[Federal Register Volume 64, Number 158 (Tuesday, August 17, 1999)]
[Notices]
[Pages 44704-44716]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-21237]


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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.

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SUMMARY: The Defense Security Service (DSS) is amending 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 September 16, 1999, 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 44705]]

    Dated: August 11, 1999.

L. M. BYNUM,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

Deletions
V4-06

System name:
    Federal Personnel Management System (FPMS) (February 22, 1993, 58 
FR 10904).
    Reason: Records contained within this system of records are covered 
by multiple government-wide Privacy Act systems of records notices.
V7-02

System name:
    Guest/Instructor Identification Records (February 22, 1993, 58 FR 
10904).
    Reason: Records contained within this system of records have been 
incorporated into V7-01, entitled `Enrollment, Registration and Course 
Completion Record'.
V8-01

System name:
    Industrial Personnel Security Clearance File (February 22, 1993, 58 
FR 10904).
    Reason: Records contained within this system of records have been 
incorporated into V5-03, entitled `Case Control Management System'.

Amendments
V4-07

System name:
    Adverse Actions, Grievance Files, and Administrative Appeals 
(August 9, 1993, 58 FR 42304).

Changes:
* * * * *

Authority for maintenance of the system:
    Delete entry and replace with `5 U.S.C. 301, Departmental 
Regulations, Chapter 77; and E.O. 9397 (SSN).'
* * * * *
V4-07

System name:
    Adverse Actions, Grievance Files, and Administrative Appeals.

System location:
    Defense Security Service, Employee Relations Office, 1340 Braddock 
Place, Alexandria, VA 22314-1651.

Categories of individuals covered by the system:
    All agency employees and some former employees who are directly 
affected by grievances, complaints, and adverse actions.

Categories of records in the system:
    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.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations, Chapter 77; and E.O. 9397 
(SSN).

Purpose(s):
    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.

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:
Storage:
    Paper records in file folders.

Retrievability:
    Filed alphabetically by name.

Safeguards:
    Records are maintained in locked containers accessible only to 
authorized personnel.

Retention and disposal:
    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.

System manager(s) and address:
    Defense Security Service, Chief, Employee Relations Office, 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 PA, 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, Office of FOI and PA, 1340 Braddock Place, 
Alexandria, VA 22314-1651.
    Individuals need to provide full name and all maiden and alias 
names under which files may be maintained. Note: Social Security 
Numbers may be necessary for positive identification of certain 
records.
    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.

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 PA, 1340 Braddock Place, Alexandria, VA 
22314-1651.

Record source categories:
    Supervisors, complainants, investigators, and appropriate law 
enforcement agencies.

Exemptions claimed for the system:
    None.
V4-11

System name:
    DSS Drug-Free Workplace Files (February 22, 1993, 58 FR 10904).

Changes:
* * * * *

Retention and disposal:
    Replace first sentence with `Records are destroyed after two 
years.'
* * * * *
V4-11

System name:
    DSS Drug-Free Workplace Files.

[[Page 44706]]

System location:
     Defense Security Service, Employee Relations Office, 1340 Braddock 
Place, Alexandria, VA 22314-1651.

Categories of individuals covered by the system:
    Employees of, and applicants for positions with, the Defense 
Security Service.

Categories of records in the system:
    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.

Authority for maintenance of the system:
    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.

Purpose(s):
    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.
    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.

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:
    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.
    To a court of competent jurisdiction where required by the United 
States Government to defend against any challenge against any adverse 
personnel action.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Paper records are maintained in file folders. Electronic records 
exist on diskettes or other machine-readable media.

Retrievability:
    Records are retrieved by employee or applicant name, Social 
Security Number, collection site, and/or date of testing.

Safeguards:
    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.

Retention and disposal:
    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.

System manager(s) and address:
    Defense Security Service, Chief, Employee Relations Office, 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 PA, 1340 Braddock 
Place, Alexandria, VA 22314-1651.
    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.

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 PA, 1340 Braddock Place, Alexandria, VA 
22314-1651.
    The request for access must contain the individual's full name and 
Social Security Number.
    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.

Contesting record procedures:
    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.

