate Competitive Research (DEPSCOR); designated officials and employees of foreign embassies; and members of Small Business Innovative Research (SBIR) Organizations/Groups.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information relating to registration requests by individuals seeking access to DTIC-owned or controlled computers, databases, products, and/or services. The records contain the individual’s name; Electronic Data Interchange Personal Identifier; citizenship; service type; personnel category; organization/company mailing address/physical location; e-mail address; registrants’ USERID; password/reset questions; organization/company telephone number(s); access eligibility; dissemination/distribution group codes; and personal and facility security clearance level(s). The records also contain the government approving official’s name, office phone number and e-mail address; dates of registration’s activation and the projected date of expiration. Where applicable, the records contain contract number(s), contract expiration date(s), and the Military Critical Technical Data Agreement (MCTDA) Certification Number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; E.O. 12958, Classified National Security Information; DoD 5200.1-R, Information Security Program; and Defense Information Systems Agency Instruction 240-110-8, Information Security Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system of records is to collect, validate eligibility, and maintain an official registry file that identifies individuals and organizations who apply for, and are granted, access privileges to DTIC products, services and electronic information systems.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records contained may specifically be disclosed outside the DoD as a routine use pursuant to 552a(b)(3) as follows:
</p><p>The DoD `Blanket Routine Uses’ set forth at the beginning of the OSD’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual name, e-mail address, and security clearance level.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in secure, limited access, or monitored areas. Database is monitored and access is password protected and Common Access Card (CAC) enabled. Physical entry by unauthorized persons is restricted through the use of locks, guards, passwords, or other administrative procedures. Archived data is stored on discs or magnetic tapes which are kept in a locked or controlled access area. Access to personal information is limited to those individuals who require the records to perform their official assigned duties.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Electronic records are to be deleted when DTIC determines they are no longer needed for administrative, audit, legal or operational purposes.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>The Chief, Marketing and Registration Division, DTIC-BC, 8725 John J. Kingman Road, Suite 0944, Fort Belvoir, VA 22060-6218.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves may address their inquiries to Defense Technical Information Center; ATTN: DTIC-BC (Registration Team), 8725 John J. Kingman Road, Suite 0944, Fort Belvoir VA 22060-6218.
</p><p>Requests should contain the individual’s full name, telephone number, street address, and e-mail address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Technical Information Center, 8725 John J. Kingman Road, Suite 0944, Fort Belvoir, VA 22060-6218.
</p><p>Requests should contain the individual’s full name, telephone number, street address, and e-mail address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals and security personnel.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="NSLRB 01" toc="yes">
<systemNumber>NSLRB 01</systemNumber>
<subsection type="systemName">The National Security Labor Relations Board (NSLRB) (February 22, 2006, 71 FR 9102).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Office of the Secretary of Defense never implemented this portion of the National Security Personnel System (NSPS) and no collection of records was ever made.


</p></xhtmlContent></subsection></section>
<section id="CIG-01" toc="yes">
<systemNumber>CIG-01</systemNumber>
<subsection type="systemName">Privacy Act and Freedom of Information Act Case Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Freedom of Information Act FOIA Requester Service Center/Privacy Act Office, Assistant Inspector General for Communications and Congressional Liaison, Office of the Inspector General of the Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All individuals who submit Freedom of Information Act (FOIA) and Privacy Act (PA) requests and administrative appeals to the Office of the Inspector General (OIG), DoD and other activities receiving administrative FOIA and Privacy Act support from the OIG; individuals whose FOIA and Privacy Act requests and/or records have been referred by other Federal agencies to the OIG for release to the requester; attorneys representing individuals submitting such requests and appeals, individuals who are the subjects of such requests and appeals, and/or the OIG personnel assigned to handle such requests and appeals.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records created or compiled in response to FOIA and Privacy Act requests and administrative appeals, i.e., original requests and administrative appeals; responses to such requests and administrative appeals; all related memoranda, correspondence, notes, and other related or supporting documentation; and copies of requested records and records under administrative appeal.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552a, as amended; DoD 5400.11-R, Department of Defense Privacy Program; 5 U.S.C. 552, The Freedom of Information Act, as amended; DoD 5400.7-R, DoD Freedom of Information Act Program; DoD IG Instruction 5400.7; and DoD IG Instruction 5400.11.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is being collected and maintained for the purpose of processing FOIA and Privacy Act requests and administrative appeals; for participating in litigation regarding agency action on such requests and appeals; for amendment to records made under the Privacy Act and to document OIG actions in response to these requests; and for assisting the Office of the Inspector General, DoD in carrying out any other responsibilities under the FOIA.
</p><p>Also, information may be provided to the appropriate OIG element when further action is needed to verify assertions of the requester or to obtain permission to release information obtained from sources.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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: Information from this system may be provided to other Federal agencies and state and local agencies when it is necessary to coordinate responses or denials.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the OIG’s compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by individual’s name, subject matter, date of document, and request number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in locked security containers accessible only to authorized personnel.
 </p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>FOIA and Privacy Act paper records that are granted in full are destroyed 2 years after the date of reply. Paper records that are denied in whole or part, no records responses, responses to requesters who do not adequately describe records being sought, do not state a willingness to pay fees, and records which are appealed or litigated, are destroyed 6 years after final FOIA action and 5 years after final Privacy Act action, or three years after final adjudication by courts, whichever is later. Electronic records are deleted within 180 days or when no longer needed to support office business needs.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Freedom of Information Act Requester Service Center/Privacy Act Office, Assistant Inspector General for Communications and Congressional Liaison, Office of the Inspector General, DoD, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act Requester Service Center/Privacy Act Office, Assistant Inspector General for Communications and Congressional Liaison, Office of the Inspector General, DoD, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Please include full information regarding the previous request such as date, subject matter, and if available, copies of the previous OIG reply.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained this system should address written inquires to the Chief, Freedom of Information Act and Privacy Act Office, Assistant Inspector General for Communications and Congressional Liaison, Office of the Inspector General, DoD, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Please include full information regarding the previous request such as date, subject matter, and if available, copies of the previous OIG reply.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individuals on whom records are maintained and official records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>During the course of a FOIA and Privacy Act action, exempt materials from other systems of records may in turn become part of the case records in this system. To the extent that copies of exempt records from those "other" systems of records are entered into this FOIA or Privacy Act case record, Office of the Inspector General hereby claims the same exemptions for the records from those ‘other’ systems that are entered into this system, as claimed for the original primary systems of records which they are a part.
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 312. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="CIG-02" toc="yes">
<systemNumber>CIG-02</systemNumber>
<subsection type="systemName">Applicant Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location:  Office of the Assistant Inspector General for Administration and Information Management, Personnel and Security Directorate, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>Portions of this system may be temporarily maintained by other Office of the Inspector General (OIG) offices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have submitted applications or other correspondence directly to OIG or its components indicating an interest in employment with the OIG or any of its components.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Temporary records of the applicant’s interest in or qualifications for employment with the Office of the Inspector General.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Pursuant to the Inspector General Act of 1971, (Pub. L. 95-452), as amended, and DOD Directive 5106.1 (32 CFR part 376) implementing that law, the IG, DOD is authorized to organize, direct the OIG, to include the creation and maintenance of necessary records.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To identify applicants and determine their eligibility for positions with the Office of the Inspector General. Used by OIG personnel and supervisory personnel to select employees and to respond to requests for employment.
</p><p>Information may be coordinated with other DOD activities for verification purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Information from this system may be provided to other Federal agencies when it is necessary to verify the information provided.
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the OIG’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed alphabetically by surname of applicant.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in locked security containers accessible only to authorized personnel. Offices are locked after duty hours and security guards are used.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are temporary and are destroyed as classified waste as soon as a final OIG determination is made regarding the hiring action.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the Assistant Inspector General for Administration and Management, Personnel and Security Directorate, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>Written request should contain the full name of the applicant, and the approximate date of the application.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>Written request should contain the full name of the applicant, and the approximate date of the application.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individuals on whom records are maintained and official records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-03" toc="yes">
<systemNumber>CIG-03</systemNumber>
<subsection type="systemName">Personnel Locator Cards.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: Office of the Assistant Inspector General for Administration and Management, Administration and Resources Acquisition Directorate, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>Secondary locations: The various components and activities of the Office of the Inspector General, DOD, maintain locator cards on personnel assigned to them.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Personnel assigned or attached to the Office of the Inspector General (OIG) or its components, and certain formerly assigned or attached individuals.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Locator cards reflecting the name, location and telephone number of the assigned or attached individual.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Pursuant to the Inspector General Act of 1971, (Pub. L. 95-452), as amended, and DOD Directive 5106.1 (32 CFR part 376) implementing that law, the IG, DOD is authorized to organize, direct and manage the OIG, to include the creation and maintenance of necessary records.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used to locate individuals assigned or attached to OIG by OIG administrative and supervisory personnel at the OIG and in field activities. Records are used to aid in the distribution of communications addressed to individuals, and to make and verify entries in personnel rosters, directories, and listings. Individuals are allowed to restrict the unofficial use of the information in the system. Locator information may be provided to agencies and individuals within DOD having a need for such information.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Locator information regarding specific individuals may be provided to other agencies and individuals upon request subject to the limits established by the individual.
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the OIG’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records consist of paper forms and computerized listings.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed alphabetically by surname.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in security containers and locked file cabinets accessible only to authorized personnel.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Retained in active file until departure of the individual and then placed in inactive file. Destroyed one year after departure. Records are destroyed as if classified waste.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the Assistant Inspector General for Administration and Management, Administration and Resources Acquisition Directorate, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>Individual should provide the dates of his/her assignment to OIG and the OIG component to which assigned.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>Individual should provide the dates of his/her assignment to OIG and the OIG component to which assigned.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual on whom records are maintained and official records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-04" toc="yes">
<systemNumber>CIG-04</systemNumber>
<subsection type="systemName">Case Reporting and Information Management System Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: Office of the Inspector General, Department of Defense, Office of the Deputy Inspector General for Investigations, Defense Criminal Investigative Service (DCIS), 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Decentralized locations: Office of the Deputy Inspector General for Investigations/ Defense Criminal Investigative Service Field Offices, Resident Agencies, and Posts of Duty have temporary control over portions of the records.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals covered include any person or activity which is or has been the subject of an OIG investigation. Additionally, covered individuals will include persons who have been identified as a target or informant as well as personnel employed by the Office of the Inspector General (OIG).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s Name, Social Security Number (SSN), Drivers License, Other ID Numbers, Gender, Race/Ethnicity, Birth Date, Mailing Home Address, Mailing Office Address, Home Phone Number, Office Phone Numbers, Personal Email Address, Business Email Address, Place of Birth, Marital Status, Employment Information, Law Enforcement Data, records of investigations to include Reports of Investigation, Information Reports and Case Summaries, which are being or have been conducted by the OIG.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Inspector General Act of 1978, (Pub. L. 452), as amended; DoD Directive 5106.1, Inspector General of the Department of Defense; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The file contains open and closed case listings used to manage investigations, to produce statistical reports, and to control various aspects of the investigative process. Users are OIG employees. Used to determine the existence, location, and status of cases, control workload, and to prepare statistical reports. The records in this system are used for the following purposes: Suitability, loyalty, eligibility, and general trustworthiness of individuals for access or continued access to classified information and suitability for access to government facilities or industrial firms engaged in government projects/contracts; contractor responsibility and suspension/debarment determinations; suitability for awards or similar benefits; use in current law enforcement investigation or program of any type; use in judicial or adjudicative proceedings including litigation or in accordance with a court order; to identify offenders, to provide facts and evidence upon which to base prosecution, to provide information to other investigative elements of the Department of Defense having jurisdiction over the substance of the allegations or a related investigative interest in criminal law enforcement investigations including statutory violations, counter-intelligence, counter-espionage and counter-terrorist activities and other security matters; to effect corrective administrative action and to recover money and property which has been wrongfully used or misappropriated; to make statistical evaluations and reports; to make decisions affecting personnel actions concerning members of the Armed Forces and or Federal employees; and to respond to other complaint investigations and congressional inquiries as appropriate.
</p><p><b>Routine Uses of Records Maintained in the System, Including Categories of Users and the Purposes of Such Uses:
</b></p><p>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:
</p><p>To the U.S. Secret Service in conjunction with the protection of persons under its jurisdiction.
</p><p>To other Federal, State, or local agencies having jurisdiction over the substance of the allegations or a related investigative interest in criminal law enforcement investigations including statutory violations, counter-intelligence, counter-espionage, and counter-terrorist activities and other security matters.
</p><p>To other Federal Inspector General offices, the President’s Council on Integrity and Efficiency, and/or other Federal law enforcement agencies for the purpose of coordinating and conducting administrative inquiries and civil and criminal investigations, or when responding to such offices, Council, and agencies in connection with the investigation of potential violations of law, rule, and/or regulation.
</p><p>To other Federal Inspector General offices, the President’s Council on Integrity and Efficiency, and/or the Department of Justice for purposes of conducting external reviews to ensure that adequate internal safeguards and management procedures continue to exist within the Office of the Inspector General of the Department of Defense.
</p><p>The ‘Blanket Routine Uses’ set forth at the beginning of the OIG’s compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name or Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Computerized records maintained in a controlled area are accessible only to authorized personnel. Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Physical and electronic access is restricted to designated individuals having a need therefore in the performance of official duties and who are properly screened and cleared for need-to-know. Electronic data system is password protected and will include data encryption of some fields.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Electronic records are retained indefinitely for statistical purposes. Paper records are archived two years after cases are closed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Internal Operations Directorate, Defense Criminal Investigative Service, Office of the Inspector General for Investigations, Office of the Inspector General of the Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written requests should contain the individual’s full name (including former names and aliases) date and place of birth, Social Security Number (SSN), current home address, telephone number and the request must be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written requests should contain the individual’s full name (including former names and aliases) date and place of birth, Social Security Number (SSN), current home address, telephone number and the request must be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>OIG System Administrators.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency that performs as its principle function any activity pertaining to the enforcement of criminal laws.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 312. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="CIG-05" toc="yes">
<systemNumber>CIG-05</systemNumber>
<subsection type="systemName">DOD Motions for Discovery of Electronic Surveillance Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Assistant Inspector General for Criminal Investigations Policy and Oversight, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Those individuals and/or organizations on which the Department of Justice has requested information upon which to base their reply to court approval motions for discovery of electronic surveillance.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Chronological listing for identification and location of files. Individual case files to include original and subsequent requests from the Department of Justice; file copy of memorandum to the DOD Components’ responses to the Office of Secretary of Defense (OSD), and copies of OSD’s responses to the Department of Justice.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>28 U.S.C. 526, Conduct of Litigation Reserved to Department of Justice.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Preparation of response to Department of Justice, as well as any subsequent inquiries from that office.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Department of Justice’s response to court-approved motion for discovery.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and computerized listings.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed by year and case name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in security combination lock file containers accessible only by office personnel of the Office of the Assistant Inspector General for Criminal Investigations Policy and Oversight and computerized listings are pass word protected.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are permanent. They are retained in active file until end of calendar year in which project is completed, held one additional year in inactive file and subsequently retired to Washington National Records Center.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the Assistant Inspector General for Criminal Investigations Policy and Oversight, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>Written requests for information should contain the full name of the individual, date, and place of birth, and Social Security Number.
</p><p>The records requested may be made available to individuals for review at the Office of the Assistant Inspector General for Criminal Investigations Policy and Oversight, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are publishedin 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Department of Justice formal written inquiries and internal correspondence necessary to gather information to make replies to such inquiries.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-06" toc="yes">
<systemNumber>CIG-06</systemNumber>
<subsection type="systemName">Investigative Files.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: Office of the Inspector General, Department of Defense, Office of the Deputy Inspector General for Investigations, Defense Criminal Investigative Service (DCIS), 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Decentralized locations: Defense Criminal Investigative Service Field Offices, Resident Agencies, and Posts of Duty.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD civilian personnel; members of the Armed Forces of the United States, Reserve components, and National Guard units; DoD contractors; individuals residing on, having authorized official access to, or contracting or operating any business or other functions at any DoD installation or facility; and individuals not affiliated with the Department of Defense when their activities have directly threatened the functions, property or personnel of the Department of Defense, or they have threatened any other high ranking government personnel who are provided protective service mandated by the Secretary of Defense, or they have engaged in, or are alleged to engage in criminal acts on DoD installations or directed at the Department of Defense, its personnel or functions; or individuals information regarding DoD activities falling under the purview of OIG responsibilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Reports of Investigations (ROIs), Information Reports (IRs) and criminal intelligence reports containing statements of witnesses, suspects, subject(s) and special agents; laboratory reports, polygraph records to include charts, reports, technical data, rights waivers, polygraph waivers, numerical score sheets, interview logs, test questions sheets, and all other documents relating to the polygraphs, all consensual or non consensual monitoring, documentary evidence, physical evidence, summary and administrative data pertaining to preparation and distribution of the report; basis for allegations; investigative information from Federal, State, and local investigative and intelligence agencies and departments and all correspondence relevant to the investigation, location of investigation, year and date of offense, names and personal identifiers of persons who have been subjects of electronic surveillance, suspects, subjects witnesses and victims of crimes, report number which allows access to records noted above; agencies, firms, and Defense Department organizations which were the subject(s) or victim(s) of criminal investigations; and disposition and suspense of offenders listed in criminal investigative files, agents notes, working papers, confidential source documents, subpoenas, Grand Jury documents, finger print cards, witness identification data, requests approvals for case openings and or closings, special investigative techniques requiring approval by management, and any other miscellaneous documents supporting the case files.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Inspector General Act of 1978 (Pub. L. 95-452), as amended; DoD Directive 5106.1, Inspector General of the Department of Defense; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To conduct criminal investigations, crime prevention and criminal intelligence activities, to accomplish management studies involving the analysis, compilation of statistics, quality control, to ensure that completed investigations are legally sufficient and result in overall improvement in techniques, training and professionalism. Includes personnel security, internal security, criminal, and other law enforcement matters, all of which are essential to the effective operation of the Office of the Inspector General, DCIS. The records in this system are used for the following purposes: Suitability, loyalty, eligibility, and general trustworthiness of individuals for access or continued access to classified information and suitability for access to government facilities or industrial firms engaged in government projects/contracts; contractor responsibility and suspension/debarment determinations; suitability for awards or similar benefits; use in current law enforcement investigation or program of any type; use in judicial or adjudicative proceedings including litigation or in accordance with a court order; to identify offenders, to provide facts and evidence upon which to base prosecution, to provide information to other investigative elements of the Department of Defense having jurisdiction over the substance of the allegations or a related investigative interest in criminal law enforcement investigations including statutory violations, counter-intelligence, counter-espionage and counter-terrorist activities and other security matters; to effect corrective administrative action and to recover money and property which has been wrongfully used or misappropriated; to make statistical evaluations and reports; to make decisions affecting personnel actions concerning members of the Armed Forces and or Federal employees; and to respond to other complaint investigations and congressional inquires as appropriate.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the U.S. Secret Service in conjunction with the protection of persons under its jurisdiction.
