[Federal Register Volume 64, Number 134 (Wednesday, July 14, 1999)]
[Notices]
[Pages 37935-37939]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-17668]
=======================================================================
-----------------------------------------------------------------------
DEPARTMENT OF DEFENSE
Defense Security Service
Privacy Act of 1974; System of Records
AGENCY: Defense Security Service, DoD.
ACTION: Notice to amend systems of records.
-----------------------------------------------------------------------
SUMMARY: The Defense Security Service (DSS) is amending four existing
Privacy Act systems of records notices in its existing inventory of
record systems subject to the Privacy Act of 1974, (5 U.S.C. 552a), as
amended.
In addition, the name of the agency is being changed to `DEFENSE
SECURITY SERVICE' in the preamble to the agency's compilation of
systems of records notices.
DATES: The actions will be effective on August 13, 1999, unless
comments are received that would result in a contrary determination.
ADDRESSES: Send comments to Office of the General Counsel, Defense
Security Service, 1340 Braddock Place, Alexandria, VA 22314-1651.
FOR FURTHER INFORMATION CONTACT: Mr. Leslie Blake (703) 325-9450.
SUPPLEMENTARY INFORMATION: The Defense Security Service notices for
systems of records subject to the Privacy Act of 1974 (5 U.S.C. 552a),
as amended, have been published in the Federal Register and are
available from the address above.
The specific changes to the record systems being amended are set
forth below followed by the notices, as amended, published in their
entirety. The proposed amendments are not within the purview of
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended,
which requires the submission of a new or altered system report.
In addition, the name of the agency is being changed to `DEFENSE
SECURITY SERVICE' in the preamble to the agency's compilation of
systems of records notices.
[[Page 37936]]
Dated: July 7, 1999.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
V1-01
System name:
Privacy and Freedom of Information Request Records (February 22,
1993, 58 FR 10904).
Changes:
* * * * *
System location:
Delete entry and replace with `Freedom of Information records are
located at the Defense Security Service, Office of FOI and Privacy,
1340 Braddock Place, Alexandria, 22314-1651.
Privacy Act records are located at the Defense Security Service,
Privacy Act Branch, P.O. Box 46060, Baltimore, MD 21240-6060.'
* * * * *
System manager(s) and address:
Delete entry and replace with `Deputy Director, Defense Security
Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria,
22314-1651.'
* * * * *
V1-01
System name:
Privacy and Freedom of Information Request Records.
System location:
Freedom of Information records are located at the Defense Security
Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria,
22314-1651.
Privacy Act records are located at the Defense Security Service,
Privacy Act Branch, P.O. Box 46060, Baltimore, MD 21240-6060.
Categories of individuals covered by the system:
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.
Categories of records in the system:
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.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 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; Department of Defense
Regulation 5400.7-R, Freedom of Information Act Program (32 CFR part
286); and Department of Defense Regulation 5400.11-R, DoD Privacy
Program (32 CFR part 310).
Purpose(s):
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.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' published at the beginning of DSS'
compilation of record system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are maintained in file folders, backup copies exist
on diskettes or other machine-readable media.
Retrievability:
Information is retrieved by the name of the subject of the request.
Safeguards:
Records are maintained in security containers and only authorized
personnel are permitted access.
Retention and disposal:
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.
System manager(s) and address:
Deputy Director, Defense Security Service, Office of FOI and
Privacy, 1340 Braddock Place, Alexandria, 22314-1651.
Notification procedures:
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 Privacy, 1340 Braddock
Place, Alexandria, 22314-1651 for Freedom of Information request
records and the Defense Security Service, Privacy Act Branch, P.O. Box
46060, Baltimore, MD 21240-6060 for Privacy Act records.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records should address written inquiries to
the Defense Security Service, P.O. Box 46060 Baltimore, MD 21240-6060.
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, 881
Elkridge Landing Road, Building 10, Linthicum, MD 21090-2902.
Contesting record procedures:
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.
Record source categories:
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.
Exemptions claimed for the system:
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.
Records maintained in connection with providing protective services
to the President and other individuals under
[[Page 37937]]
18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3).
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.
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.
V2-01
System name:
Inspector General Complaints (October 22, 1993, 58 FR 54561).
Changes:
* * * * *
Purpose(s):
Delete entry and replace with `Information in the system is
collected to resolve a complaint, redress a problem or provide
assistance, correct records, take or recommend disciplinary action,
reevaluate or rescind previous actions or decisions, conduct or
recommend formal investigations or inquiries, provide assistance or
guidelines in following prescribed procedures for specific problems,
provide advice on how to obtain exception to policy, and to inform the
Director of DSS on activities of the Office of Planning and
Inspections.'
* * * * *
V2-01
System name:
Inspector General Complaints.
System location:
Defense Security Service, Office of Planning and Inspections, 1340
Braddock Road, Alexandria, VA 22314-1651.
Categories of individuals covered by the system:
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.
Categories of records in the system:
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.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; DoD Directive 5105.42,
Defense Security Service; DoD Directive 5200.26, Defense Investigative
Program.