Record source categories:
    Urine specimen collection facilities, drug testing laboratories, 
Medical Review Officers, and test subjects.

Exemptions claimed for the system:
    None.
V5-01

System name:
    Investigative Files System (February 22, 1993, 58 FR 10904).

Changes:
* * * * *

System name:
    Delete entry and replace with `Personnel Security Investigative 
File Automation Subsystem'.

System location:
    Delete entry and replace with `Defense Security Service, 
Investigative Files Division, P.O. Box 46060, Baltimore, MD 21240-
6060.'
* * * * *

Storage:
    Delete entry and replace with `Records are maintained on magnetic 
media to include disk, tape and microfilm. Some paper records may still 
exist on cases which have not yet been converted to magnetic media and 
on records containing classified information.'

Retrievability:
    Delete entry and replace with `Information is retrieved Social 
Security Number.'

Safeguards:
    Delete entry and replace with `Completed investigative records are 
stored in secured areas accessible only to authorized DSS personnel who 
have a need-to-know. Paper records are maintained in safes and locked 
rooms and magnetic media records are protected from access by `fail-
safe' system software. The entire building housing these records are 
controlled by guards/visitor register.'
* * * * *

[[Page 44707]]

System manager(s) and address:
    Delete entry and replace with `Defense Security Service, Director, 
Operations Center Baltimore, P.O. Box 46060, Baltimore, MD 21240-6060.'
* * * * *
V5-01

System name:
    Personnel Security Investigative File Automation Subsystem.

System location:
    Defense Security Service, Investigative Files Division, P.O. Box 
46060, Baltimore, MD 21240-6060.

Categories of individuals covered by the system:
    Military personnel who are active duty; applicants for enlistment 
or appointment; members of Reserve units; National guardsmen; DoD 
civilian personnel who are paid from 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 personnel and personnel paid from 
nonappropriated funds who have DoD affiliation; ROTC cadets; former 
military personnel; and individuals residing on, have authorized 
official access to, or conducting or operating any business or other 
functions at any DoD installation or facility.

Categories of records in the system:
    Official Reports of Investigation (ROIs) prepared by DSS or other 
DoD, federal, state, or local official investigative activities; 
industrial security administrative inquiries (AISs).
    Attachments to ROIs or AISs including exhibits, subject or 
interviewee statements, police records, medical records, credit bureau 
reports, employment records, education records, release statements, 
summaries of, or extracts from other similar records or reports.
    Case control and management documents which are not reports of 
investigation, but which serve as the basis for investigation, or which 
serve to guide and facilitate investigative activity, including 
documents providing the data to open and conduct the case; and 
documents initiated by the subject.
    DSS file administration and management documents accounting for the 
disclosure of, control of, and access to a file.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security 
Requirements for Government Employment; DoD Directive 5105.42, Defense 
Security Service; DoD Directive 5200.2, Department of Defense Personnel 
Security Program; DoD Directive 5200.27 (Section IV A and B), 
Acquisition of Information Concerning Persons and Organizations not 
Affiliated with the Department of Defense; DoD Directive 5220.6, 
Defense Industrial Personnel Security Clearance Program Review; DoD 
Directive 5220.28, Application of Special Eligibility and Clearance 
Requirements in the SIOP-ESI Program for Contractor Employees, and 18 
U.S.C. 3056, Powers and Duties of the Secret Service and E.O. 9397 
(SSN).

Purpose(s):
    To ensure that the acceptance or retention of persons in sensitive 
DoD positions or granting individuals including those employed in 
defense industry access to classified information is clearly consistent 
with national security.
    To determine the loyalty, suitability, eligibility, and general 
trustworthiness of individuals for access to defense information and 
facilities.
    To determine the eligibility and suitability of individuals for 
entry into and retention in the Armed Forces.
    To provide information pertinent to the protection of persons under 
the provisions of 18 U.S.C. 3056, Powers and Duties of the Secret 
Service.
    For use in criminal law enforcement investigations, including 
statutory violations and counterintelligence as well as 
counterespionage and other security matters.