</p><p>To other Federal, State, or local agencies having jurisdiction over the substance of the allegations or a related investigative interest in criminal law enforcement investigations includes statutory violations, counter-intelligence, counter-espionage and counter-terrorist activities and other security matters.
</p><p>To other Federal Inspector General offices, the President’s Council on Integrity and Efficiency, and/or other Federal law enforcement agencies for the purpose of coordinating and conducting administrative inquiries and civil and criminal investigations, or when responding to such offices, Council, and agencies in connection with the investigation of potential violations of law, rule, and/or regulation.
</p><p>To other Federal Inspector General offices, the President’s Council on Integrity and Efficiency, and/or the Department of Justice for purposes of conducting external reviews to ensure that adequate internal safeguards and management procedures continue to exist within the Office of the Inspector General of the Department of Defense.
</p><p>The DoD ‘Blanket Routine Uses’ set forth at the beginning of the OIG’s compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored on paper in file folders and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by individual’s name, Social Security Number (SSN), or case control number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The primary storage location and some decentralized locations are in buildings protected by guards during non-duty hours. All OIG records are stored in locked safes and are accessible only to authorized personnel who have a need-to-know in conjunction with their official duties. Computerized listings are password protected.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Investigative Case files and Information Reports are maintained in the office of origin for two years after case closure and then transferred to the OIG DoD Headquarters for preparation and final transfer to the Washington National Records Center where they are retained for 20 years and 10 years, respectively, and ultimately destroyed.
</p><p>Those records which attract great public or judicial attention or document a historical development in the OIG DoD may be deemed permanent and transferred directly to the National Archives and Records Administration.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Internal Operations Directorate, Defense Criminal Investigative Service, Office of the Inspector General for Investigations, Office of the Inspector General of the Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
 </p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written requests should contain the individual’s full name (including former names and aliases), and Social Security Number (SSN), current home address, and telephone number, and the request must be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written requests should contain the individual’s full name (including former names and aliases), and Social Security Number (SSN), current home address, and telephone number, and the request must be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subjects and suspects of OIG investigations. Interview of witnesses, victims, and confidential sources. All types of records and information maintained by all levels of government, private industry, and non-profit organizations reviewed during the course of the investigation or furnished to the OIG. Any other type of record deemed necessary to complete the OIG investigation.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency that performs as its principle function any activity pertaining to the enforcement of criminal laws.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 312. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="CIG-07" toc="yes">
<systemNumber>CIG-07</systemNumber>
<subsection type="systemName">Decision Support System (DSS) - OAIG-AUD.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Assistant Inspector General for Auditing, Planning, Resources, and Reports Division, 400 Army Navy Drive, Arlington, VA 22202-2884.  Portions of the system may be maintained by other components of Office of the Inspector General.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All active personnel employed by the Office of the Assistant Inspector General for Auditing (OAIG-AUD) activities to include retired and separated employees. Records on former employees are maintained for two years after termination, reassignment or retirement.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Data on individual’s current employment status, training experiences, audit and training venues and the following personal data: Name, home address and telephone number, date of birth, race and sex, veterans preference code, handicap code, pay grade and step, federal pay plan, duty address and telephone number, security clearance, computer access code, entered on duty date, service computation date, date of last promotion, date of next evaluation, date of last evaluation, position title, education, number of training days, date of release, hourly rate, career status code, and employee status code.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Pursuant to the authority contained in the Inspector General Act of 1978, (Pub. L. 95-452), as amended, and DOD Directive 5106.1, (32 CFR part 376) implementing the law, the Inspector General, DOD, is authorized to organize, direct, and manage the OIG, to include the creation and the maintenance of any necessary records. E.O. 9397.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is used for:
</p><p>(a) Personnel and Billet reporting; used by the Staff Manager and all levels of management in the monitoring of personnel actions in regard to promotion eligibility, filling of vacancies, and tracking of personnel transfers and reassignments within the Office of the Assistant Inspector General for Auditing. Security clearance notification is provided to all audited activities in advance of visits by audit personnel.
</p><p>(b) Audit project management and auditor assignment control and reporting; used by managers to maximize manpower resources and to provide audit cost summary data. Resource information includes audit number, milestone dates, projected travel costs, and projected staffing costs.
</p><p>(c) Staff Utilization reports; used by managers primarily to track manhours allocated towards audit preparation and active audit projects, to allow for more effective scheduling of unassigned personnel, and to categorize indirect time expended for end-of-year reporting.
</p><p>(d) Travel reporting; tracking temporary duty (TDY) travel frequency and duration. Utilized by managers for workload planning, travel scheduling, and to control travel costs on assigned audit projects.
</p><p>(e) Time and Attendance (T&amp;A) reporting; provided by all audit activities, to include regional offices in the United States and Overseas. Used by T&amp;A Coordinators to assist in providing time and attendance to the centralized payroll system.
</p><p>(f) Training reporting; used primarily by the Training Officer and by all levels of management in determining future training needs, to schedule in-house training, and for the monitoring and administering of training for individual development.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Information from the system may be provided to other Federal, State and Local Agencies when it is necessary to coordinate responses or denials.
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the OIG’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Stored on direct access disk and magnetic tape backup at the Washington Computer Center, United States Department of Agriculture, Washington, DC 20250.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records can be retrieved by Social Security Number. A specified data element or a combination thereof contained in this system of records can be used for accessing information.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Computer systems in which records reside are located in secured rooms accessible only to authorized personnel. Access to the DSS is protected through the use of assigned user/I.D.’s and passwords for entry to the different subsystem applications. Once entry is acknowledge by the system; individual(s) are only allowed to perform predefined transactions/processes on files according to their access levels and functionality.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Active records for individuals are maintained continuously or as needed. Deletion of records from the system for inactive individuals are performed on employee’s date of retirement, separation or transfer to another organization. Machine records are destroyed by erasure or overprinting. Paper records are destroyed as if classified waste.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the Assistant Inspector General for Auditing, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>Individuals requesting information should provide proper identification and the location where the individual’s record resides; written request must be signed by the individual making the request.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>Individuals requesting information should provide proper identification and the location where the individual’s record resides; written request must be signed by the individual making the request.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Official Personnel Folder and other personnel input documents, activity supervisors, applications and other official Office of the Assistant Inspector General for Auditing forms completed by the individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-09" toc="yes">
<systemNumber>CIG-09</systemNumber>
<subsection type="systemName">Automated Security Administration System Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Security, Office of Administration &amp; Management, Office of the Inspector General of the Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All civilian, contractor, and military personnel of the Office of the Inspector General of the Department of Defense (OIG DoD) who have been found eligible for employment/assignment, and who qualify and are eligible to occupy sensitive positions, perform sensitive duties, or for access to classified information.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records of each individual associated with personnel security functions. These records also include, but are not limited to, individual’s name; Social Security Number (SSN); date and place of birth; current employment status; duty address; security training; an individual’s qualification and eligibility to occupy sensitive positions, perform sensitive duties, or for access to classified information; certificates of clearance; security violations; identification badge records, courier authorizations, and access control records.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>E.O. 10450, Security Requirements for Government Employment, as amended; DoD 5200.2-R, DoD Personnel Security Program Regulation; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This record system is used by OIG Management officials to control the number of, and level of, sensitive positions; identify personnel assigned to these positions; and to determine whether personnel have been granted a clearance and the level of such clearance or access authorized.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Information on the clearance/eligibility status of individuals may be provided to the appropriate clearance access officials of other agencies when necessary in the course of official business. Certifications of clearance are issued to officials of other agencies when necessary in the course of official business.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the OIG’s compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records maintained in folders; computer printouts and automated data base files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is retrieved by individual’s name, Social Security Number (SSN), and date and place of birth.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to building is protected by guards requiring positive identification for admission. Access to computerized files is password protected, and is limited to authorized users having a need-to-know in the performance of their official duties.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Paper records are destroyed when superseded, obsolete or upon notification of death, or no later than 5 years after transfer or separation of the individual.
</p><p>Electronic records are deleted after dissemination, revision or updating is complete, or within 180 days after the paper copy has been produced.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Security, Office of Administration &amp; Management, Office of the Inspector General of the Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written request should contain the individual’s full name, Social Security Number (SSN), date and place of birth, current address and telephone numbers of the individual requester.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written request should contain the individual’s full name, Social Security Number (SSN), date and place of birth, current address and telephone numbers of the individual requester.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Certificates of clearance and/or record of personnel security investigations which are completed during a review of reports of investigations conducted by the Department of Defense and other Federal investigative organizations. Also, personnel security files are maintained on individuals.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-10" toc="yes">
<systemNumber>CIG-10</systemNumber>
<subsection type="systemName"> Validation of Credentials of DOD Contractors’ Employees.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Assistant Inspector General for Analysis and Follow-up, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals employed by Department of Defense (DOD) Contractors, to include Consultants to the Contractors, selected on a random basis for validation of credentials.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Resumes containing personal information consisting of an individual’s name, Social Security Number, schools attended, location of schools, degree(s) awarded, date(s) awarded, work history and last known or current address. Records also contain documents validating the individual’s educational credentials, experience, and state, federal and/or board certification(s).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Pub. L. 95-452, the Inspector General Act of 1978, as amended; 10 U.S.C. 133, Secretary of Defense: Appointment, Powers, Duties and Delegation by: DOD Directive 5106.1, Inspector General of the Department of Defense (32 CFR part 373).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To validate credentials such as education, experience, and state, federal and/or board certification of persons employed by DOD Contractors, where such credentials have been cited as part of the cost basis for accomplishing contract requirements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>The `Blanket Routine Uses’ set forth at the beginning of the OIG’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders, computer magnetic disks and paper printouts in secure filing cabinets.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Paper records filed in folders and computer magnetic disks retrieved by using a computerized index of names.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are filed in folders stored in a locked filing cabinet. Computer disks and printouts are stored in a locked filing cabinet. Locked filing cabinets are stored in a limited access area.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Paper records and computer disks are to be retained until completion of the overall validation process and data analysis, then destroyed. Where discrepancies occur in the listed credentials, during the validation process, those credentials at issue will be submitted to the Assistant Inspector General for Investigations for follow-up to resolve the issue.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the Assistant Inspector General for Analysis and Follow-up, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>Individual should provide his/her full name (first, middle, last), former maiden and married names or other aliases, name of DOD Contractor for whom employed and approximate dates, and current address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Department of Defense Contractor bid packages and/or personnel files, colleges/universities, and state/federal licensing and/or certification boards.
</p><p>To the extent that follow-up to resolve discrepancies is required, information collected directly from the individual may be included in investigative inquiries.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-11" toc="yes">
<systemNumber>CIG-11</systemNumber>
<subsection type="systemName">Budget Information Tracking System (BITS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Comptroller, Office of Administration and Management, Office of the Inspector General of the Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All Office of the Inspector General (OIG) employees, contractors, or other personnel sponsored by the OIG who participate in OIG Travel, Permanent Change of Station, Awards, Overtime/Compensation Time, Training, and programs with entitlement to reimbursable expenses.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Social Security Number (SSN), grade and or rank, street address, financial transaction document number, and the cost records of the personnel who have been approved for Temporary Duty; Permanent Change of Station (PCS); an employee cash award; reimbursement for miscellaneous expenses; and Overtime/Compensatory Time.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Public Law 95-452, the Inspector General Act of 1978, as amended; 5 U.S.C. 301, Departmental Regulations; DoD 7000.14-R, DoD Financial Management Regulation; DoD Directive 5106.1, Inspector General of the Department of Defense; OIG DoD Instruction 7200.1, Budget and Fund Control; OIG DoD Instruction 7250.13, Official Representation Funds; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is used in determining current year execution and future budgetary requirements for the OIG, such as: tracking temporary duty travel costs, Permanent Change of Station costs, cash award or overtime costs and maintain spreadsheets by Human Resources Training/purchase cardholders.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ set forth at the beginning of the OIG’s compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Computerized records maintained in a controlled area are accessible only to authorized personnel. Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Physical and electronic access is restricted to designated individuals having a need therefore in the performance of official duties and who are properly screened and cleared for need-to-know. Electronic data system is password protected.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained for current fiscal year. Destroy 6 years and 3 months after the close of the fiscal year.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Comptroller, Office of Administration and Management, Office of the Inspector General of the Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>The request should contain the full name, address, and
Social Security Number (SSN) of the individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>The request should contain the full name, address, and Social Security Number (SSN) of the individual.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data maintained in the system is obtained directly from the individual on the following forms:
</p><p>a. Request for Temporary Duty Travel Form, provided to the Travel Branch, Administration and Logistics Services Directorate, with information obtained from the individual traveler;
</p><p>b. Request for Permanent Change of Station Form, provided by the Travel Branch, Administration and Logistics Services Directorate, with information obtained from the individual;
</p><p>c. Request for Training Form, provided by the Training Officer within each segment of the Office of the Deputy Inspector General with information obtained from the individual; and
</p><p>d. Request for reimbursement of miscellaneous expenses (DD Form 1164 or SF 1034) provided by respective budget point of contact within each office of the Deputy Inspector General with information obtained from the individual.
</p><p>To the extent that a follow-up to resolve discrepancies is required, information is collected directly from the individual or the appropriate office within the Office of the Inspector General on Department of Defense (DD) Forms 1610 and 1614, Standard Form 182, and IG Form 1400.430-3.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-12" toc="yes">
<systemNumber>CIG-12</systemNumber>
<subsection type="systemName"> Drug Free Workplace Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Assistant Inspector General for Administration and Information Management, Personnel and Security Directorate, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884, and offices of designated contractors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Employees of, and applicants for positions in, the Office of the Inspector General.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records relating to program implementation; administration (selection, notification, testing of employees and applicants, for illegal drug use and employee assistance); interservice/agency support agreements/designated contractors for specimen collection, laboratory testing and medical review services; training requirements; urine specimens, drug test results; policy guidance; self-identification records; requests for testing submitted by employees or supervisors; testing notification; documentary evidence in support of testing decision; chain of custody records regarding testing samples, reports of testing performed; documentary evidence submitted by employee or applicant in rebuttal test results; reports of medical finding test results; disciplinary/adverse action records to include notification of proposed action and documentary evidence submitted in support thereof and management’s action; referrals to counseling/rehabilitation services; records regarding employees; consent for release of information concerning counseling/rehabilitation progress. Records relating to the illegal possession or distribution of controlled substances (as specified in Schedules I through V, as defined in 21 U.S.C. 802(6) and listed in Part B, Subchapter 13 of that Title), by the employees of the OIG will also be maintained in this system of records.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 7301 and 7361; 21 U.S.C. 812; Pub. L. 100-71; E.O. 12564 and 9397; and DOD Directive 1010.9, DOD Civilian Employee Drug Abuse Testing Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system is established to maintain records relating to the implementation of the program, administration, selection, notification and testing of OIG employees, and applicants for employment, for the use of illegal drugs and drugs identified in Schedule I and II of 21 U.S.C. 812. Records relating to the illegal possession or distribution of controlled substances, (as specified in Schedules I through V, as defined in 21 U.S.C. 802(6) and listed in Part B, Subchapter 13 of that Title) by the employees of the OIG will also be maintained in this system of records. Records will consist of, but not be limited to, interservice/agency support agreement/designated contractors for specimen collection, laboratory testing and medical review services; training requirements; urine specimens, reports of drug test results; policy guidance; self-identification records; requests for testing submitted by employees or supervisors; testing notification; documentary evidence in support of testing decision; chain of custody records regarding testing samples; records relating to the type and quality of testing performed; documentary evidence submitted by employee or applicant in rebuttal of test results; reports of medical findings regarding test results; disciplinary/adverse action records to include notification of proposed action and documentary evidence submitted in support thereof and management’s action; referrals to counseling/rehabilitation services; records regarding employee’s consent for release of information concerning counseling/rehabilitation progress; and records relating to the illegal possession or distribution of controlled substances by the employees of the OIG.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In order to comply with the provision of 5 U.S.C. 7301, the OIG’s `Blanket Routine Uses’ do not apply to this system of records.