Purpose(s):
Information in the system is collected to resolve a complaint,
redress a problem or provide assistance, correct records, take or
recommend disciplinary action, reevaluate or rescind previous actions
or decisions, conduct or recommend formal investigations or inquiries,
provide assistance or guidelines in following prescribed procedures for
specific problems, provide advice on how to obtain exception to policy,
and to inform the Director of DSS on activities of the Office of
Planning and Inspections.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' published at the beginning of DSS'
compilation of system of record notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders and computerized log.
Retrievability:
Paper records are filed by subject matter and case/accession
number. Electronic records are filed by case/accession numbers.
Safeguards:
Files are contained in security containers accessible only to the
Office of Planning and Inspections staff. Information from this record
system is made available only to authorized personnel.
Retention and disposal:
Records are temporary and are destroyed two years after final
action. Paper records are destroyed by shredding or burning. Electronic
records are erased or overwritten.
System manager(s) and address:
Deputy Director, Defense Security Service, Office of Planning and
Inspections, 1340 Braddock Road, Alexandria, VA 22314-1651.
Notification procedure:
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.
Record access procedures:
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.
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.
Contesting record procedures:
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.
Record source categories:
Personal interviews; DSS personnel office; consolidated civilian
personnel offices; DSS comptroller; military personnel offices, finance
offices, and medical record repositories; DSS investigative files.
Exemptions claimed for the system:
None.
V3-01
System name:
EEO Complaints and Affirmative Employment Program Plans (February
22, 1993, 58 FR 10904).
Changes:
* * * * *
System location:
Delete second paragraph and remaining addresses and replace with
[[Page 37938]]
`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'.
* * * * *
Authority for maintenance of the system:
Delete entry and replace with `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.
Purpose(s):
Delete first parenthetical phrase and replace with `To administer,
monitor, and evaluate the agency's EEO employment discrimination
complaint processing system;'
* * * * *
Retention and disposal:
Delete entry and replace with `Employment discrimination complaint
files are destroyed four years after the date of the last action.'
* * * *
V3-01
System name:
EEO Complaints and Affirmative Employment Program Plans.
System location:
Primary location: Defense Security Service, Director, Office of
Affirmative Action and Equal Opportunity Policy, 1340 Braddock Place,
Alexandria, VA 22314-1651.
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.
Categories of individuals covered by the system:
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.
Categories of records in the system:
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.
Authority for maintenance of the system:
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.
Purpose(s):
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.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' published at the beginning of DIS'
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records, magnetic media to include disk and tape.
Retrievability:
By case number, alphabetically by last name of complainant, and
subject.
Safeguards:
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.
Retention and disposal:
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.
System manager(s) and address:
Defense Security Service, Director, Office of Affirmative Action
and Equal Opportunity Policy, 1340 Braddock Place, Alexandria, VA
22314-1651.
Notification procedure:
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.
Record access procedures:
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.
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 Office of FOI and
Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651.
Access to counseling records by individuals concerned may be
obtained at the facility where counseling took place.
Contesting record procedures:
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.
Record source categories:
Employees of DSS, applicants for employment, Equal Employment
Opportunity Commission, and Office of Personnel Management.
Exemptions claimed for the system:
None.
[[Page 37939]]
V4-04
System name:
Applicant Records (February 22, 1993, 58 FR 10904).
Changes:
* * * * *
System location:
Delete entry and replace with `Primary location: Defense Security
Service, Deputy Director, Support Services, 881 Elkridge Landing Road,
Building 10, Linthicum, MD 21090-2902.
Decentralized locations can be obtained from the above address.'
* * * * *
Categories of records in the system:
Delete entry and replace with `Temporary records submitted before
August 1997, of DSS applicants, stated interest in and/or
qualifications for employment.'
* * * * *
V4-04
System name:
Applicant Records.
System location:
Primary location: Defense Security Service, Deputy Director,
Support Services, 881 Elkridge Landing Road, Building 10, Linthicum, MD
21090-2902.
Decentralized locations can be obtained from the above address.
Categories of individuals covered by the system:
Applicants for positions with the Defense Security Service.
Categories of records in the system:
Temporary records submitted before August 1997, of DSS applicants,
stated interest in and/or qualifications for employment.
Authority for maintenance of the system:
FPM Chapters 332 and 333; and 5 U.S.C. 301, Departmental
Regulations.
Purpose(s):
Identification of unsolicited applicants and determination of
eligibility for positions with DSS; disclosure to other agencies for
verification of information submitted.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' published at the beginning of DSS'
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in files, loose-leaf binders, paper files of 3x5
cards.
Retrievability:
Filed by type of position for which the applicant applied, or
alphabetically by last name of applicant, or numerically by sequential
control number.
Safeguards:
Records are maintained in files accessible only to authorized
personnel who are properly screened, cleared, and trained.
Retention and disposal:
Records are temporary. Applications of those not interviewed are
returned to the applicants. All other records are destroyed two years
after the last action.
System manager(s) and address:
Deputy Director, (Support Services), Defense Security Service, 881
Elkridge Landing Road, Building 10, Linthicum, MD 21090-2902.
Notification procedure:
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.
Record access procedures:
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.
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, Building 10, Linthicum,
MD 21090-2902.
Contesting record procedures:
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.
Record source categories:
Personnel officers, personnel clerks, and personnel specialists of
DSS and the Office of Personnel Management; the subject individual.
Exemptions claimed for the system:
None.
[FR Doc. 99-17668 Filed 7-13-99; 8:45 am]
BILLING CODE 5001-10-F