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:
    For maintenance and use by the requesting activity when collected 
during reciprocal investigations conducted for other DoD and federal 
investigative elements.
    For dissemination to federal agencies or other DoD components when 
information regarding personnel security matters is reported by 
Information Summary Report.
    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:
    Records are maintained on magnetic media to include disk, tape and 
microfilm. Some paper records may still exist on cases which have not 
yet been converted to magnetic media and on records containing 
classified information.

Retrievability:
    Information is retrieved Social Security Number.

Safeguards:
    Completed investigative records are stored in secured areas 
accessible only to authorized DSS personnel who have a need-to-know. 
Paper records are maintained in safes and locked rooms and magnetic 
media records are protected from access by `fail-safe' system software. 
The entire building housing these records are controlled by guards/
visitor register.

Retention and disposal:
    Retention of closed DSS investigative files is authorized for 15 
years maximum, except as follows:
    (1) Files which have resulted in final adverse action against an 
individual will be retained 25 years;
    (2) 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. In cases involving a pre-
appointment investigation, if the appointment is not made due to 
information developed by investigation, the file will be retained 25 
years upon notification from the requester for which the investigation 
was conducted. If the appointment is not made due to information 
developed by investigation, the file will be retained 25 years upon 
notification from he requester for which the investigation was 
conducted. If the appointment is not made for another reason not 
related to the investigation, the file will be destroyed within one 
year upon notification from the requesting agency service;
    (3) Files concerning unauthorized disclosure of classified 
information and other specialized investigation files will be retained 
for 15 years; and
    (4) Information within the purview of the Department of Defense 
Directive 5200.27, Acquisition of Information concerning Persons and 
Organizations not Affiliated with the Department of Defense, is 
destroyed within one year after acquisition by DSS unless its retention 
is required by law or unless its

[[Page 44708]]

retention has been specifically authorized by the Secretary of Defense 
or his designee;
    (5) Reciprocal investigations are retained for only 60 days; and
    (6) Partial duplicate records of personnel security investigations 
are retained for 60 days by DSS field elements.

System manager(s) and address:
    Defense Security Service, Director, Operations Center Baltimore, 
P.O. Box 46060, Baltimore, MD 21240-6060.

Notification procedures:
    Individuals seeking to determine whether information about 
themselves is contained in this system should send written inquiries to 
the Defense Security Service, Office of FOI and PA, 1340 Braddock 
Place, Alexandria, VA 22314-1615.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquires to the Defense 
Security Service, Privacy Act Branch, PO Box 46060, Baltimore, MD 
21240-6060.
    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.

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 PA, 1340 Braddock Place, Alexandria VA 
22314-1651.

Record source categories:
    Subjects of investigations, records of other DoD activities and 
components, Federal, state, county, and municipal records, employment 
records of private business and industrial firms. Educational and 
disciplinary records of schools, colleges, universities, technical and 
trade schools. Hospital, clinic, and other medical records.
    Records of commercial enterprises such as real estate agencies, 
credit bureaus, loan companies, credit unions, banks, and other 
financial institutions which maintain credit information on 
individuals.
    The interview of individuals who are thought to have knowledge of 
the subject's background and activities.
    The interview of witnesses, victims, and confidential sources.
    The interview of any individuals deemed necessary to complete the 
DSS investigation.
    Miscellaneous directories, rosters, and correspondence.
    Any other type of record deemed necessary to complete the DSS 
investigation.

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 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.
V5-02

System name:
    Defense Central Index of Investigations (DCII) (February 22, 1993, 
58 FR 10904).

Changes:
* * * * *

System name:
    Delete entry and replace with `Defense Clearance and Investigations 
Index (DCII)'.

System location:
    Delete entry and replace with `Primary location: Defense Security 
Service, Operation Center-Baltimore, 881 Elkridge Landing Road, 
Linthicum, MD, 21090-2902.
    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 addresses of the 
secondary locations, please contact the Primary location.