</p><p>To a court of competent jurisdiction where required by the United States Government to defend against any challenge against any adverse personnel action.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records are maintained in file folders. Electronic records exist on magnetic tape, diskette, or other machine-readable media. Records are also maintained in an automated data system and electronically secured files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by employee or applicant name, Social Security Number, date of birth, specimen identification number, locally assigned identifying number, agency name, collection site or date of testing. A specified data element or a combination thereof contained in this system of records can be used for accessing information.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are stored in secure containers (e.g., safes, locked filing cabinets, etc.) that are locked when not being used. Electronic records are accessed on computer terminals in supervised areas using a system with password access safeguards and is protected/restricted through the use of assigned user identification/passwords for entry into system modules. All employee and applicant records are maintained and used with the highest regard for employee and applicant privacy. Only persons on a need-to-know basis and trained in the handling of information protected by the Privacy Act have access to the systems.
</p><p>Urine specimens will be stored in appropriate locked storage facilities. Access to such records and specimens is restricted.
</p><p>Chain of custody and other procedural and documentary requirements of Pub. L. 100-71 and the Department of Health and Human Services Guidelines will be followed in collection or urine samples, conducting drug tests and processing test results.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained for up to three years for any employee who has separated, retired or died; or for up to five years after any and all final appeals have been adjudicated.
</p><p>Destruction of records is accomplished by tearing, shredding, or burning of paper records. Electronic records are erased or overwritten.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Coordinator, Office of the Assistant Inspector General for Administration and Management, Personnel and Security Directorate, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>Individuals must furnish their full name, Social Security Number, the title, series and grade of the position they occupied or applied for when the drug test was conducted and the month and year of the test. Written requests should include the notarized signature of the subject individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>Individuals must furnish their full name, Social Security Number, the title, series and grade of the position they occupied or applied for when the drug test was conducted and the month and year of the test.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data maintained in this system is obtained from the individual to whom the record pertains; OIG and contractor employees involved in the selection, notification, and collection of individuals to be tested; contractor laboratories that test urine specimens for the presence of illegal drugs; contractor medical review officials; supervisors and managers and other officials engaged in administering the Drug-Free Workplace Program and processing adverse actions based on drug test results and others on a case by case basis.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-13" toc="yes">
<systemNumber>CIG-13</systemNumber>
<subsection type="systemName">Travel and Transportation System (June 16, 2003, 68 FR 35636).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records are covered by GSA/GOVT-4 (Contracted Travel Service Program), a government wide system notice.
</p></xhtmlContent></subsection></section>
<section id="CIG-14" toc="yes">
<systemNumber>CIG-14</systemNumber>
<subsection type="systemName"> Auditor and Inspector Log.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Assistant Inspector General for Administration and Information Management, Information Systems Directorate, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All current and former employees of the Office of the Inspector General, who have participated in audits or inspections; as well as current and former DOD contractor personnel and other DOD Component personnel who have participated in the audits or inspections, and whose names appear in the audit or inspection reports.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The individuals who performed the audit or inspection, and the complete text and findings of the audit and inspection reports.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Pub. L. 95-452, the Inspector General Act of 1978, as amended; 10 U.S.C. 133, Secretary of Defense: Appointment, Powers, Duties and Delegation by; DOD Directive 5106.1, Inspector General of the Department of Defense (32 CFR part 373).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To identify the auditors or inspectors who participated in audits or inspections for the OIG; and, to identify the specific audits or inspections in which an auditor or inspector participated.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>The `Blanket Routine Uses’ set forth at the beginning of the OIG’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored on paper and in computer and optical disks formats.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by individual name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessible only by authorized personnel who are properly cleared and trained, and who require access on a need-to-know basis. Access to records requires an assigned password, and reside in a controlled area.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed when no longer needed or after three years, whichever is sooner.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>ISD, Office of the Assistant Inspector General for Administration and Management, Office of the Inspector General, DOD, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>The request should contain their full name. If the request is authorizing someone to represent them, a statement to that effect should appear in the request.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written requests to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884.
</p><p>The request should contain the full name of the individual, non-duty mailing address and daytime telephone number and, if authorizing someone to represent them, a statement to that effect.
</p><p>For personal visits, the individual should make advance arrangements with the system manager for an appropriate time to be set aside to review the record; and, at the time of review, be able to provide some acceptable form of identification, i.e., driver’s license or employee identification card.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from Audit Final Reports and Inspection Final Reports.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-15" toc="yes">
<systemNumber>CIG-15</systemNumber>
<subsection type="systemName">Senior Official and Reprisal Investigation Case System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Directorates for Investigations of Senior Officials, Military Reprisal Investigations, and Civilian Reprisal Investigations, Office of the Assistant Inspector General for Administrative Investigations, Office of the Inspector General of the Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who provide initial complaints resulting in administrative investigations conducted by Office of the Deputy Inspector General for Investigations (ODIG-INV) related to violations of laws, rules, or regulations or mismanagement, gross waste of funds, abuse of authority, or a danger to the public health and safety; subjects of administrative investigations conducted by the ODIG-INV; or individuals identified as having been adversely affected by matters under investigation by the ODIG-INV.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Materials relating to allegations received and documentation created as a result of action by the Office of the Inspector General, including reports, records of action taken, and supporting documentation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Inspector General Act of 1978 (Pub. L. 95-452), as amended; and DoD Directive 5106.1 (32 CFR part 376).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To record complaints, allegations of wrongdoing, and requests for assistance; to document inquiries, research facts and circumstances, sources of information, conclusions and recommendations; to record actions taken and notifications of interested parties and agencies.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The ‘Blanket Routine Uses’ set forth at the beginning of the OIG’s compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual names or case numbers.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in locked rooms accessible only to Office of the Deputy Inspector General for Investigations personnel having official need-to-know and electronic data system is password protected.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy when 10 years old.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the Assistant Inspector General for Administrative Investigations, Office of the Deputy Inspector General for Investigations, Office of the Inspector General of the Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written request should contain the individual’s full name (including former names and aliases) date and place of birth, Social Security Number, current home address, telephone number and the request must be signed. Also, requests submitted on behalf of other persons must include their written authorization.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written request should contain the individual’s full name (including former names and aliases) date and place of birth, Social Security Number, current home address, telephone number and the request must be signed. Also, requests submitted on behalf of other persons must include their written authorization.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information was obtained from sources, subjects, witnesses, all levels of government, private businesses, and nonprofit organizations.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 312. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="CIG-16" toc="yes">
<systemNumber>CIG-16</systemNumber>

<subsection type="systemName">Defense Case Activity Tracking System (D-CATS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>DoD Hotline, Office of Communications and Congressional Liaison, and Office of the Assistant
Inspector General for Administrative Investigations, Office of the Inspector General of the Department of Defense (DoD), 4800 Mark
Center Drive, Alexandria, VA 22350-1500.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals filing hotline complaints; individuals alleged to have been involved in criminal or administrative misconduct, including, but not limited to, fraud, waste, or mismanagement; or individuals identified as having been adversely affected by matters being investigated by the Office of the Inspector General.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, and case number; records resulting from the referral of, and inquiry
into, hotline complaints, whistleblower reprisal investigations, improper mental health evaluations and senior official
investigations, including the allegations submitted to the DoD Inspector General, referral documents to DoD components,
investigative reports, information received from witnesses, records of action taken, disposition of the case, and supporting
documentation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Public Law 95-452 as amended, Inspector General Act of 1978; and DoD Directive
5106.01, Inspector General of the Department of Defense.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To record complaints, allegations of wrongdoing, and requests for assistance; to document
inquiries; to compile statistical information; to provide prompt, responsive and accurate information regarding the status of
ongoing cases; to provide a record of complaint disposition and to record actions taken and notifications of interested parties and
agencies.
</p><p>Complaints appearing to involve criminal wrongdoing will be referred to the Defense Criminal Investigative Service or other
criminal investigative units of DoD components.
</p><p>To compile statistical information to disseminate to other components within the Department of Defense engaged in the Hotline Program.
</p><p>To provide prompt, responsive, and accurate information regarding the status of ongoing cases.
</p><p>To provide a record of complaint disposition. Hotline complaints appearing to involve criminal wrongdoing will be referred to the Defense Criminal Investigative Service or other criminal investigative units of DoD components.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ set forth at the beginning of the OIG’s compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual’s name, subject matter, or case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Full access is limited to DoD Hotline and Administrative Investigations staff. Read only
access is provided to authorized DoD IG personnel consistent with their official duties. Paper and automated records are stored in
rooms protected by cipher lock. The automated system is restricted to personnel with designated access, and regular back-ups of data
are performed.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Hotline case files not referred for further review are destroyed after 2 years. Automated
and paper records of Hotline cases referred for investigation, whistleblower reprisal cases and senior official cases are destroyed
ten years after case closure.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Assistant Inspector General for Administration and Management, Office of the Inspector
General of the Department of Defense, 4800 Mark Center Drive, Alexandria, VA 22350-1500.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
system should address written inquiries to the Chief, Freedom of Information Act Requester Service Center/Privacy Act Office,
Assistant Inspector General for Communications and Congressional Liaison, Office of the Inspector General, DoD, 4800 Mark Center
Drive, Alexandria, VA 22350-1500.
</p><p>For verification purposes, individuals shall provide their full name, address, any details that may assist in locating records of
the individual and their signature.
</p><p>In addition, the requester must provide a notarized statement or a signed declaration made in accordance with 28 U.S.C. 1746, in
the following format:
</p><p>If executed outside the United States:
</p><p>`I declare under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.
Executed on (date).’ (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: `I declare under penalty of perjury that
the foregoing is true and correct. Executed on (date).’ (Signature).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should
address written inquiries to the Chief, Freedom of Information Act Requester Service Center/Privacy Act Office, Assistant Inspector
General for Communications and Congressional Liaison, Office of the Inspector General, DoD, 4800 Mark Center Drive, Alexandria, VA
22350-1500.
</p><p>For verification purposes, individuals shall provide their full name, address, any details that may assist in locating records of
the individual and their signature.
</p><p>In addition, the requester must provide a notarized statement or a signed declaration made in accordance with 28 U.S.C. 1746, in
the following format:
</p><p>If executed outside the United States: `I declare under penalty of perjury under the laws of the United States of America that
the foregoing is true and correct. Executed on (date).’ (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: `I declare under penalty of perjury that
the foregoing is true and correct. Executed on (date).’ (Signature).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Sources, subjects, witnesses, all levels of Government, private businesses, and nonprofit organizations.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information exempt to the extent that disclosure would reveal the identify of a confidential source. <i>Note:</i> When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 312. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="CIG-17" toc="yes">
<systemNumber>CIG-17</systemNumber>
<subsection type="systemName">Voluntary Leave Transfer Program Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Human Capital Advisory Services, Department of Defense Office of the Inspector General, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have volunteered to participate in the leave transfer program as either a donor or a recipient.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Leave recipient records contain the individual’s name, organization, office telephone number, Social Security Number (SSN), position title, grade, pay level, leave balances, number of hours requested, brief description of the medical or personal hardship which qualifies the individual for inclusion in the program, and the status of that hardship.
</p><p>The file may also contain medical or physician certifications and agency approvals or denials.
</p><p>Donor records include the individual’s name, organization, office telephone number, Social Security Number (SSN), position title, grade, and pay level, leave balances, number of hours donated and the name of the designated recipient.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 6331 <i>et seq.</i>, Leave; 5 CFR part 630, Absence and Leave; IG Instruction 1424.630, Leave Administration Policy and Procedures; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The file is used to managing the Department of Defense Office of the Inspector General, Voluntary Leave Transfer Program. The recipient’s name, position data and organization are published internally for passive solicitation purposes. The Social Security Number is sought to effectuate the transfer of leave from the donor’s account to the recipient’s account.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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. 552(a)(b)(3) as follows:
</p><p>To the Department of Labor in connection with a claim filed by an employee for compensation due to a job-connected injury or illness; where leave donor and leave recipient are employed by different Federal agencies, to the personnel and pay offices of the Federal agency involved to effectuate the leave transfer.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the OIG’s compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed by custodian of the records or by persons responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms and are controlled by personnel screening and computer software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed one year after the end of the year in which the file is closed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Human Capital Advisory Services, Department of Defense Office of the Inspector General, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Individual should provide full name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquires to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Individual should provide full name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records, and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 and may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided primarily by the record subject; however, some data may be obtained from personnel and leave records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-18" toc="yes">
<systemNumber>CIG-18</systemNumber>
<subsection type="systemName">Grievance Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records are maintained by Department of Defense Office of the Inspector General, Human Capital Advisory Services, Workforce Relations Division, 400 Army Navy Drive, Suite 115, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current or former Inspector General, Department of Defense employees who have submitted grievances in accordance with 5 CFR Part 771, DoD Directive 1400.25-M Subchapter 771 and DoD Inspector General Instruction 1400.5.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The case files contain all documents related to grievances including reports of interviews and hearings, examiner’s findings and recommendations, copy of the original and final decision, and related correspondence and exhibits.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 2302, Prohibited personnel practices; 5 U.S.C. 7121, Grievance procedures; 5 CFR part 771; DoD 1400.25-M, Subchapter 771, Administrative Grievance System; DoD Inspector General Instruction 1400.5; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The information will be used by the Department of Defense Office of the Inspector General to control and process grievances; to investigate the allegations; conduct interviews; and render the final decision.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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. 552(a)(b)(3) as follows:
</p><p>To disclose information to any source from which additional information is requested in the course of processing a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and identify the type of information requested.
</p><p>To disclose in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding.
</p><p>To provide information to officials of labor organization reorganized under the Civil Service Reform Act when relevant and necessary to their duties, exclusive representation concerning personnel policies, practices, and matter affecting work conditions.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in paper form.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by names of the individuals on whom the records are maintained.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in locked metal file cabinets, to which only DoD OIG authorized personnel have access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed four years after the case is closed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Human Capital Advisory Services, Department of Defense Office of the Inspector General, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written requests for information should include the full name.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquires to the Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written requests for information should include the full name.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 and may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the individual on whom the record is maintained; by testimony of witnesses; by Agency officials; or from related correspondence from organizations or persons.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-19" toc="yes">
<systemNumber>CIG-19</systemNumber>
<subsection type="systemName">Office of Inspector General--Emergency Alert Notification System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Kingdomware Technologies, Inc., 11186 Bel Aire Ct, Waldorf, MD 20603-5941.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian employees, military personnel and contractors assigned to the Inspector General of the Department of Defense (OIG, DoD).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, Component, Work/Government mobile/Home Telephone numbers, Personal Mobile telephone number (optional), Work e-mail, and Personal e-mail (optional).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations and DoD Directive 3020.26, Continuity of Operations Policy and Planning.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is being collected and maintained to ensure that the Office of the Inspector General, DoD, has the ability to recall personnel to place of duty when required, for use in emergency notification, and to perform relevant functions/requirements/actions consistent with managerial functions during an emergency/discovery.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To Federal, state, or local governments or civic organizations during actual emergencies, exercises or continuity of operation tests for the purpose of responding to emergency situations.
</p><p>The DoD "Blanket Routine Uses" published at the beginning of the OIG DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by individual’s name and by organization.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>;Passwords, digital signatures, and role-based access are used to control access to the
systems data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are
limited to persons responsible for servicing and authorized to use the record system. Automated segments are further protected by
secure log-in and passwords. Access to personal information will be maintained in a secure, password protected electronic system that
utilizes security hardware and software to include: Multiple firewalls, active intruder detection and role-based access controls.
Audit trails of all system actions are logged.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are perpetual because individual records are deleted or added when the file is updated.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the Inspector General of the Department of Defense, COOP Program Manager,
Administration and Information Management Directorate, 4800 Mark Center Drive, Alexandria, VA 22350-1500.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
system of records should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office,
4800 Mark Center Drive, Alexandria, VA 22350-1500.
</p><p>Written requests should contain the individual’s full name and work organization.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of
records should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 4800 Mark
Center Drive, Alexandria, VA 22350-1500.
</p><p>Written requests should contain the individual’s full name and work organization.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Official Personnel Folder and other information obtained from the subject individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-20" toc="yes">
<systemNumber>CIG-20</systemNumber>
<subsection type="systemName">Defense Automated Management Information System (DAMIS)
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Perot Systems Government Services, 8270 Willow Oaks Corporate Drive, Willow Oaks 3, Fairfax, VA 22031-4615.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All active personnel employed by the Office of the Inspector General, Department of Defense, the Naval Audit Service, the Army Audit Agency, and the Air Force Audit Agency.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name; current employment status; training courses scheduled and received, pay grade, handicap code, duty address, security clearance, audit project position, education number of training days, entered on duty date, date of release, and employee status code.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DoD Directive 5106.1, Inspector General of the Department of Defense; and DoD Directive 8320.1, DoD Data Administration.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is used to maximize staff resources and to provide project cost summary data; to track staff hours allocated towards project preparation and active projects which will allow for more effective scheduling of unassigned personnel and to categorize indirect time expended for end-of-year reporting; to plan workloads, to assist in providing time and attendance to the centralized payroll system; and to schedule and track training.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD ‘Blanket Routine Uses’ set forth at the beginning of the OIG compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated records are maintained on electronic storage media/magnetic tape.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to Defense Automated Management Information System is protected through the use of assigned user/IDs and passwords for entry to the different subsystem applications. Once entry is acknowledged by the system, individual(s) are only allowed to perform predefined transactions/processes on files according to their access levels and functionality.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Master file contains data relating to audit projects, final reports, training, and time and attendance. Destroy/delete 20 years after the case is closed.
