[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