Categories of records in the system:
    In 1st sentence delete `DCII MASTER INDEX'. At the end of the 1st 
paragraph add `The index may also include investigative record 
information/clearance data submitted by other Federal agencies (i.e. 
National Security Agency, Coast Guard).'
    In paragraph 5, add `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).'
    Replace paragraph 6 with `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.
    DCII IMPERSONAL 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.'
* * * * *

Storage:
    Delete entry and replace with `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.'
* * * * *

[[Page 44709]]

Safeguards:
    Delete entry and replace with `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.'
* * * * *
V5-02

System name:
    Defense Clearance and Investigations Index (DCII).

System location:
    Primary location: Defense Security Service, Operation Center-
Baltimore, 881 Elkridge Landing Road, Linthicum, MD, 21090-2902.
    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.

Categories of individuals covered by the system:
    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.

Categories of records in the system:
    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).
    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.
    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.
    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.
    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).
    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.
    DCII IMPERSONAL 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.

Authority for maintenance of the system:
    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).

Purpose(s):
    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.

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:
    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.

Retrievability:
    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

[[Page 44710]]

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.

Safeguards:
    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.

Retention and disposal:
    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.
    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.
    NAC PENDING TRACINGS are retained until completion of the NAC. At 
that time they are replaced by a NAC history tracing.
    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.
    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).
    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).

System manager(s) and address:
    Office of the Assistant Secretary of Defense (C3I), Deputy Director 
for Personnel Security, 3040 Defense Pentagon, Washington, DC 20301-
3040.
    Defense Security Service, Director, Operations Center Baltimore, 
881 Elkridge Landing Road, 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 PA, 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, Privacy Act Branch, P.O. Box 46060, Baltimore, MD 21240-6060.
    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.

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 PA, 1340 Braddock Place, Alexandria, VA 
22314-1651.

Record source categories:
    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.

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.
    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.
V5-04

System name:
    Counterintelligence Issues Database (CII-DB) (October 3, 1995, 60 
FR 51781).

Changes:
* * * * *

System location:
    Delete entry and replace with `Defense Security Service, 
Information Assurance and Counterintelligence Office (IACI), 1340 
Braddock Place, Alexandria, VA 22314-1651.'

Categories of individuals covered by the system:
    Add to the end of the entry `Persons who have solicited from 
industrial contractors/DoD installations information which may appear 
to be sensitive in nature'.
* * * * *

System manager(s) and address:
    Delete entry and replace with `Defense Security Service, 
Information Assurance and Counterintelligence, 1340 Braddock Place, 
Alexandria, VA 22314-1651.'
* * * * *
V5-04

System name:
    Counterintelligence Issues Database (CII-DB).

System location:
    Defense Security Service, Information Assurance and 
Counterintelligence Office (IACI), 1340 Braddock Place, Alexandria, VA 
22314-1651.

Categories of individuals covered by the system:
    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

[[Page 44711]]

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.

Categories of records in the system:
    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.

Authority for maintenance of the system:
    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.

Purpose(s):
    Provides a central database to document, refer, track, monitor and 
evaluate CI indicators/issues surfaced during PSI and through AIs.

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:
    Computerized database, paper records, microfilm, diskettes, are 
maintained at the IACI.

Retrievability:
    Information in the automated system is retrieved through any entry 
in the data base to include name and file number.
    Paper files are retrieved by name or file number.

Safeguards:
    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.

Retention and disposal:
    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.
    Information within the purview of DoD Directive 5200.27 will be 
retained no longer than one year.

System manager(s) and address:
    Defense Security Service, Information Assurance and 
Counterintelligence, 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 PA, 1340 Braddock 
Place, Alexandria VA 22314-1651.
    Requesters should provide full name and any former names used, date 
and place of birth, and Social Security Number.

Record access procedures:
    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.

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 PA, 1340 Braddock Place, Alexandria, VA 
22314-1651.

Record source categories:
    Federal, State and local law enforcement/intelligence agencies; 
Industrial Security Administrative inquiries and Personnel Security 
Investigations.

Exemptions claimed for the system:
    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).
    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 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.
V6-01

System name:
    Personnel Security Files (PSF) (February 22, 1993, 58 FR 10904).

Changes:
* * * * *

Storage:
    Delete entry and replace with `Paper records in file folders. 
Electronic

[[Page 44712]]

records are maintained in disk, magnetic tapes.'
* * * * *
V6-01

System name:
    Personnel Security Files (PSF).