</p><p>System Outputs include specific use reports (not required periodic reports) or results of queries on selected data. Keep in current file until no longer needed for conducting business, but not longer than 2 years, then destroy.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Technical Director, Corporate Analysis and Planning Division, Office of the Deputy Inspector General for Auditing, Office of the Inspector General, DoD, 400 Army Navy Drive, Arlington, VA 22202-4703.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written requests to the Chief, Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4703.
</p><p>Written request should contain the individual’s full name, signature, and work organization.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written requests to the Chief, Freedom of Information Act Requester Service Center/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4703.
</p><p>Written request should contain the individual’s full name, signature, and work organization.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the subject individual and activity supervisors.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-21" toc="yes">
<systemNumber>CIG-21</systemNumber>
<subsection type="systemName">Congressional Correspondence Tracking System (December 9, 2003, 68 FR 68606).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Assistant Inspector General for Office of Communications and Congressional Liaison, Office of the Inspector General of the Department of Defense, 4800 Mark Center Drive, Alexandria, VA 22350-1500.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any individual who contacts a member of Congress requesting that the member solicit information from the Office of the Inspector General of the Department of Defense A(OIG DoD) on their behalf.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Correspondence and related records from and to members of Congress pertaining to requests for congressional assistance in resolving problems. Records contain representative’s name, constituent’s name, subject matter, and case control number. The records may also contain the constituent’s Social Security Number, home address, home telephone number, or related personal information provided by the representative making the inquiry.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The Inspector General Act of 1978 (Pub. L. 95-452), as amended; DoD Directive 5106.1, Inspector General of the Department of Defense; OIG Regulation 5545.1, Participation in Congressional Activities; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain a record of all Congressional inquiries and the OIG, DoD response, and to conduct the necessary research so as to provide information responsive to Congressional inquiries. Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
</p><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a of the Privacy Act, these records of 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:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the OIG compilation of system of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and electronic records are stored in file folders, safes, computerized index listings and electronic storage media on local area network.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by constituent’s name, representative’s name, or by case control number(s).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are secured in a locked or guarded building and locked cabinets during non-duty hours. Paper records are stored in file cabinets located in an office suite, accessible only to OIG DoD personnel who must use the records to perform their duties. Computer systems in which records reside are protected through the use of assigned user identification(s) and multiple levels of passwords restricting access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are permanent. Retire to the Washington National Records Center. Transfer to National Archives in two-year blocks when most recent record is 8-years old.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Assistant Inspector General for Office of Communications and Congressional Liaison, Office of the Inspector General of the Department of Defense, 4800 Mark Center Drive, Alexandria, VA 22350-1500.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 4800 Mark Center Drive, Alexandria, VA 22350-1500.
</p><p>Written requests should contain the individual’s full name and work organization.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, 4800 Mark Center Drive, Alexandria, VA 22350-1500.
</p><p>Written requests should contain the individual’s full name and work organization.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The files are composed of correspondence or memoranda from Members of Congress or their staffs.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>During the course of processing a Congressional inquiry, exempt materials from other systems of records may in turn become part of the case records in this system. To the extent that copies of exempt records from those "other" systems of records are entered into this system of records, the Office of the Inspector General, DoD hereby claims the same exemptions for the records from those "other" systems that are entered into this system, as claimed for the original primary systems of records which they are a part.
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 312. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="CIG-22" toc="yes">
<systemNumber>CIG-22</systemNumber>
<subsection type="systemName">Identicard Systems Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Security, Office of Administration &amp; Management, Office of the Inspector General of the Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who are granted/issued an OIG DoD badge and/or credential, to include all accredited OIG DoD Special Agents.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records containing personal information consisting of an individual’s name, Social Security Number (SSN), letters of authorization to issue badge and/or credential, badge and credential receipts, badge listing, badge and/or credential inspection reports, and badge and/or credential number assigned to OIG DoD employee and/or Special Agent.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The Inspector General Act of 1978, (Pub. L. 95-452), as amended; 18 U.S.C. 499, Military naval or official passes; 18 U.S.C. 506, Seals of the department or agencies; 18 U.S.C. 701, Official badges, identification cards, other insignia; 10 U.S.C. 133, Secretary of Defense; DoD Directive 5106.1, Inspector General of the Department of Defense; OIG DoD DCIS Special Agents Manual; OIG Instruction 1000.1, Employee Identification Program; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To issue and control the badge and/or credential assigned to an OIG DoD employee and/or Special Agent. Used only by OIG DoD to identify specifically to which individual each badge and/or credential is assigned, to provide for orderly update of badge and/or credentials and to ensure turn in of badge and/or credentials whenever accreditation is terminated.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the OIG’s compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folder and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by individual’s name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper and electronic records are stored in locked filing cabinets and stored in a limited access area. Building is locked and guarded during non-duty hours. Only those individuals with a need to know access the records. Access to computer records are password protected.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Paper records and computer disks are to be retained until completion of the overall validation process and data analysis, and then destroyed. When badge and credentials are turned in, records are destroyed 3 months after turn in.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Office of Security, Office of Administration &amp; Management, Office of the Inspector General of the Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address a written request to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written request should contain the individual’s full name, current address, telephone number, and the request must be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system of records should address a written request to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written request should contain the individual’s full name, current address, telephone number, and the request must be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from individual personnel records and issued badge and credentials.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-23" toc="yes">
<systemNumber>CIG-23</systemNumber>
<subsection type="systemName">SCOUT and Public Affairs Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Inspector General Department of Defense, 4800 Mark Center Drive, Alexandria, Virginia 22350-1500.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any individual(s) who writes or contacts the OIG DoD requesting general information.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records created or compiled in response to an inquiry, to include the response to the inquiry. Records may include staff packages, complaints, appeals, grievances, investigations, news media reports and articles pertaining to the DoD OIG military and civilian officials and Presidential Appointees to document the nature and details of inquiries; news media reports and articles pertaining to DoD OIG components, commands and/or systems; Congressional testimony and/or hearing transcripts; DoD military and civilian personnel speeches; Presidential and Congressional speeches pertaining to DoD OIG interests.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The Inspector General Act of 1978 (Public Law 95-452), as amended; DoD Directive 5106.1 (32 CFR part 312), Inspector General of the Department of Defense; DoD Directive 5122.5, Assistant Secretary of Defense for Public Affairs; DoD Directive 5230.9, Clearance of DoD Information for Public Release; and OIG Memorandum, Subject: Public Release of Information from the Office of the Inspector General, Department of Defense, June 27, 2003.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To collect information about DoD OIG activities and functions and maintain a record of actions taken and responses.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a 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:
</p><p>The DoD Blanket Routine Uses set forth at the beginning of the OIG compilation of system of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p><b>Storage:
 </b></p><p>Paper and electronic records are stored in file folders, computerized index listings and electronic storage media on local area network.
 </p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name, subject or document date.
 </p><p><b>Safeguards
 </b></p><p>Paper records are stored in file cabinets located in an office suite, accessible only to OIG DoD personnel who must use the records to perform their duties. Computer systems in which records reside are protected through the use of assigned user identification(s) and multiple levels of passwords restricting access. Records are secured in a guarded building.
 </p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Recordkeeping copies (paper) destroy after 1 year. Copies created on electronic mail and word processing systems delete after recordkeeping copy has been produced.
 </p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the Inspector General Department of Defense, 4800 Mark Center Drive, Alexandria, Virginia 22350-1500.
 </p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, Office of the Inspector General, Department of Defense, 4800 Mark Center Drive, Alexandria, Virginia 22350-1500.
</p><p>Written request should contain the individual’s full name, all former names and any alias(s) of the requester under which the file may be maintained. The request must be signed.
 </p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information and Privacy Act Office, Office of the Inspector General Department of Defense, 4800 Mark Center Drive, Alexandria, Virginia 22350-1500.
</p><p>Written request should contain the individual’s full name, all former names and any alias(s) of the requester under which the file may be maintained. The request must be signed.
 </p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in DoD Directive 5106.1 (32 CFR part 312) or may be obtained from the System Manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information obtained from the Department of Defense Military Services and it’s Components, U.S. Congress, DoD OIG Hotline, general public, public media, and source documents such as reports of investigation and/or audit.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>During the course of processing a request, exempt materials from other systems of records may become part of the records in this system. To the extent that copies of exempt records from those other systems of records are entered into this database, the Office of the Inspector General, DoD, hereby claims the same exemptions for the records from those other systems that are entered into this system, as claimed for the original primary systems of records which they are a part.
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 312. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="CIG-24" toc="yes">
<systemNumber>CIG-24</systemNumber>
<subsection type="systemName">Office Functional Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the General Counsel and Assistant Inspector General for the Office of Legal Counsel, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Suite 1076, Arlington, Virginia 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any individual who has filed a claim, a complaint, pleading or instituted litigation against the Department of Defense, Office of the Inspector General; or any individual who is under investigation by the Department of Defense, Office of the Inspector General.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records in the system may contain some or all of the following information about an individual: Name, social security number, position description, grade, salary, work history, and complaint. The system may also contain other records such as: Case history files, copies of applicable law(s), working papers of attorneys, testimony of witnesses, background investigation materials, correspondence, damage reports, contracts, accident reports, pleadings, affidavits, estimates of repair costs, invoices, litigation reports, financial reports, financial data, and other data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>The Inspector General Act of 1978 (Pub. L. 95-452), as amended; DoD Directive 5106.1; 5 U.S.C. 301; DoD Directive 5145.4, Defense Legal Services Agency; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>The records are used to answer, evaluate, adjudicate, defend, prosecute, or settle claims, complaints, lawsuits, or criminal and civil investigations.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the Inspector General’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated and paper records stored in file cabinets and computerized database.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name of litigant or subject.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper and automated records are stored in rooms with restricted access in a secure building. Access is limited to General Counsel Staff in performance of their official duties. Computer systems in which records reside are protected through the use of assigned user or identification(s) and multiple levels of passwords restricting access. A risk assessment has been performed and will be made available on request.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending until the National Archives and Records Administration has approved the retention and disposal schedule for these records, treat the records as permanent.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the General Counsel and Assistant Inspector General for the Office of Legal Counsel, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Suite 1076, Arlington, Virginia 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, Department of Defense, Office of the Inspector General, 400 Army Navy Dr, Arlington VA 22202-4704.
</p><p>The request should contain the individual’s full name, address, and telephone number. These items are necessary for the retrieval of information. Requests submitted on behalf of other persons must include their written authorization.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access to records about themselves contained in this system of records should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, Department of Defense, Office of the Inspector General, 400 Army Navy Dr, Arlington VA 22202-4704.
</p><p>The request should contain the individuals’s full name, address, and telephone number. These items are necessary for the retrieval of information. Requests submitted on behalf of other persons must include their written authorization.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From all sources with information which may impact upon actual or anticipated litigation, claims or investigations such as administrative boards, other records systems with DoD OIG and other DoD agencies and third parties who provide information voluntarily or response to discovery.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-25" toc="yes">
<systemNumber>CIG-25</systemNumber>
<subsection type="systemName">Alternate Worksite Records.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: </p><p>Human Capital Advisory Service (Workforce Relations Division), Department of Defense Office of the Inspector General, 400 Army Navy Drive, Suite 115, Arlington, VA 22202-4704.
</p><p>Secondary locations:
</p><p>Defense Criminal Investigative Service Field Offices, Resident Agencies, and Posts of Duty.
</p><p>Official mailing addresses are published as an appendix to the OIG’s compilation of systems of records notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian employees who participate in the Telework program operated by OIG.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records in the systems include participant name; position title; occupation and pay band, performance evaluation rating; official duty station address and telephone numbers; type of telework; date telework agreement received and approved; alternative worksite address and telephone numbers; telework eligibility forms; telework agreement forms; telework home and security checklists; whether government equipment is assigned; telework arrangement checkout checklists; telework centers reimbursement sheets; and regular and recurring telework memorandums; and any other miscellaneous documents supporting telework.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Public Law 106-346, Section 359 of October 23, 2000; Under Secretary of Defense (Personnel and Readiness) Memorandum dated October 22, 2001, "Department of Defense Telework Policy and Guide for Civilian Employees," and DoD Directive 1035.1 Telework Policy for Department of Defense.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used by supervisor and program coordinators for purposes of managing, evaluating, and reporting OIG telework program activity.
</p><p>Portions of the files may be for determining equipment and software needs; for ensuring appropriate technical safeguards are in use at alternative work sites; and for evaluating and mitigating vulnerabilities associated with connecting to OIG computer systems from remote locations and to validate and reimburse participants for costs associated with telephone use.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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. 552(b)(3) as follows:
</p><p>To the Department of Labor when an employee is injured while working at the alternative worksite.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of OIG’s compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to DoD OIG personnel and is limited to those who require the records in the performance of their official duties. Paper Records are secured in locked cabinets during non-duty hours and access to electronic records is restricted by the use of passwords.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed (shredded) within 1 year after employee’s participation in the program ends.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Assistant Director, Human Capital Advisory Services (Workforce Relations), 400 Army Navy Drive, Suite 115, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether records about themselves is contained in this system of records should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, Department of Defense, Office of the Inspector General, 400 Army Navy Dr, Arlington VA 22202-4704.
</p><p>The request should contain the individual’s full name, address, and telephone number. These items are necessary for the retrieval of information. Requests submitted on behalf of other persons must include their written authorization.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, Department of Defense, Office of the Inspector General, 400 Army Navy Dr, Arlington VA 22202-4704.
</p><p>The request should contain the individual’s full name, address, and telephone number. These items are necessary for the retrieval of information. Requests submitted on behalf of other persons must include their written authorization.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>By participants and supervisors.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="CIG-26" toc="yes">
<systemNumber>CIG-26</systemNumber>

<subsection type="systemName">Case Control System—Investigative.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Department of Defense Office of the Inspector General (DoD OIG), Office of the Assistant Inspector General, Office of Professional Responsibility (OPR), 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Persons and/or activities within the DoD community which is or has been the subject of an OIG OPR investigation.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s names, Social Security Number (SSN), address, case control number, records of investigations to include Reports of Investigation and Information Reports, which are being or have been conducted by the OIG OPR.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>DoD Directive 5106.1, Inspector General of the Department of Defense; Inspector General Act of 1978, (Pub. L. 452), as amended; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Open and closed case listings used to manage investigations, to produce statistical reports, and to control various aspects of the investigative process.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>To the U.S. Secret Service in conjunction with the protection of persons under its jurisdiction.
</p><p>To other Federal, State, Tribal or local agencies having jurisdiction over the substance of the allegations or a related investigative interest in criminal law enforcement investigations, including statutory violations, counter-intelligence, counter-espionage and counter-terrorist activities and other security matters.
</p><p>To other Federal Inspector General offices, the Council of the Inspectors General on Integrity and Efficiency (CIGIE), and/or other Federal law enforcement agencies for the purpose of coordinating and conducting administrative inquiries and civil and criminal investigations, or when responding to such offices, Council, and agencies in connection with the investigation of potential violations of law, rule, and/or regulation.
</p><p>To other Federal Inspector General offices, the CIGIE, and/or the Department of Justice for purposes of conducting external reviews to ensure that adequate internal safeguards and management procedures continue to exist within the DoD OIG.
</p><p>To State, Territorial, and District of Columbia, and Commonwealth Attorney Generals and their respective employees, for statistical purposes or evidentiary documentation in connection with their agency investigation(s).
</p><p>To State, Territorial, Commonwealth, County, or City law enforcement officials and their respective employees, for statistical purposes or evidentiary documentation in connection with their agency investigation(s).
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the DoD OIG’s compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in file folders and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by individual’s name, Social Security Number (SSN), or case control number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Computerized records maintained in a controlled area are accessible only to authorized personnel. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Physical and electronic access is restricted to designated individuals having a need therefore in the performance of official duties and who are properly screened and cleared for need-to-know. Electronic data system is password and Common Access Card (CAC) protected.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Electronic records are retained indefinitely for statistical purposes. Paper copies of records are retained permanently and retired to the Washington National Records Center 3 years after case closure.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the Inspector General of the Department of Defense, Office of the Assistant Inspector General, Office of Professional Responsibility, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, Room 1021, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written requests should contain the individual’s full name (including former names and aliases), and Social Security Number (SSN), current home address, telephone number, and the request must be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Act Requester Service Center/Privacy Act Office, Room 1021, 400 Army Navy Drive, Arlington, VA 22202-4704.
</p><p>Written requests should contain the individual’s full name (including former names and aliases), and SSN, current home address, telephone number, and the request must be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The DoD OIG’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in 32 CFR part 312 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Office of Inspector General System Administrators.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency that performs as its principle function any activity pertaining to the enforcement of criminal laws.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 312. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>

<section id="WUSU 01" toc="yes">
<systemNumber>WUSU 01</systemNumber>

<subsection type="systemName">Uniformed Services University of the Health Sciences (USUHS) Personnel Files (February 22, 1993, 58 FR 10920).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on a recent review of WUSU 01, it was determined that this system of records is covered under the Government-wide SORNs, OPM Govt-1 (General Personnel Records). WUSU 01 is duplicative and can therefore be deleted.
</p></xhtmlContent></subsection></section>
<section id="WUSU 02" toc="yes">
<systemNumber>WUSU 02</systemNumber>

<subsection type="systemName">Uniformed Services University of the Health Sciences (USUHS) Payroll System (February 22, 1993, 58 FR 10920).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on review of WUSU 02, it has been concluded that this system is covered under a DoD umbrella SORN, T7335, Defense Civilian Payroll System (DFAS) and can therefore be deleted.
</p></xhtmlContent></subsection></section>
<section id="WUSU 03" toc="yes">
<systemNumber>WUSU 03</systemNumber>
<subsection type="systemName">Uniformed Services University of the Health Sciences (USUHS) Student Records
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>The file will be maintained in the Registrar’s Office, USUHS, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Supplemental files consisting of student evaluation forms, grades, and course examinations pertaining to their Department will be maintained in each department by department chairperson, as well as in the Registrar’s office.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Records will be maintained on all students who matriculate to the University.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Grade reports and instructor evaluations of performance/achievement; transcripts summarizing by course title, grade, and credit hours; records of awards, honors, or distinctions earned by students; and data carried forward from the Applicant File System, which includes records containing personal data, e.g., name, rank, Social Security Number, undergraduate school, academic degree(s), current addresses, course grades, and grade point average from undergraduate work and other information as furnished by non-Government agencies such as the American Medical College Admission Service which certifies all information prior to being submitted to the University.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 2114, Student; selection; status; obligation and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Provides academic data to each student upon request, e.g., transcripts, individual course grades, grade point average, etc.; providing academic data within the Uniformed Services University of the Health Sciences for official use only purposes; and providing data to the respective Surgeon General when a specific and authorized need is required.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Academic data may be provided to other educational institutions upon the written request of a student.
</p><p>The "Blanket Routine Uses" set forth at the beginning of the USUHS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual’s name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The computer facility at the USUHS is operated by the Office of the Registrar. The tapes and hard copies of material are secured in government-approved security containers constructed of four-hour heat-resistant steel material. The physical location of the computer hardware, disks, and printer are located to the extreme rear of the room with access being blocked by a large counter staffed by two office personnel. All access to the computers in the Office of the Registrar is via user identification and sign-on password. Computer software ensures that only properly identified users can access the Privacy Act files on this system. Passwords are changed when notified by University Information Systems, or upon departure of any person knowing the password.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Files are closed upon Graduation, Transfer, Withdrawal, or Death of student. Records are held in USUHS current file area for 20 years. Retire records to the Washington National Records Center. Records will be destroyed in accordance with the Privacy Act when 50 years old.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Assistant Vice President for Academic Records, The Registrar, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Registrar, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p><p>Requests should contain individuals name, Social Security Number (SSN) and dates attended.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the OSD/JS FOIA Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Written requests should include name, Social Security Number (SSN) and dates attended.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is furnished by instructor personnel, the individual concerned; the National Board of Medical Examiners; and the Applicant File System.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="WUSU 04" toc="yes">
<systemNumber>WUSU 04</systemNumber>
<subsection type="systemName">Applicant Record System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Uniformed Services University of the Health Sciences, Admissions Office, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individual’s applying for admission to the University.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Identity information that includes Social Security Number (SSN), name, sex, race/ethnicity, address, birth date, and citizenship; academic and background data consisting of: (1) Official transcripts of all undergraduate and graduate education, (2) Medical College Admission Test scores and percentiles, (3) information regarding work experience, socio-economic background, extracurricular involvement in college, honors and awards achieved, and professional and/or societal contributions, letters of reference, biographies, personal statements (autobiographical in nature), service preference statement, and health data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 2114 (Students; Selection; Status; Obligation); DoDI 6010.20 Admission Procedures for the Uniformed Services University of the Health Sciences; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To allow the Uniformed Services University of the Health Sciences to review admission applications and select students. Also used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness and conducting research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD ‘Blanket Routine Uses’ set forth at the beginning of the Office of the Secretary of Defense compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are maintained in a controlled facility. Entry is limited to authorized personnel. Access to electronic records require two-factor authentication including Common Access Cards and passwords. Passwords are changed periodically.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records of accepted applicants will be converted to student records. For non-matriculates, records are cut off at the end of the school year (May); and destroyed after three (3) years.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Associate Dean for Recruitment and Admissions, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Associate Dean for Recruitment and Admissions, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p><p>The request should contain the full name, address and the signature of the individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to TRICARE Management Activity ATTN: Freedom of Information Service Center, 16401 Centretech Parkway, Aurora, CO 80011-9066.
</p><p>The request should contain the full name, address and the signature of individual as well as the name and number of the system of records notice.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The applicants and by admission personnel.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="WUSU 05" toc="yes">
<systemNumber>WUSU 05</systemNumber>

<subsection type="systemName">USUHS Graduate and Continuing Medical Student Records (February 22, 1993, 58 FR 10920).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: 
Based on a recent review of WUSU 05, it was determined that this system of records can be covered by WUSU 03. WUSU 05 is duplicative and can therefore be deleted.
</p></xhtmlContent></subsection></section>
<section id="WUSU 06" toc="yes">
<systemNumber>WUSU 06</systemNumber>

<subsection type="systemName">Family Practice Medical Records (February 22, 1993, 58 FR 10920).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on the review of WUSU 06, and discussion with the system manager and HA Privacy POC, it has been concluded that the USUHS Family Practice Medical Records are covered under the umbrella SORN, DHA 07 (Military Health Information System). HA/GC supports the determination to delete WUSU 06.
</p></xhtmlContent></subsection></section>
<section id="WUSU 07" toc="yes">
<systemNumber>WUSU 07</systemNumber>
<subsection type="systemName"> USUHS Grievance Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Civilian Personnel/Manpower Directorate, Uniformed Services University of the Health Science, Department of Defense, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current or former Federal employees who have submitted grievances in accordance with 5 U.S.C. 2302 and 7121.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The system contains records relating to grievances filed by USUHS employees under 5 U.S.C. 2302 and 7121. These case files contain all documents related to the alleged grievance, including statements of witnesses, reports of interviews and hearings, examiners findings and recommendations, a copy of the original and final decisions, and related correspondence and exhibits.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 2302 and 7121.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This information is used by the USUHS in the creation and maintenance of records of summary descriptive statistics and analytical studies in support of the function for which the records are collected and maintained and for related work force studies. While published statistics and studies do not contain individual identifiers, in some instances the selection of elements is such that individuals could be identified by reference.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>These records and information in these records are used:
</p><p>To disclose pertinent information to the appropriate Federal, state, or local agency responsible for investigating, prosecuting, enforcing, or implementing a statute, rule, regulation, or order, when there are indications of a violation or potential violation of civil law, criminal law or regulation.
</p><p>To disclose information to any source from which additional information is requested in the course of processing a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and identify the type of information requested.
</p><p>To disclose information to a Federal agency, in response to its request, in connection with the hiring or retention of an employee; a security clearance; the conducting of a security or suitability investigation of an individual; the classifying of jobs; 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 requesting the Agency’s decision on the matter.
</p><p>To provide information to a Congressional office from the record of an individual, in response to a Congressional inquiry made at the request of that individual.
</p><p>To disclose information to another Federal Agency or to a court when the Government is party to a judicial proceeding.
</p><p>By the National Archives and Records Administration in records management inspections conducted under authority of 44 U.S.C. 2906.
</p><p>To disclose information to officials of the Merit Systems Protection Board, including the Office of the Special Counsel; the Federal Labor Relations Authority; and the Equal Employment Opportunity Commission, when requested in conjunction with their official activities.
</p><p>To disclose in response to a discovery motion or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding.
</p><p>To provide information to officials of labor organizations reorganized under the Civil Service Reform Act when relevant and necessary to their duties, exclusive representation concerning personnel policies, practices, and matters affecting work conditions.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records are maintained in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>These records are retrieved by the names of the individuals about whom the records are maintained.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in locked file cabinets, with access restricted to authorized USUHS employees who have a demonstrated need-to-know.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are disposed of four years after closing of the case. Disposal is by shredding or burning.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Civilian Personnel/Manpower, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Civilian Personnel/Manpower, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Civilian Personnel/Manpower, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The USUHS’ rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information in this system of records is obtained from the individual on whom the record is maintained; Testimony of witnesses; Agency officials; and related correspondence from organizations or persons.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="WUSU 08" toc="yes">
<systemNumber>WUSU 08</systemNumber>
<subsection type="systemName"> USUHS Radiation Safety Training Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Records will be maintained on University personnel who are assigned duties involving work with radioactive material, or whose duties may require them to frequently enter work areas in which radioactive materials are used or stored.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information in the system includes name, department, name of principal investigator, authorization number, date of initial briefing, date of last training, and date dosimeter issued (if applicable).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 2112; 10 CFR part 20; NAVMED P-5055, U.S. Nuclear Regulatory Commission (NRC) Materials License 19-23344-01.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Radiation Safety Officer and his/her staff maintain the computer data base system. It is used to record information concerning the individual’s training in radiation safety. This information is also transcribed for inclusion in the individuals dosimetry records. The Radiation Safety Committee of the University may review such records as are relevant to their determinations of an individual’s qualification and/or expertise in using radioactive materials.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Records may be reviewed by U.S. Nuclear Regulatory Commission as part of their on-going administration of the Materials License, and by the Radiation Safety Committee or the Radiation Safety Officer and his/her staff to review an individual’s qualifications and/or expertise in conducting experiments using radioiodine compounds.
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the USUHS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in the University’s main computer.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are accessed by name, department, or data fields.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records in the data base may be accessed only by EHS staff members who have been granted access to the University computer.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are kept permanently on file.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Dosimetry Manager, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Dosimetry Manager, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Dosimetry Manager, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The USUHS’ rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, previous employers, training attendance records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="WUSU 09" toc="yes">
<systemNumber>WUSU 09</systemNumber>

<subsection type="systemName">USUHS Grants Managements Information System (Protocols/Grants) (February 22, 1993; 58 FR 10920).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Office of the Secretary of Defense had determined that WUSU 09, is covered by both DHA 08, Health Affairs Survey Data Base (April 28, 1999; 64 FR 22837) for its coverage of research participants and DHA 18, Human Research Protection Program (HRPP) Records (September 11, 2008; 73 FR 52838) for its coverage of grants and can therefore be deleted.
</p></xhtmlContent></subsection></section>
<section id="WUSU 12" toc="yes">
<systemNumber>WUSU 12</systemNumber>
<subsection type="systemName"> USUHS Vehicle Administration Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary system:  Computer Operations, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p><p> Decentralized Segments - Parking Control Office, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All personnel assigned or visiting the University who park privately owned vehicles at the University, including personnel who participate in USUHS carpools.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name of individual, office symbol, office phone, office room number, home address, working hours, map coordination of home address and USUHS Form 5004, Certificate of Compliance - Private Motor Vehicle Registration.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Federal Property and Administrative Services Act of 1949, 63 Stat. 377, as amended; 10 U.S.C. 2112, 2113.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Used by USUHS Parking Control Office to monitor parking of eligible personnel at the University. The Computer Operations Center provides a printout to be used by the Parking Control Office of all potential carpool prospects.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>The `Blanket Routine Uses’ set forth at the beginning of the USUHS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Forms filed in hard copy, computer magnetic tapes, disks and paper printouts.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is accessed and retrieved by name, home address map grid, permit number, tag number. The original request, USUHS Form 5004 is filed alphabetically by name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>USUHS Form 5004 is filed in the Parking Control Office, and access is only on a need to know basis. The door is locked during non-duty hours. Computer data base in Computer Operations is stored in a controlled area. The computer terminal can only be accessed by use of closely held passwords by the Parking Control Office.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Information is kept on assigned personnel and destroyed one year after they depart the University.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Support Services Division, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Support Services Division, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Support Services Division, Uniformed Services University, Department of Defense, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The USUHS’ rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>USUHS Form 5004, Certificate of Compliance - Private Motor Vehicle Registration and Related Information Pertaining to Carpooling.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="WUSU 13" toc="yes">
<systemNumber>WUSU 13</systemNumber>
<subsection type="systemName"> USUHS Civilian Employee Health Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road , Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Records maintained on University civilian personnel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information in the system includes name, Social Security Number, department, date of employment, physical examination results, medical test results, reports by physicians, nurses, and other medical personnel.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 2112, 2113, 21 CFR part 1910, 10 CFR part 19, 10 CFR part 20, NAVMED P-5055. 2112, 2113.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To record and file pertinent information, and use the results in determining possible exposure to occupational hazards in excess of allowable limits. The Director, EHS, and the representatives may review such records as are necessary to correlate exposure data and physical examination results.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Records may be reviewed by the Occupational Health Nurse and staff, the Director, EHS, and representative; and Occupational Safety and Health Administration (OSHA), to review an individual’s possible exposure to occupational hazards in excess of allowable limits.
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the USUHS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in medical records folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are accessed by name, Social Security Number, or department.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records in the system may be accessed only by EHS staff members. The file cabinets are kept locked when not in use.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are kept permanently on file. Upon termination of an individual’s employment at the University, copies of the records are sent, with the employee’s written consent, to the gaining employer, or given to the employees.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The USUHS’ rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information contained in the file is furnished by the individual, previous employers, physicians, physical examination results.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="WUSU 14" toc="yes">
<systemNumber>WUSU 14</systemNumber>
<subsection type="systemName"> USUHS Occupational Physical Examination Program.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Records will be maintained on University personnel who are assigned duties in areas requiring preplacement and/or occupational physical examinations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information in the system includes name, Social Security Number, department, date of employment, date of baseline physical examination, frequency of examination, date examinations due, special tests required, frequency of special tests, date of special tests, and date special tests due.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 2112, 2113, 21 CFR part 1910, 10 CFR part 19, 10 CFR part 20, NAVMED P-5055; and E.O. 9397.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The occupational health nurse and staff maintain the record system to record and file pertinent information and use the results in determining possible exposure to occupational hazards in excess of allowable limits. The Director, EHS, and representatives may review such records as are necessary to correlate exposure data and physical examination results.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Records may be reviewed by the Occupational Health Nurse and staff, the Director, EHS, and representative; and the Office of Occupational Safety and Health Administration (OSHA) for the purpose of determining exposure to occupational health hazards.
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the USUHS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are stored in the University’s main computer system.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are accessed by name, Social Security Number, department, or other data fields.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records in the data base may be accessed only by EHS staff members who have been granted access to the University computer.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are kept permanently on file. Upon termination of an individual’s employment at the University, copies of the records are sent, with the employee’s written consent, to the gaining employer.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The USUHS’ rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, previous employers, medical records, physical examination results.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="WUSU 15" toc="yes">
<systemNumber>WUSU 15</systemNumber>
<subsection type="systemName">USUHS Security Status Master List (February 22, 1993, 58 FR 10920).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on review of WUSU 15, it has been concluded that this system is covered by DSS V5-05, Joint Personnel Adjudication System, a DoD umbrella system and can therefore be deleted.
</p></xhtmlContent></subsection></section>
<section id="WUSU 16" toc="yes">
<systemNumber>WUSU 16</systemNumber>
<subsection type="systemName">USUHS Home Town News Release Background Data File (February 22, 1993; 58 FR 10920).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: After review of WUSU 16, it has been determined that the system can be deleted. The SORN is covered by the services F035 AF AFNEWS A (Army/Air Force) and NM-05724-1 (Navy, Marine and Coast Guard).
</p></xhtmlContent></subsection></section>
<section id="WUSU 17" toc="yes">
<systemNumber>WUSU 17</systemNumber>
<subsection type="systemName">Accounts Receivable Records (February 22, 1993, 58 FR 10920).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The accounts receivable records (WUSU 17) can be deleted. The records covered by this system are also covered by Defense Finance and Accounting Service records notice T7332, Defense Debt Management System (February 19, 2009, 74 FR 7665).
</p></xhtmlContent></subsection></section>
<section id="WUSU 18" toc="yes">
<systemNumber>WUSU 18</systemNumber>
<subsection type="systemName"> Accounts Payable Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Uniformed Services University of the Health Sciences, Financial Management Directorate, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have money owed to them by USUHS or who have performed official functions resulting in a valid debt payable by USUHS to a third party. Such individuals include contractors, military and civilian personnel and their dependents, assignees, trustees, guardians and survivors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The records maintained by the system include, but are not limited to, contracts, purchase orders, blanket purchase agreements, temporary duty and permanent change of station, transportation requests, government bills of lading, compensation claims, correspondence with creditors, dependents of military personnel and civilian employees.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>31 U.S.C. 3326, Receipts, Retention and Disbursement of Public Funds; 3325, 3528, and 3529, Travel and Transportation Allowance, Dependents, Baggage and Household Effects; 3322, Disbursing Officers; 37 U.S.C. 404, Travel and Transportation Allowances; General; 406, Disbursing Officers; and E.O. 9397.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used to support payments to creditors who may include military personnel and civilian employees, their dependents, survivors, guardians and trustees, contractors, vendors and assignees.
</p><p>Data is also used for matters pertaining to taxation, welfare, criminal and civil litigations.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>When authorized, records may be disclosed to creditors, dependents, claimants, Internal Revenue Service for tax purposes including assessments, levy actions, employer/employee Social Security taxes.
</p><p>To the Social Security Administration and the Department of Veterans Affairs for the verification of claims and the eligibility for benefits administered by such agencies, and to state and local authorities for matters pertaining to taxation, welfare, criminal and civil litigations, within the jurisdiction of such authorities.