System location:
    Primary location: Defense Security Service, 1340 Braddock Place, 
Alexandria, VA 22314-1651.
    Secondary locations: Defense Security Service Operating Locations, 
Operations Center-Baltimore and Operations Center-Columbus. Specific 
addresses can be obtained from the Primary location.

Categories of individuals covered by the system:
    Every Defense Security Service employee.

Categories of records in the system:
    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.

Authority for maintenance of the system:
    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).

Purpose(s):
    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.

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 file folders. Electronic records are maintained on 
disk and magnetic tapes.

Retrievability:
    Paper records are filed alphabetically by last name and by location 
(Operating Location). Summary data is retrievable by Social Security 
Number or by name.

Safeguards:
    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.

Retention and disposal:
    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.

System manager(s) and address:
    Defense Security Service, Chief, Office of Security, 1340 Braddock 
Place, Alexandria, VA 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 PA, 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, Office of FOI and PA, 1340 Braddock Place, 
Alexandria, VA 22314-1651.
    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, 
Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.

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 PA, 1340 Braddock Place, Alexandria, VA 
22314-1651.

Record source categories:
    Application and related forms from the individual, summaries of 
information from background investigations of the individual.

Exemptions claimed for the system:
    None.
V7-01

System name:
    Enrollment, Registration and Course Completion Record (February 22, 
1993, 58 FR 10904).

Changes:
* * * * *

System location:
    Delete entry and replace with `Primary location: Defense Security 
Service, Training Office, 881 Elkridge Landing Road, Linthicum, MD 
21090-2902.
    Decentralized location: Department of Defense Polygraph Institute. 
Specific address can be obtained from the Primary location.'
* * * * *

Storage:
    Delete entry and replace with `Records are retained in electronic 
format on disk and magnetic tape. Some hard copy paper records still 
exist and are maintained in file folders.'
* * * * *

Retrievability:
    Delete entry and replace with `Data is retrievable by Social 
Security Number or by student's name.'

Safeguards:
    Delete entry and replace with `Paper records are maintained in 
locked security containers accessible to only authorized personnel. 
Only authorized

[[Page 44713]]

personnel using assigned system passwords access electronic data.'

Retention and disposal:
    Delete entry and replace with `Electronic and paper records are 
retained for ten years at which time they are either erased from the 
system or destroyed by shredding.'

System manager(s) and address:
    Delete entry and replace with `Director, Training Office, Defense 
Security Service, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.
    Director, Department of Defense Polygraph Institute, Building 3195, 
Fort McClellan, AL 36205-5114.
* * * * *
V7-01

System name:
    Enrollment, Registration and Course Completion Record.

System location:
    Primary location: Defense Security Service, Training Office, 881 
Elkridge Landing Road, Linthicum, MD 21090-2902.
    Decentralized locations: Department of Defense Polygraph Institute. 
Specific addresses can be obtained from the Primary location.

Categories of individuals covered by the system:
    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.

Categories of records in the system:
    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.

Authority for maintenance of the system:
    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.

Purpose(s):
    Used by DSS Training Office or Polygraph Institute personnel to 
prepare class rosters and provide basic administrative information on 
attendees.

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:
    Records are retained in electronic format on disk and magnetic 
tape. Some hard copy paper records still exist and are maintained in 
file folders.

Retrievability:
    Data is retrievable by Social Security Number or by student's name.

Safeguards:
    Paper records are maintained in locked security containers 
accessible to only authorized personnel. Only authorized personnel 
using assigned system passwords access electronic data.

Retention and disposal:
    Electronic and paper records are retained for ten years at which 
time they are either erased from the system or destroyed by shredding.

System manager(s) and address:
    Director, Training Office, Defense Security Service, 881 Elkridge 
Landing Road, Linthicum, MD 21090-2902.
    Director, Department of Defense Polygraph Institute, Building 3195, 
Fort McClellan, AL 36205-5114.

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 PA, 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, Office of FOI and PA, 1340 Braddock Place, 
Alexandria, VA 22314-1651.
    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.

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 PA, 1340 Braddock Place, Alexandria, VA 
22314-1651.

Record source categories:
    The student, his/her employer, and the DSS Training Office or 
Polygraph Institute.

Exemptions claimed for the system:
    None.
V8-02

SYSTEM NAME:
    Key Contractor Management Personnel Listing (November 14, 1995, 60 
FR 57229).

Changes:
* * * * *

SYSTEM LOCATION:
    Delete entry and replace with `Primary location: Defense Security 
Service, Operations Center-Baltimore, 881 Elkridge Landing Road, 
Linthicum, MD 21090-2902.
    Remote terminals are located at Defense Security Service, 
Operations Center-Columbus, 3990 East Broad Street, Building 306, 
Columbus OH 43213-1138, and the Defense Investigative Service, 1340 
Braddock Place, Alexandria, VA 22314-1651.'
* * * * *
V8-02

SYSTEM NAME:
    Key Contractor Management Personnel Listing.

SYSTEM LOCATION:
    Primary location: Defense Security Service, Operations Center-
Baltimore, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.
    Remote terminals are located at Defense Security Service, 
Operations Center-Columbus, 3990 East Broad Street, Building 306, 
Columbus OH 43213-1138, and the Defense Investigative Service, 1340 
Braddock Place, Alexandria, VA 22314-1651.

[[Page 44714]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Key management personnel of government contractor facilities which 
have been issued, now possess, are, or have been in process for a 
facility clearance.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records may include individual's name, Social Security Number, date 
of birth, place of birth, citizenship, and date and level of security 
clearance granted.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    E.O. 12829; E.O. 9397 (SSN); E.O. 10865; E.O. 10909; DoD Directive 
5105.42, Defense Security Service; DoD Regulation 5200.2-R, DoD 
Personnel Security Program; and DoD 5220.22-M, National Industrial 
Security Program Operating Manual.

PURPOSE(S):
    Records serve to provide a listing of key management personnel at 
civilian contractor facilities falling under the National Industrial 
Security Program for use by the Defense Security Service, Operation 
Center-Columbus. Information will be used to track, monitor and 
expedite personnel clearance processing of those personnel who require 
a security clearance in conjunction with the facility clearance in 
order to expedite initial facility clearance processing and to assist 
in maintaining facility clearances in a valid status.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND 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:
    Automated records are maintained in computer disk packs, magnetic 
tapes and associated data processing files.

RETRIEVABILITY:
    Records are accessed by Social Security Number or name, or both.

SAFEGUARDS:
    Specific codes are required to access the automated records.

RETENTION AND DISPOSAL:
    Records are retained as long as the individual is a key management 
person at a DoD contractor facility in the National Industrial Security 
Program, and are destroyed immediately upon notification that the 
individual no longer occupies such a position. Electronic records are 
erased or overwritten.
    EXCEPTION: Records released in accordance with the Privacy Act or 
the Freedom of Information Act are retained for two years from date of 
release.

SYSTEM MANAGER(S) AND ADDRESS:
    Defense Security Service, Director, Operations Center-Baltimore, 
881 Elkridge Landing Road, 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 Chief, Defense Security Service, Office of FOI and PA, 1340 
Braddock Place, Alexandria, VA 22314-1651.
    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, 
Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.

RECORD ACCESS PROCEDURE:
    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.
    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, 
Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.

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 PA, 1340 Braddock Place, Alexandria, VA 
22314-1651.

RECORD SOURCE CATEGORIES:
    Reports from civilian contractors participating in the National 
Industrial Security Program. Business records of civilian contractors 
participating in the National Industrial Security Program. Federal, 
state, county and municipal records.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
V9-01

System name:
    Litigation Case Files (February 22, 1993, 58 FR 10904).

Changes:
* * * * *

Authority for maintenance of the system:
    Delete entry and replace with `5 U.S.C. 301, Departmental 
Regulations and DoD Directive 5105.42, Defense Security Service.'
* * * * *
V9-01

System name:
    Litigation Case Files.

System location:
    Defense Security Service, Office of the General Counsel, 1340 
Braddock Place, Alexandria, VA 22314-1651.

Categories of individuals covered by the system:
    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.