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the USUHS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Maintained in file folders, visible file binders/cabinets, card files, computer and computer output products, magnetic cards and disks and microform.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Access by name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed by person(s) responsible for the servicing of the record system in performance of their official duties who are properly screened and cleared for a need to know. Records are stored in security file containers, cabinets, safes, vaults, or locked cabinets and rooms. Records are controlled by personnel screening and by computer security software in machine-readable records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Retention periods of various types of documents vary from 1 month to 6 years. Some records are destroyed by USUHS by tearing, shredding, pulping, macerating or burning. Others are retired to the Denver Federal Archives and Record Center and destroyed after various retention periods.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p><p>Information pertaining to geographically disbursed elements of the record system may be obtained from the documentation manager at the applicable USUHS component. The requestor should be able to provide sufficient proof of identity, such as name, Social Security Number, service number, military status, duty station or place of employment or other information verifiable from the record itself.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The USUHS’ rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Sources include, but are not limited to, information obtained from automatic system interfaces, corporations and from source documents such as reports, contractors, vendors, claimants, trustees, assignees, USUHS and other Department of Defense components, carriers, General Accounting Office, Comptroller General and Department of Veterans Affairs.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="WUSU 19" toc="yes">
<systemNumber>WUSU 19</systemNumber>
<subsection type="systemName"> Travel Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Uniformed Services University of the Health Sciences, Financial Management Directorate, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active duty and retired military personnel, USUHS civilian present and former employees, dependents of military personnel, other individuals in receipt of competent travel orders.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The records maintained by the system include, but are not limited to, travel vouchers and subvouchers, travel allowance payment list, travel voucher and subvoucher continuation sheets, certificate of nonavailability of government quarters and mess, multi-travel payment list, travel payment record, request for fiscal information concerning transportation requests, bills of lading, public voucher for fees and mileage and claims for reimbursement for expenditures on official business and related correspondence.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>37 U.S.C. 404-412, Travel and Transportation Allowances; 5 U.S.C. 2105, Employees 5561; Definitions; 5564, Travel and Transportation; 5701-5708, Travel and Subsistence Expenses; 5721-5730, Travel and Transportation Expenses.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are established and used for accountability, auditing and settlement of travel claims.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>To the Internal Revenue Service, for the purpose of recording information concerning payment of travel allowances which are subject to Federal Income Tax.
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the USUHS’ compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained in file folders, notebooks, binders, visual file binders and cabinets, card files and on computer magnetic tape, disk and printouts.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Access is by name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers, cabinets, safes, vaults or locked cabinets and rooms. Records are controlled by personnel screening and by computer security software in machine-readable records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The original voucher and related supporting documents are stored at the Air Force Accounting and Finance Center, Denver, Colorado, for eighteen months and then moved to the Denver Federal Archives and Record Center for four years and nine months after which they are shredded. A copy of the original voucher and related supporting documents are maintained by the Financial Management Directorate for six years and then destroyed by burning, shredding, tearing, mulching, macerating. Permanent history tapes cohistory tapes contain individual data for six years from the transfer date.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p><p>Information pertaining to geographically disbursed elements of the record system may be obtained from the documentation manager at the applicable USUHS component. Requesters should be able to provide sufficient proof of identity such as name, Social Security Number, office location, place of employment and specify the accounting disbursing number, voucher number, date of voucher and other information verifiable in the record itself.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The USUHS’ rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Sources include, but are not limited to, information obtained from automatic system interfaces, corporations and from source documents such as reports, contractors, vendors, claimants, trustees, assignees, USUHS and other Department of Defense components, carriers, General Accounting Office, Comptroller General and Department of Veterans Affairs.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="WUSU 20" toc="yes">
<systemNumber>WUSU 20</systemNumber>
<subsection type="systemName">Personnel Radiation Exposure Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799;
</p><p>Armed Forces Radiobiology Research Institute, Bethesda, MD 20889-5603; and
</p><p>Field Command, Defense Special Weapons Agency, Kirtland Air Force Base, MX 87115-5000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Employees, contractors, or visitors who enter a facility or area requiring the wearing of a radiation dosimeter.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number, sex, date of birth, current and previous radiation exposure history, dates and places of employment, records of individual’s training in radiation safety, dates of exposures, citizenship, information on pregnancy, areas visited or worked, dates of arrival and departure, organization, assigned department, bioassay information, grade/rank, work phone and location.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 2113, Uniformed Services University of the Health Sciences; Atomic Energy Act of 1954, 42 U.S.C. 2013, Military Construction Act of 1977 (Pub.L. 94-367), and E.O. 9397.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>For use by university or institute officials, employees, and authorized contractors, to provide documentation of any exposure to radiation which might be experienced by an individual.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>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:
</p><p>Records may be reviewed by the U.S. Nuclear Regulatory Commission (NRC) as part of NRC’s on-going administration of the Materials License, and by the Radiation Safety Committee or the Radiation Safety Officer and his/her staff to review an individual’s qualifications and/or expertise in conducting experiments using radioiodine compounds.
</p><p>The `Blanket Routine Uses’ set forth at the beginning of the USUHS compilation of systems of records notices apply to this record system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Card files, paper records in file folders, microfiche/film and automated records on magnetic tapes, disks and computer products.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are accessed by name, Social Security Number, or department.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Computer equipment and records are in controlled access areas protected by guards, intrusion alarms, and coded locks. Manual records are secured in locked cabinets or vaults. Automated records are protected by user identification codes and passwords which limit access to the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>For students or employees, records are kept for 75 years. For visitors, records are retired after two years to a record holding area for 75 year retention.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Dosimetry Manager, Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Dosimetry Manager, Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p><p>Written requests should include full name, Social Security Number, address, and signature of the requester.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Dosimetry Manager, Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
</p><p>Written requests should include full name, Social Security Number, address, and signature of the requester.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The USUHS’ rules for accessing records and for contesting contents and appealing initial determinations are contained in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information from individual’s and/or their dosimetry or bioassay records, previous educational facilities or employers, and other personal medical or radiation-related records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>


<regulations id="reg1" toc="yes">
<regulationsTitle number="32">
<heading> National Defense </heading>
<regulationsChapter number="I">
<heading> Office of the Secretary of Defense </heading>
<regulationsPart number="327">
<heading> DEFENSE COMMISSARY AGENCY PRIVACY ACT PROGRAM </heading>
<xhtmlContent>
<p>Sec.
</p><p>327.1 Purpose.
</p><p>327.2 Applicability.
</p><p>327.3 Responsibilities.
</p><p>327.4 Definitions.
</p><p>327.5 Systems of records.
</p><p>327.6 Collecting personal information.
</p><p>327.7 Access by individuals.
</p><p>327.8 Disclosure of personal information to other agencies and third parties.
</p><p>Appendix A to Part 327--Sample DeCA response letter.
</p><p>Appendix B to Part 327--Internal Management Control Review Checklist.
</p><p>Appendix C to Part 327--DeCA Blanket Routine Uses.
</p><p><b>Authority:</b> Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 522a).
</p><p><b>Source:</b> 65 FR 39806, June 28, 2000, unless otherwise noted.</p>
<p><b>&#167; 327.1
 Purpose.</b></p>
<p>This part implements the basic policies and procedures for the implementation of the Privacy Act of 1974, as amended (5 U.S.C. 552a); OMB Circular A-130; [1] and 32 CFR part 310; and to promote uniformity in the DeCA Privacy Act Program.
</p><p>[1] Copies may be obtained: <i>http://www.whitehouse.gov/OMB/circulars.</i></p>
<p><b>&#167; 327.2
 Applicability.</b>
</p><p>This part applies to Headquarters, Field Operating Activities (FOA), Regions, Zones, Central Distribution Centers (CDC), Commissaries of DeCA, and contractors during the performance of a contract with DeCA. All personnel are expected to comply with the procedures established herein.
</p><p><b>&#167; 327.3
 Responsibilities.
</b></p><p>(a) <i>The Director, DeCA.</i> (1) Supervises the execution of the Privacy Act and this part within the DeCA, and serves as the DeCA Privacy Act Appeal Authority.
</p><p>(2) Appoints:
</p><p>(i) The Executive Director for Support as the DeCA Initial Denial Authority for the DeCA Privacy Act Program.
</p><p>(ii) The Records Manager, Office of Safety, Security, and Administration as the DeCA Privacy Act Officer.
</p><p>(b) <i>The Privacy Act Officer, DeCA.</i> (1) Establishes and manages the PA program for DeCA.
</p><p>(2) Provides guidance, assistance and training.
</p><p>(3) Controls and monitors all requests received and prepares documentation to the office of primary responsibility (OPR) for response.
</p><p>(4) Prepares response to requester based on information provided by the OPR.
</p><p>(5) Signs all response requests for releasable information to the requester after coordination through the General Counsel. Ensures that all denied requests for information are released by the DeCA Initial Denial Authority.
</p><p>(6) Publishes instructions to contractors that:
</p><p>(i) Provide DeCA Privacy program guidance to their personnel who solicit, award, or administer government contracts;
</p><p>(ii) Inform prospective contractors of their responsibilities regarding the DeCA Privacy Program; and
</p><p>(iii) Establish an internal system of contractor performance review to ensure compliance with DeCA’s Privacy program.
</p><p>(iv) Prepare and submit System Notices to the Defense Privacy Office for publication in the <i>Federal Register.</i>
</p><p>(7) Maintain Privacy Case files and records of disclosure accounting.
</p><p>(8) Submit the DeCa Annual Privacy Act Report (RCS: DD-DA&amp;M(A)1379) to the Defense Privacy Office.
</p><p>(c) <i>DeCA Directorates/Staff Offices.</i> (1) Provide response and the information requested to the PA Officer for release to the individual.
</p><p>(2) In the event the information is to be denied release, the requested information and rationale for denial will be forwarded to the PA Officer for denial determination.
</p><p>(d) <i>Regions.</i> Regional Directors will appoint a Regional PA Coordinator who will maintain suspense control of PA actions, prepare documentation to the OPR for response, forward the information to the DeCA PA Officer for release determination, and notify the requester that the response will be received from the DeCA PA Officer using the format in Appendix A to this part.
</p><p>(e) <i>DeCA Field Operating Activities (FOAs).</i> (1) Upon receipt of a PA request that has not been received from the DeCA PA Officer, notify the DeCA PA Officer within 2 days.
</p><p>(2) Collect all information available and forward to the DeCA PA Officer. If the requested information is not available, provide the DeCA PA Officer the rationale to respond to the requester.
</p><p>(f) <i>Central Distribution Centers (CDCs) and Commissaries.</i> (1) Upon receipt of a PA request, not received from the Region Coordinator, notify the Region Coordinator within 2 days.
</p><p>(2) Collect all information available and forward it to the Region Coordinator for submission to DeCA PA Officer. If requested information is not available, provide the Region Coordinator the rationale so they can prepare a response to the DeCA PA Officer. If the information is available but determined to be exempt, provide the Region Coordinator with the requested information and specific reasons why the request should be denied. The Region Coordinator will formalize a reply to the DeCA PA Officer, forwarding requested information and reasons for denial. The DeCA PA Officer will prepare the response to the requester with coordination by the General Counsel and signature by the IDA.
</p><p><b>&#167; 327.4
 Definitions.
</b></p><p><i>Access.</i> The review of a record of a copy of a record or parts thereof in a system of records by any individual.
</p><p><i>Agency.</i> For the purposes of disclosing records subject to the Privacy Act among DoD Components, the Department of Defense is considered a single agency. For all other purposes to include applications for access and amendment, denial of access or amendment, appeals from denials, and record keeping as regards release to non-DoD agencies; each DoD Component is considered an agency within the meaning of the Privacy Act.
</p><p><i>Computer room.</i> Any combination of electronic hardware and software integrated in a variety of forms (firmware, programmable software, hard wiring, or similar equipment) that permits the processing of textual data. The equipment contains device to receive information and other processors with various capabilities to manipulate the information, store and provide input.
</p><p><i>Confidential source.</i> A person or organization who has furnished information to the federal government under an express promise that the person’s or the organization’s identity will be held in confidence or under an implied promise of such confidentiality if this implied promise was made before September 27, 1975.
</p><p><i>Disclosure.</i> The transfer of any personal information from a system of records by any means of communication (such as oral, written, electronic, mechanical, or actual review) to any person, private entity, or government agency, other than the subject of the record, the subject’s designated agent or the subject’s legal guardian.
</p><p><i>Federal Register system.</i> Established by Congress to inform the public of interim, proposed, and final regulations or rulemaking documents having substantial impact on the public. In this case, DeCA directives have the same meaning as regulations or rulemaking documents. The secondary role of the Federal Register system is to publish notice documents of public interest.
</p><p><i>Individual.</i> A living person who is a citizen of the United States or an alien lawfully admitted for permanent residence. The parent of a minor or the legal guardian of any individual also may act on behalf of an individual. Corporations, partnerships, sole proprietorships, professional groups, businesses, whether incorporated or unincorporated, and other commercial entities are not "individuals."
</p><p><i>Individual access.</i> Access to information pertaining to the individual by the individual or his or her designated agent or legal guardian.
</p><p><i>Law enforcement activity.</i> Any activity engaged in the enforcement of criminal laws, including efforts to prevent, control, or reduce crime or to apprehend criminals, and the activities of prosecutors, courts, correctional, probation, pardon, or parole authorities.
</p><p><i>Maintain.</i> Includes maintain, collect, use or disseminate.
</p><p><i>Official use.</i> Within the context of this part, this term is used when officials and employees of a DoD Component have a demonstrated need for the use of any record or the information contained therein in the performance of their official duties, subject to DoD 5200.1-R,[2] "DoD Information Security Program Regulation."
</p><p>[2] Copies may be obtained: <i>http://www.whs.osd.mil/corres.htm.</i>
</p><p><i>Personal information.</i> Information about an individual that identifies, relates or is unique to, or describes him or her; e.g., a social security number, age, military rank, civilian grade, marital status, race, salary, home/office phone numbers, etc.
</p><p><i>Privacy Act.</i> The Privacy Act of 1974, as amended, (5 U.S.C. 552a).
</p><p><i>Privacy Act request.</i> A request from an individual for notification as to the existence of, access to, or amendment of records pertaining to that individual. These records must be maintained in a system of records.
</p><p><i>Member of the public.</i> Any individual or party acting in a private capacity to include federal employees or military personnel.
</p><p><i>Record.</i> Any item, collection, or grouping of information, whatever the storage media (e.g., paper, electronic, etc.), about an individual that is maintained by a DoD Component, including but not limited to, his or her education, financial transactions, medical history, criminal or employment history and that contains his or her name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a finger or voice print or a photograph.
</p><p><i>Risk assessment.</i> An analysis considering information sensitivity, vulnerabilities, and the cost to a computer facility or word processing activity in safeguarding personal information processed or stored in the facility or activity.
</p><p><i>Routine use.</i> The disclosure of a record outside the Department of Defense for a use that is compatible with the purpose for which the information was collected and maintained by the Department of Defense. The routine use must be included in the published system notice for the system of records involved.
</p><p><i>Statistical record.</i> A record maintained only for statistical research or reporting purposes and not used in whole or in part in making determinations about specific individuals.
</p><p><i>System manager.</i> The DoD Component official who is responsible for the operation and management of a system of records.
</p><p><i>System of records.</i> A group of records under the control of a DoD Component from which personal information is retrieved by the individual’s name or by some identifying number, symbol, or other identifying particular assigned to an individual.
</p><p><i>Word processing system.</i> A combination of equipment employing automated technology, systematic procedures, and trained personnel for the primary purpose of manipulating human thoughts and verbal or written or graphic presentations intended to communicate verbally or visually with another individual.
</p><p><i>Word processing equipment.</i> Any combination of electronic hardware and computer software integrated in a variety of forms (firmware, programmable software, hard wiring, or similar equipment) that permits the processing of textual data. Generally, the equipment contains a device to receive information, a computer-like processor with various capabilities to manipulate the information, a storage medium, and an output device.
</p><p><b>&#167; 327.5
 Systems of records.
</b></p><p>(a) <i>System of records.</i> To be subject to the provisions of this part, a "system of records" must:
</p><p>(1) Consist of "records" that are retrieved by the name of an individual or some other personal identifier, and
</p><p>(2) Be under the control of DeCA.
</p><p>(b) <i>Retrieval practices.</i> Records in a group of records that may be retrieved by a name or personal identifier are not covered by this part even if the records contain personal data and are under the control of DeCA. The records MUST BE, in fact, retrieved by name or other personal identifier to become a system of records for DeCA.
</p><p>(c) <i>Relevance and necessity.</i> Only those records that contain personal information which is relevant and necessary to accomplish a purpose required by Federal statute or an Executive Order will be maintained by DeCA.
</p><p>(d) <i>Authority to establish systems of records.</i> Director, DeCA has the authority to establish systems of records; however, each time a system of records is established, the Executive Order or Federal statute that authorizes maintaining the personal information must be identified.
</p><p>(1) DeCA will not maintain any records describing how an individual exercises his or her rights guaranteed by the First Amendment of the U.S. Constitution.
</p><p>(2) These rights include, but are not limited to, freedom of religion, freedom of political beliefs, freedom of speech, freedom of the press, the right to assemble, and the right to petition.
</p><p>(e) <i>System manager’s evaluation.</i> Systems managers, along with the DeCA Privacy Officer, shall evaluate the information to be included in each new system before establishing the system and evaluate periodically the information contained in each existing system of records for relevancy and necessity. Such a review will also occur when a system notice amendment or alteration is prepared. Consider the following:
</p><p>(1) The relationship of each item of information retained and collected to the purpose for which the system is maintained.
</p><p>(2) The specific impact on the purpose or mission of not collecting each category of information contained in the system.
</p><p>(3) The possibility of meeting the informational requirements through use of information not individually identifiable or through other techniques, such as sampling.
</p><p>(4) The length of time each item of personal information must be retained.