Categories of records in the system:
    Legal or factual memoranda, legal briefs, correspondence, 
decisions, claims, grievances, MSPB, EEO, FOIA and Privacy Act 
materials.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations and DoD Directive 5105.42, 
Defense Security Service.

Purpose(s):
    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

[[Page 44715]]

Personnel Management, or other adjudicative agencies of the U.S. 
Government as may be necessary or required in the disposition of an 
individual case.

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:
Storage:
    Paper records in file folders and electronic records.

Retrievability:
    Alphabetically by surname of individual.

Safeguards:
    Records are kept in locked cabinets and are accessible only to 
authorized personnel.

Retention and disposal:
    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.

System manager(s) and address:
    Defense Security Service, Office of the General Counsel, 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 PA, 1340 Braddock 
Place, Alexandria, VA 22314-1651.
    A request for information must contain the full name and Social 
Security number of the subject individual.

Record access procedures:
    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.
    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 Office, 1340 Braddock Place, Alexandria, VA 22314-1651.

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 PA, 1340 Braddock Place, Alexandria, VA 
22314-1651.

Record source categories:
    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.

Exemptions claimed for the system:
    None.
V10-01

System name:
    Investigation and Inspection Supplier Contract Files (February 22, 
1993, 58 FR 10904).

Changes:
* * * * *

System location:
    Delete entry and replace with `Primary location: Defense Security 
Service, Office of the Comptroller, 1340 Braddock Place, Alexandria, VA 
22314-1651.
    Secondary locations: Defense Security Service Operating Locations 
(OLs) within the U.S. Specific addresses can be obtained from the 
Primary location.'
* * * * *

Storage:
    Delete entry and replace with `Paper records in file folders and 
electronic files on disk and magnetic tapes.'
* * * * *
V10-01

System name:
    Investigation and Inspection Supplier Contract Files.

System location:
    Primary location: Defense Security Service, Office of the 
Comptroller, 1340 Braddock Place, Alexandria, VA 22314-1651.
    Secondary locations: Defense Security Service Operating Locations 
(OLs) within the U.S. Specific addresses can be obtained from the 
Primary location.

Categories of individuals covered by the system:
    Individual contractors who perform personnel security 
investigations or industrial security inspections on an as-needed basis 
for the Defense Security Service.

Categories of records in the system:
    Records may contain any or all of the following: Contractor 
Information Sheet, copies of contracts, Purchase Orders, Request for 
Payment, Request for Bulk Funds Order, Order for Supplies and Services, 
Contract Distribution, Public Voucher for Purchases and Services Other 
than Personal. Operating Location Chiefs and field office supervisors 
may file other documentation, originals or copies, such as resumes, 
applications, or DD Forms 398, Personnel Security Questionnaires.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; DoD Directive 5105.42, 
Defense Security Service (32 CFR part 361); and E.O. 9397 (SSN).

Purpose(s):
    To retain personal identification information provided by 
individual contract suppliers.

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:
Storage:
    Paper records in file folders and electronic files on disk and 
magnetic tapes.

Retrievability:
    Regional and field office copies are filed alphabetically by 
surname of individual. Acquisition and accounting copies are filed by 
contract number.

Safeguards:
    Records are kept in secured areas accessible only to authorized 
personnel and electronic records are accessed only

[[Page 44716]]

by authorized personnel using assigned system passwords.

Retention and disposal:
    Operating Location and field office copies are destroyed upon 
termination of the contract. Acquisition and accounting copies are 
destroyed three years after final payment.

System manager(s) and address:
    Defense Security Service, Office of the Comptroller, 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 PA, 1340 Braddock 
Place, Alexandria, VA 22314-1651.
    A request for information must contain the full name and Social 
Security number of the subject individual.

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, Privacy Act Office, P.O. Box 1211, Baltimore, MD 
21203-1211.
    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, 
Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.

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 PA, 1340 Braddock Place, Alexandria, VA 
22314-1651.

Record source categories:
    Contract supplier who is subject of the file.

Exemptions claimed for the system:
    None.
[FR Doc. 99-21237 Filed 8-16-99; 8:45 am]
BILLING CODE 5001-10-F