</p><p>(5) The cost of maintaining the information.
</p><p>(6) The necessity and relevancy of the information to the purpose for which it was collected.
</p><p>(f) <i>Discontinued information requirements.</i> (1) When notification is received to stop collecting any category or item of personal information, the DeCA PA Officer will issue instructions to stop immediately and also excise this information from existing records, when feasible, and amend existing notice.
</p><p>(2) Disposition of these records will be provided by the DeCA PA Officer in accordance with the DeCA Filing System.[3]
</p><p>[3] Copies may be obtained: Defense Commissary Agency, ATTN: FOIA/Privacy Officer, 1300 E. Avenue, Fort Lee, VA 23801-1800.
</p><p>(g) <i>Government contractors.</i> (1) When DeCA contracts for the operation or maintenance of a system of records or a portion of a system of records by a contractor, the record system or the portion affected are considered to be maintained by DeCA and are subject to this part. DeCA is responsible for applying the requirements of this part to the contractor. The contractor and its employees are to be considered employees of DeCA for the purposes of the approved provisions of the Privacy Act during the performance of the contract. Consistent with the Defense Acquisition Regulation, contracts requiring the maintenance of a system of records or the portion of a system of records shall identify specifically the record system and the work to be performed and shall include in the solicitation and resulting contract such terms as are prescribed in the Defense Acquisition Regulation (DAR).[4]
</p><p>[4] See footnote 3 to &#167; 327.5.
</p><p>(2) If the contractor must use or have access to individually identifiable information subject to this part to perform any part of a contract, and the information would have been collected and maintained by DeCA but for the award of the contract, these contractor activities are subject to this part.
</p><p>(3) The restrictions in paragraphs (g)(1) and (g)(2) of this section do not apply to records:
</p><p>(i) Established and maintained to assist in making internal contractor management decisions such as those maintained for use in managing the contract.
</p><p>(ii) Those maintained as internal contractor employee records even when used in conjunction with providing goods and services to DeCA.
</p><p>(4) Disclosure of records to contractors. Disclosure of personal records to a contractor for the use in the performance of any DeCA contract is considered a disclosure within the Department of Defense (DoD). The contractor is considered the agent of DeCA and is to be maintaining and receiving the records for DeCA.
</p><p>(h) <i>Safeguarding personal information.</i> DeCA personnel will protect records in every system of records for confidentiality against alteration, unauthorized disclosure, embarrassment, or unfairness to any individual about when information is kept.
</p><p>(1) Supervisor/Manager paper records maintained by DeCA personnel will be treated as ‘For Official Use Only’ (FOUO) documents and secured in locked file cabinets, desks or bookcases during non-duty hours. During normal working hours, these records will be out-of-sight if the working area is accessible to non-government personnel.
</p><p>(2) Personnel records maintained by DeCA computer room or stand alone systems, will be safeguarded at all times. Printed computer reports containing personal data must carry the markings FOUO. Other media storing personal data such as tapes, reels, disk packs, etc., must be marked with labels which bear FOUO and properly safeguarded.
</p><p>(3) Adherence to paragraphs (h)(1) and (h)(2) of this section, fulfills the requirements of 32 CFR part 285.
</p><p>(i) <i>Records disposal.</i> (1) DeCA records containing personal data will be shredded or torn to render the record unrecognizable or beyond reconstruction.
</p><p>(2) The transfer of large quantities of DeCA records containing personal data to disposal activities is not considered a release of personal information under this part. The volume of such transfers makes it difficult or impossible to identify easily specific individual records. Care must be exercised to ensure that the bulk is maintained so as to prevent specific records from becoming readily identifiable. If the bulk is amintained, no special procedures are required. if the bulk cannot be maintained, dispose of the records by shredding or tearing to render the record unrecognizable or beyond reconstruction.
</p><p><b>&#167; 327.6
 Collecting personal information
</b></p><p>(a) <i>Collect directly from the individual.</i> To the greatest extent practicable, collect personal information directly from the individual to whom it pertains if the information may be used in making any determination about the rights, privileges, or benefits of the individual under any Federal program.
</p><p>(b) <i>Collecting personal information from third parties.</i> It may not be practical to collect personal information directly from an individual in all cases. Some examples of this are:
</p><p>(1) Verification of information through third party sources for security or employment suitability determinations;
</p><p>(2) Seeking third party opinions such as supervisory comments as to job knowledge, duty performance, or other opinion-type evaluations;
</p><p>(3) When obtaining the needed information directly from the individual is exceptionally difficult or may result in unreasonable costs; or
</p><p>(4) Contacting a third party at the request of the individual to furnish certain information such as exact periods of employment, termination dates, copies of records, or similar information.
</p><p>(c) <i>Collecting social security numbers (SSNs).</i> (1) It is unlawful for DeCA to deny an individual any right, benefit, or privilege provided by law because an individual refuses to provide his or her SSN. Executive Order 9397 authorizes solicitation and use of SSNs as numerical identifiers for individuals in most Federal record systems, however, it does not provide mandatory authority for soliciting.
</p><p>(2) When an individual is requested to provide their SSN, they must be told:
</p><p>(i) the uses that will be made of the SSN;
</p><p>(ii) The statute, regulation or rule authorizing the solicitation of the SSN; and
</p><p>(iii) Whether providingthe SSN is voluntary or mandatory.
</p><p>(3) Once the SSN has been furnished for the purpose of establishing a record, the notification in paragraph (c)(2) of this section is not required if the individual is only requested to furnish or verify the SSNs for identification purposes in connection with the normal use of his or her records.
</p><p>(d) <i>Privacy act statements.</i> When a DeCA individual is requested to furnish personal information about himself or herself for inclusion in a system of records, a Privacy Act Statement is required regardless of the medium used to collect the information, e.g., forms, personal interviews, telephonic interviews. The statement allows the individual to make a decision whether to provide the information requested. The statement will be concise, curent, and easily understood and must state whether providing the information is voluntary or mandatory. if furnishing the data is mandatory, a Federal statute, Executive Order, regulation or other lawful order must be cited. If the personal information solicited is not to be incorporated into a DeCA system of records, a PA statement is not required. This information obtained without the PA statement will not be incorporated into any DeCA systems of records.
</p><p>(1) <i>The DeCA Privacy Act Statement will include:</i>
</p><p>(i) The specific Federal statute or Executive Order that authorized collection of the requested information;
</p><p>(ii) The principal purpose or purposes for which the information is to be used;
</p><p>(iii) The routine uses that will be made of the information;
</p><p>(iv) Whether providing the information is voluntary or mandatory; and
</p><p>(v) The effects on the individual if he or she chooses not to provide the requested information.
</p><p>(2) <i>Forms.</i> When DeCA uses forms to collect personal information, placement of the Privacy Act advisory statement should be in the following order of preference:
</p><p>(i) Below the title of the form and positioned so the individual will be advised of the requested information,
</p><p>(ii) Within the body of the form with a notation of its location below the title of the form,
</p><p>(iii) On the reverse of the form with a notation of its location below the title of the form,
</p><p>(iv) Attached to the form as a tear-off sheet, or
</p><p>(v) Issued as a separate supplement to the form.
</p><p>(3) <i>Forms issued by non-DoD Activities.</i> Ensure that the statement prepared by the originating agency on their forms is adequate for the purpose for which DeCA will use the form. If the statement is inadequate, DeCA will prepare a new statement before using the form. Forms issued by other agencies not subject to the Privacy Act but its use requires DeCA to collect personal data, a Privacy Act Statement will be added.
</p><p><b>&#167; 327.7
 Access by individuals
</b></p><p>(a) <i>Individual access to personal information.</i> Release of personal information to individuals whose records are maintained in a systems of records under this part is not considered public release of information. DeCA will release to the individuals all of the personal information, except to the extent the information is contained in an exempt system of records.
</p><p>(1) <i>Requests for access.</i> (i) Individuals in DeCA Headquarters and FOAs will address requests for access to their personal information to the DeCA Privacy Act Officers. Individuals in Regions, CDCs, and commissaries, will address requests to their respective Region Privacy Act Coordinator. The individual is not required to explain or justify why access is being sought.
</p><p>(ii) If an individual wishes to be accompanied by a third party when seeking access to his or her records or to have the records released directly to the third party, a signed access authorization granting the third party access is required.
</p><p>(iii) A DeCA individual will not be denied access to his or her records because he or she refuses to provide his or her SSN unless the SSN is the only way retrieval can be made.
</p><p>(2) <i>Granting access.</i> (i) If the record is not part of an exempt system, DeCA personnel will be granted access to the original record or an exact copy of the original record without any changes or deletions. Medical records will be disclosed to the individual to whom they pertain unless an individual fails to comply with the established requirements. This includes refusing to name a physician to receive medical records when required, refusing to pay fees, or when a judgment is made that access to such records may have an adverse effect on the mental or physical health of the individual. Where an adverse effect may result, a release will be made in consultation with a physician.
</p><p>(ii) DeCA personnel may be denied access to information compiled in reasonable anticipation of a civil action or proceeding. The term "civil proceeding" is intended to include quasi-judicial and pretrial judicial proceedings. Information prepared in conjunction with the quasi-judicial, pretrial and trial proceedings to include those prepared by DeCA legal and non-legal officials of the possible consequences of a given course of action are protected from access.
</p><p>(iii) Requests by DeCA personnel for access to investigatory records pertaining to themselves, compiled for law enforcement purposes, are processed under this part and that of 32 CFR part 310. Those requests by DeCA personnel for investigatory records pertaining to themselves that are in records systems exempt from access provisions shall be processed under this part or 32 CFR part 285, depending upon which provides the greatest degree of access.
</p><p>(3) <i>Non agency records.</i> (i) Uncirculated personal notes and records that are not given or circulated to any person or organization (example, personal telephone list) that are kept or discarded at the author’s discretion and over which DeCA exercises no direct control, are not considered DeCA records. However, if personnel are officially directed or encouraged, either in writing or orally, to maintain such records, they may become "agency records" and may be subject to this part.
</p><p>(ii) Personal uncirculate handwritten notes of team leaders, office supervisors, or military supervisory personnel concerning subordinates are not a system of records within the meaning of this part. Such notes are an extension of the individual’s memory. These notes, however, must be maintained and discarded at the discretion of the individual supervisor and not circulated to others. Any established requirement to maintain such notes (written or oral directives, regulation or command policy) make these notes "AGENCY RECORDS." If the notes are circulated, they must be made a part of the system of records. Any action that gives personal notes the appearance of official agency records is prohibited unless they have been incorporated into a DeCA system of records.
</p><p>(b) <i>Relationship between the Privacy Act and the Freedom of Information Act (FOIA).</i> (1) Requests from DeCA individuals for access to a record pertaining to themselves made under the FOIA are processed under the provisions of this part, 32 CFR part 310 and DeCA Directive 30-12, Freedom of Information Act (FOIA) Program. [5]
</p><p>[5] See footnote 3 to &#167; 327.5.
</p><p>(2) Request from DeCA individuals or access to a record pertaining to themselves are processed under this part and 32 CFR part 310.
</p><p>(3) Requests from DeCA individuals for access to records about themselves that cite both Acts or the DeCA implementing directives for both Acts are processed under this part except:
</p><p>(i) When the access provisions of the FOIA provide a greater degree of access process under the FOIA, or
</p><p>(ii) When access to the information sought is controlled by another Federal statute process access procedures under the controlling statute.
</p><p>(4) Requests from DeCA individuals for access to information about themselves in a system of records that do not cite either Act or DeCA implementing directive are processed under the procedures established by this part.
</p><p>(5) DeCA requesters will not be denied access to personal information concerning themselves that would be releasable to them under either Act because they fail to cite either Act or the wrong Act. The Act or procedures used in granting or denying access will be explained to requesters.,
</p><p>(6) DeCA requesters should receive access to their records within 30 days.
</p><p>(7) Records in all DeCA systems maintained in accordance with the Government-wide systems notices are in temporary custody of DeCA, and all requests or amend these records will be processed in accordance with this part.
</p><p>(c) <i>Denial of individual access.</i> (1) A DeCA individual may be denied formal access to a record pertaining to him/her only if the record:
</p><p>(i) Was compiled in reasonable anticipation of civil action.
</p><p>(ii) Is in a system of records that has been exempt from access provisions of this part.
</p><p>(iii) All systems of records maintained by the Defense Commissary Agency shall be exempt from the requirements of 5 U.S.C. 552a(d) pursuant to 5 U.S.C. 552a(k)(1) to the extent that the system contains any information properly classified under Executive Order 12958 and which is required by the Executive Order to be withheld 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 herein may contain items of information that have been properly classified.
</p><p>(iv) Is contained in a system of records for which access may be denied under some other Federal statute.
</p><p>(v) All systems of records maintained by the DeCA shall be exempt from the requirements of 5 U.S.C. 552a(d) pursuant to 5 U.S.C. 552a(k)(1) to the extent that the system contains any information properly classified under Executive Order 12958 and which is required by the Executive Order to be withheld in the interest of national defense of 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 herein may contain items of information that have been properly classified.
</p><p>(2) DeCA individuals will only be denied access to those portions of the records from which the denial of access serves some legitimate governmental purpose.
</p><p>(3) Other reasons to refuse DeCA individuals are:
</p><p>(i) The request is not described well enough to locate it within a reasonable amount of effort by the PA Officer or PA Coordinator; or
</p><p>(ii) An individual fails to comply with the established requirements including refusing to name a physician to receive medical records when required or to pay fees.
</p><p>(4) Only the DeCA IDA can deny access. This denial must be in writing and contain:
</p><p>(i) The date of the denial, name, title of position, and signature of the DeCA Initial Denial Authority.
</p><p>(ii) The specific reasons for the denial, including specific reference to the appropriate sections of the PA, other statutes, this part or the Code of Federal Regulations (CFR);
</p><p>(iii) Information providing the right to appeal the denial through the DeCa appeal procedure within 60 days, and the title, position and address of the DeCA PA Appellate Authority.
</p><p>(5) <i>DeCA Appeal Procedures.</i> The Director of DeCA, or the designee, will review any appeal by an individual from a denial of access to DeCA records. Formal written notification will be provided to the individual explaining whether the denial is sustained totally or in part. The DeCA PA Officer will:
</p><p>(i) Assign a control number and process the appeal to the Director, DeCA or the designee appointed by the Director.
</p><p>(ii) Provide formal written notification to the individual by the appeal authority explaining whether the denial is sustained totally or in part and the exact reasons for the denial to include provisions of the Act, other statute, this part or the CFR whichever the determination is based, or
</p><p>(iii) Provide the individual access to the material if the appeal is granted.
</p><p>(iv) Process all appeals within 30 days of receipt unless the appeal authority determines the review cannot be made within that period and provide notification to the individual the reasons for the delay and when an answer may be expected.
</p><p>(d) <i>Amendment of records.</i> (1) DeCA employees are encouraged to review the personal information being maintained abut them periodically. An individual may request amendment of any record contained in a system of records unless the system of records has been exempt specifically from the amendment procedures by the Director, DeCa. A request for amendment must include:
</p><p>(i) A description of the item or items to be amended.
</p><p>(ii) The specific reason for the amendment.
</p><p>(iii) The type of amendment action such as deletion, correction or addition.
</p><p>(iv) Copies of evidence supporting the request.
</p><p>(v) DeCA employees may be required to provide identification to make sure that they are indeed seeking to amend a record pertaining to themselves.
</p><p>(2) The amendment process is not intended to permit the alteration of evidence presented in the course of judicial or quasi-judicial proceedings. Amendments to these records are made through specific procedures established for the amendment of these records.
</p><p>(i) Written notification will be provided to the requester within 10 working days of its receipt by the DeCA PA Officer. No notification will be provided to the requester if the action completed within the 10 days. Only under exceptional circumstances will more than 30 days be required to reach the decision to amend a request. If the decision is to grant all or in part of the request for amendment, the record will be amended and the requester informed and all other offices/personnel known to be keeping the information.
</p><p>(ii) If the request for amendment is denied in whole or in part, The PA Officer will notify the individual in writing and provide the specific reasons and the procedures for appealing the decision.
</p><p>(iii) All appeals are to be processed within 30 days. If additional time is required, the requester will be informed and provided when a final decision may be expected.
</p><p>(e) <i>Fee assessments.</i> (1) DeCA personnel will only be charged the direct cost of copying and reproduction, computed using the appropriate portions of the fee schedule in DeCA Directive 30-12. [6] Normally, fees are waived automatically if the direct costs of a given request are less than $30. This fee waiver provision does not apply when a waiver has been granted to the individual before, and later requests appear to be an extension or duplication of that original request. Decisions to waive or reduce fees that exceed the automatic waiver threshold will be made on a case-by-case basis. Fees may not be charged when:
</p><p>[6] See footnote 3 to &#167; 327.5.
</p><p>(i) Copying is performed for the convenience of the Government or is the only means to make the record available for the individual.
</p><p>(ii) No reading room is available for the individual to review the record or a copy is made to keep the original in DeCA files.
</p><p>(iii) The information may be obtained without charge under any other regulation, directive, or statute.
</p><p>(2) No fees will be collected for search, retrieval, and review of records to determine releasability, copying of records when the individual has not requested a copy, transportation of records and personnel, or normal postage.
</p><p><b>&#167; 327.8
 Disclosure of personal information to other agencies and third parties
</b></p><p>(a) <i>Disclosures and nonconsensual disclosures.</i> (1) All requests made by DeCA individuals for personal information about other individuals (third parties) will be processed under DeCA Directive 30-12 [7] except when the third party personal information is contained in the Privacy record of the individual making the request.
</p><p>[7] See footnote 3 to &#167; 327.5.
</p><p>(2) For the purposes of disclosure and disclosure accounting, the Department of Defense is considered a single agency.
</p><p>(3) Personal information from DeCA systems of records will not be disclosed outside the DoD unless:
</p><p>(i) The record has been requested by the individual to whom it pertains,
</p><p>(ii) Written consent has been given by the individual to whom the record pertains for release to the requesting agency, activity, or individual, or
</p><p>(iii) The release is pursuant to one of the specific nonconsensual purposes set forth in the Act.
</p><p>(4) Records may be disclosed without the consent of a DeCA individual to any DoD official who has need for the record in the performance of their assigned duties. Rank, position, or title alone does not authorize this access. An official need for this information must exist.
</p><p>(5) DeCA records must be disclosed if their release is required by 32 CFR part 285, which is implemented by DeCA Directive 30-12. [8] 32 CFR part 285 requires that records be made available to the public unless exempt from disclosure under the FOIA.
</p><p>[8] See footnote 3 to &#167; 327.5.
</p><p>(b) <i>Normally releasable information.</i> Personal information that is normally releasable without the consent of a DeCA individual that does not imply a clearly unwarranted invasion of personal privacy:
</p><p>(1) Civilian employees:
</p><p>(i) Name,
</p><p>(ii) Present and past position titles,
</p><p>(iii) Present and past grades,
</p><p>(iv) Present and past salaries,
</p><p>(v) Present and past duty stations,
</p><p>(vi) Office or duty telephone numbers,
</p><p>(2) Military members:
</p><p>(i) Full name,
</p><p>(ii) Rank,
</p><p>(iii) Date of rank,
</p><p>(iv) Gross salary,
</p><p>(v) Past duty assignments,
</p><p>(vi) Present duty assignments,
</p><p>(vii) Future assignments that are officially established,
</p><p>(viii) Office or duty telephone numbers,
</p><p>(ix) Source of commission,
</p><p>(x) Promotion sequence number,
</p><p>(xi) Awards and decorations,
</p><p>(xii) Attendance at professional military schools,
</p><p>(xiii) Duty status at any given time.
</p><p>(3) All disclosures of personal information on civilian employees shall be made in accordance with the Office of Personnel Management (OPM) and all disclosures of personal information on military members shall be made in accordance with the standards established by 32 CFR part 285.
</p><p>(4) The release of DeCA employees’ home addresses and home telephone numbers is considered a clearly unwarranted invasion of personal privacy and is prohibited; however, these may be released without prior consent of the employee if:
</p><p>(i) The employee has indicated previously that he or she consents to their release,
</p><p>(ii) The releasing official was requested to release the information under the provisions of 32 CFR part 285.
</p><p>(5) Before listing home addresses and home telephone numbers in any DeCA telephone directory, give the individuals the opportunity to refuse such a listing.
</p><p>(c) <i>Disclosures for established routine uses.</i> (1) Records may be disclosed outside of DeCA without consent of the individual to whom they pertain for an established routine use.
</p><p>(2) A routine use shall:
</p><p>(i) Be compatible with the purpose for which the record was collected;
</p><p>(ii) Indicate to whom the record may be released;
</p><p>(iii) Indicate the uses to which the information may be put by the receiving agency; and
</p><p>(iv) Have been published previously in the <i>Federal Register</i>.
</p><p>(3) A routine use will be established for each user of the information outside DeCA who need official access to the records. This use may be discontinued or amended without the consent of the individual/s involved. Any routine use that is new or changed is published in the <i>Federal Register</i> 30 days before actually disclosing the record. In addition to routine uses established by DeCA individual system notices, blanket routine uses have been established. See Appendix C to this part.
</p><p>(d) <i>Disclosure without consent.</i> DeCA records may be disclosed without the consent of the individual to whom they pertain to another agency within or under the control of the U.S. for a civil or criminal law enforcement activity if:
</p><p>(1) The civil or criminal law enforcement activity is authorized by law (Federal, State, or local); and
</p><p>(2) The head of the agency or instrumentality (or designee) has made a written request to the Component specifying the particular record or portion desired and the law enforcement activity for which it is sought.
</p><p>(3) Blanket requests for any and all records pertaining to an individual shall not be honored. The requesting agency or instrumentality must specify each record or portion desired and how each relates to the authorized law enforcement activity.
</p><p>(4) This disclosure provision applies when the law enforcement agency or instrumentality request the record, If the DoD Component discloses a record outside the DoD for law enforcement purposes without the individual’s consent and without an adequate written request, the disclosure must be pursuant to an established routine use, such as the blanket routine use for law enforcement.
</p><p>(e) <i>Disclosures to the public from health care records.</i> (1) The following general information may be released to the news media or public concerning a DeCA employee treated or hospitalized in DoD medical facilities and non-Federal facilities for whom the cost of the care is paid by DoD:
</p><p>(i) Personal information concerning the patient that is provided in &#167; 327.8 and under provisions of 32 CFR part 285.
</p><p>(ii) The medical condition such as the date of admission or disposition and the present medical assessment of the individual’s condition in the following terms if the medical doctor has volunteered the information:
</p><p>(A) The individual’s condition is presently (stable) (good) (fair) (serious) or (critical), and
</p><p>(B) Whether the patient is conscious, semi-conscious or unconscious.
</p><p>(2) Detailed medical and other personal information may be released on a DeCA employee only if the employee has given consent to the release. If the employee is not conscious or competent, no personal information, except that required by 32 CFR part 285, will be released until there has been enough improvement in the patient’s condition for them to give informed consent.
</p><p>(3) Any item of personal information may be released on a DeCA patient if the patient has given consent to its release.
</p><p>(4) This part does not limit the disclosure of personal medical information for other government agencies’ use in determining eligibility for special assistance or other benefits provided disclosure in pursuant to a routine use.
</p><p><b>Appendix A to Part 327--Sample DeCA Response Letter
</b></p><p>Mrs. Floria Employee
</p><p>551 Florida Avenue
</p><p>Oakland, CA 94618
</p>
<p>Dear Mrs. Employee: This responds to your Privacy Act request dated (enter date of request), in which you requested (describe requested records).
</p><p>Your request has been referred to our headquarters for further processing. They will respond directly to you. Any questions concerning your request may be made telephonically (enter Privacy Officer’s telephone number) or in writing to the following address:
</p><p>Defense Commissary Agency, Safety, Security, and Administration, Attention: FOIA/PA Officer, Fort Lee, VA 23801-1800.
</p><p>I trust this information is responsive to your needs.
</p>
<p>(Signature block)
</p><p><b>Appendix B to Part 327--Internal Management Control Review Checklist
</b></p><p>(a) <i>Task:</i> Personnel and/or Organization Management.
</p><p>(b) <i>Subtask:</i> Privacy Act (PA) Program.
</p><p>(c) <i>Organization:</i>
</p><p>(d) <i>Action officer:</i>
</p><p>(e) <i>Reviewer:</i>
</p><p>(f) <i>Date completed:</i>
</p><p>(g) <i>Assessable unit:</i> The assessable units are HQ, DeCA, Regions, Central Distribution Centers, Field Operating Activities, and commissaries. Each test question is annotated to indicate which organization(s) is (are) responsible for responding to the question(s). Assessable unit managers responsible for completing this checklist are shown in the DeCA, MCP, DeCA Directive 70-2.[1] 
</p><p>[1] Copies may be obtained: Defense Commissary Agency, ATTN: FOIA/Privacy Officer, 1300 E. Avenue, Fort Lee, VA 23801-1800.
</p><p>(h) <i>Event cycle 1:</i> Establish and implement a Privacy Act Program.
</p><p>(1) Risk: If prescribed policies, procedures and responsibilities of the Privacy Act Program are not adhered to, sensitive private information on individuals can be given out to individuals.
</p><p>(2) Control Objectives: The prescribed policies, procedures and responsibilities contained in 5 U.S.C. 552a are followed to protect individual privacy and information release.
</p><p>(3) Control Techniques: 32 CFR part 310 and DeCA Directive 30-13, [2] Privacy Act Program.
</p><p>[2] See footnote 1 to this Appendix B.
</p><p>(i) Ensure that a PA program is established and implemented.
</p><p>(ii) Appoint an individual with PA responsibilities and ensure the designation of appropriate staff to assist.
</p><p>(4) Test Questions: Explain rationale for YES responses or provide cross-references where rationale can be found. For NO responses, cross-reference to where corrective action plans can be found. If response is NA, explain rationale.
</p><p>(i) Is a PA program established and implemented in DeCA to encompass procedures for subordinate activities? (DeCA HQ/SA, Region IM). Response: Yes / No / NA. Remarks:
</p><p>(ii) Is an individual appointed PA responsibilities? (DeCA HQ/SA, Region IM). Response: Yes / No / NA. Remarks:
</p><p>(iii) Are the current names and office telephone numbers furnished OSD, Private Act Office of the PA Officer and the IDA? (DeCA HQ/SA). Response: Yes / No / NA. Remarks:
</p><p>(iv) Is the annual PA report prepared and forwarded to OSD, Defense Privacy Office? (DeCA HQ/SA). Response: Yes / No / NA. Remarks:
</p><p>(v) Is PA awareness training/orientation provided? Is in-depth training provided for personnel involved in the establishment, development, custody, maintenance and use of a system of records? (DeCA HQ/SA, Region). Response: Yes / No / NA. Remarks:
</p><p>(vi) Is the PA Officer consulted by information systems developers for privacy requirements which need to be included as part of the life cycle management of information consideration in information systems design? (DeCA HQ/SA, Region). Response: Yes / No / NA. Remarks:
</p><p>(vii) Is each system of records maintained by DeCA supported by a Privacy Act System Notice and has the systems notice been published in the <i>Federal Register</i>? (DeCA HQ/SA). Response: Yes / No / NA. Remarks:
</p><p>(i) <i>Event cycle 2:</i> Processing PA Requests.
</p><p>(1) Risk: Failure to process PA requests correctly could result in privacy information being released which subjects the Department of Defense, DeCA or individuals to criminal penalties.
</p><p>(2) Control Objective: PA requests are processed correctly.
</p><p>(3) Control Technique:
</p><p>(i) Ensure PA requests are logged into a formal control system.
</p><p>(ii) Ensure PA requests are answered promptly and correctly.
</p><p>(iii) Ensure DeCA records are only withheld when they fall under the general and specific exemptions of 5 U.S.C. 552a and one or more of the nine exemptions under DeCA Directive 30-12, [3] Freedom of Information Act (FOIA) Program.
</p><p>[3] See footnote 1 to this Appendix B.
</p><p>(iv) Ensure all requests are coordinated through the General Counsel.
</p><p>(v) Ensure all requests are denied by the DeCA IDA.
</p><p>(vi) Ensure all appeals are forwarded to the Director DeCA or his designee.
</p><p>(4) Test Questions:
</p><p>(i) Are PA requests logged into a formal control system? (DeCA HQ/SA, Region IM). Response: Yes / No / NA. Remarks:
</p><p>(ii) Are individual requests for access acknowledged within 10 working days after receipt? (DeCA HQ/SA, Region IM). Response: Yes / No / NA. Remarks:
</p><p>(iii) when more than 10 working days are required to respond to a PA request, is the requester informed, explaining the circumstances for the delay and provided an approximate date for completion? (DeCA HQ/SA, Region IM). Response: Yes / No / NA. Remarks:
</p><p>(iv) Are DeCA records withheld only when they fall under one or more of the general or specific exemptions of the PA or one or more of the nine exemptions of the FOIA? (DeCA HQ/SA, Region IM). Response: Yes / No / NA. Remarks:
</p><p>(v) Do denial letters contain the name and title or position of the official who made the determination, cite the exemption(s) on which the denial is based and advise the PA requester of their right to appeal the denial to the Director DeCA or designee? (DeCA HQ/SA). Response: Yes / No / NA. Remarks:
</p><p>(vi) Are PA requests denied only by the HQ DeCA IDA? (All). Response: Yes / No / NA. Remarks:
</p><p>(vii) Is coordination met with the General Counsel prior to forwarding a PA request to the IDA? (DeCA HQ/SA). Response: Yes / No / NA. Remarks:
</p><p>(j) <i>Event cycle 3:</i> Requesting PA Information.
</p><p>(1) Risk: Obtaining personal information resulting in a violation of the PA.
</p><p>(2) Control Objective: Establish a system before data collection and storage to ensure no violation of the privacy of individuals.
</p><p>(3) Control Technique: Ensure Privacy Act Statement to obtain personal information is furnished to individuals before data collection.
</p><p>(4) Test Questions:
</p><p>(i) Are all forms used to collect information about individuals which will be part of a system of records staffed with the PA Officer for correctness of the Privacy Act Statement? (DeCA HQ/SA, Region). Response: Yes / No / NA. Remarks:
</p><p>(ii) Are Privacy Statements prepared and issued for all forms, formats and questionnaires that are subject to the PA, coordinated with the DeCA forms manager? (DeCA HQ/SA, Region). Response: Yes / No / NA. Remarks:
</p><p>(iii) Do Privacy Act Statements furnished to individuals provide the following:
</p><p>(A) The authority for the request.
</p><p>(B) The principal purpose for which the information will be used.
</p><p>(C) Any routine uses.
</p><p>(D) The consequences of failing to provide the requested information. Yes / No / NA. Remarks:
</p><p>(k) <i>Event cycle 4:</i> Records Maintenance.
</p><p>(1) Risk: Unprotected records allowing individuals without a need to know access to privacy information.
</p><p>(2) Control Objective: PA records are properly maintained throughout their life cycle.
</p><p>(3) Control Technique: Ensure the prescribed policies and procedures are followed during the life cycle of information.
</p><p>(4) Test Questions:
</p><p>(i) Are file cabinets/containers that house PA records locked at all times to prevent unauthorized access? (All). Response: Yes / No / NA. Remarks:
</p><p>(ii) Are personnel with job requirement (need to know) only allowed access to PA information? (All). Response: Yes / No / NA. Remarks:
</p><p>(iii) Are privacy act records treated as unclassified records and designated ‘For Official Use Only’? (All). Response: Yes / No / NA. Remarks:
</p><p>(iv) Are computer printouts that contain privacy act information as well as disks, tapes and other media marked ‘For Official Use Only’? (All). Response: Yes / No / NA. Remarks:
</p><p>(v) Is a Systems Manager appointed for each automated/manual PA systems of records? (DeCA HQ/SA, Region). Response: Yes / No / NA. Remarks:
</p><p>(vi) Are PA records maintained and disposed of in accordance with DeCA Directive 30-2, [4] The Defense Commissary Agency Filing System? (All). Response: Yes / No / NA. Remarks:
</p><p> [4] See footnote 2 to this Appendix B.
</p><p>(1) I attest that the above listed internal controls provide reasonable assurance that DeCA resources are adequately safeguarded. I am satisfied that if the above controls are fully operational, the internal controls for this sub-task throughout DeCA are adequate.
</p><p>Safety, Security and Administration.
</p><p>FUNCTIONAL PROPONENT.
</p><p>I have reviewed this sub-task within my organization and have supplemented the prescribed internal control review checklist when warranted by unique environmental circumstances. The controls prescribed in this checklist, as amended, are in place and operational for my organization (except for the weaknesses described in the attached plan, which includes schedules for correcting the weaknesses).
</p><p>ASSESSABLE UNIT MANAGER (Signature).
</p><p><b>Appendix C to Part 327-DeCA Blanket Routine Uses
</b></p><p>(a) <i>Routine Use--Law Enforcement.</i> If a system of records maintained by a DoD 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, the agency concerned, 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.
</p><p>(b) <i>Routine Use--Disclosure when Requesting Information.</i> A record from a system of records maintained by a 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.
</p><p>(c) <i>Routine Use--Disclosure of Requested Information.</i> A record from a system of records maintained by a 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.
</p><p>(d) <i>Routine Use--Congressional Inquiries.</i> Disclosure from a system of records maintained by a 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.
</p><p>(e) <i>Routine Use--Private Relief Legislation.</i> Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, will be disclosed to the OMB 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.
</p><p>(f) <i>Routine Use--Disclosures Required by International Agreements.</i> A record from a system of records maintained by a Component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities 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 DoD military and civilian personnel.
</p><p>(g) <i>Routine Use--Disclosure to State and Local Taxing Authorities.</i> Any information normally contained in Internal Revenue Service (IRS) Form W-2 which is maintained in a record from a system of records maintained by a Component may be disclosed to State and local taxing authorities with which the Secretary of the Treasury has entered into agreements under 5 U.S.C., 5516, 5517, and 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 No. 76-07.
</p><p>(h) <i>Routine Use--Disclosure to the Office of Personnel Management.</i> A record from a system of records subject to the Privacy Act and maintained by a Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.
</p><p>(i) <i>Routine Use--Disclosure to the Department of Justice for Litigation.</i> 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.
</p><p>(j) <i>Routine Use--Disclosure to Military Banking Facilities Overseas.</i> 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.
</p><p>(k) <i>Routine Use--Disclosure of Information to the General Services Administration (GSA).</i> A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration (GSA) for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.
</p><p>(l) <i>Routine Use--Disclosure of Information to the National Archives and Records Administration (NARA).</i> 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 (NARA) for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.
</p><p>(m) <i>Routine Use--Disclosure to the Merit Systems Protection Board.</i> 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.
</p><p>(n) <i>Routine Use--Counterintelligence Purpose.</i> 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.</p>
</xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>
</agency></pai>

