[Privacy Act Issuances (1995)]
[From the U.S. Government Publishing Office, www.gpo.gov]
CENTRAL INTELLIGENCE AGENCY
STATEMENT OF GENERAL ROUTINE USES
The following routine uses apply to, and are incorporated by reference
into, each system of records maintained by the CIA:
1. In the event that a system of records maintained by the Central
Intelligence Agency to carry out its functions indicates, or relates
to, a violation or potential violation of law, whether civil, criminal
or regulatory in nature, and whether arising by general statute or
particular program pursuant thereto, the relevant records in the
system of records may be disclosed, as a routine use, to the
appropriate agency whether federal, state, local or foreign, charged
with the responsibility of investigating or prosecuting such
violation, or charged with the responsibility to take appropriate
administrative action, or charged with enforcing or implementing the
statute, or rule, regulation or order issued pursuant thereto.
2. A record from this system of records may be disclosed, as a routine
use, to a federal, state or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to a Central Intelligence Agency decision
concerning the hiring or retention of an employee, the issuance of a
security clearance or special access, or the performance of the
Agency's acquisition functions.
3. A record from this system of records may be disclosed, as a routine
use, to a federal, state, or local agency, or other appropriate
entities, or individuals, in connection with the hiring or retention
of an employee, the issuance of a security clearance or special
access, the reporting or an investigation of an employee, the letting
of a contract, or the issuance of a license, grant or other benefit,
to the extent that the information is relevant and necessary to the
entity's decision on the matter.
4. A record from this system of records may be disclosed, as a routine
use, in the course of presenting evidence to a court, magistrate or
administrative tribunal, including disclosures to opposing parties or
their counsel or other representatives in the course of settlement
negotiations, and disclosures made pursuant to statutes or regulations
governing the conduct of such proceedings.
5. A record from this system of records may be disclosed to the Office
of Management and Budget in connection with the review of private
relief legislation, as set forth in OMB Circular No. A-19, at any
stage of the legislative coordination and clearance process as set
forth in the Circular.
6. A record from a system of records may be disclosed, as a routine
use, to NARA (GSA) in records management inspections conducted under
the authority of 44 U.S.C. 2904 and 2906.
7. A record from this system of records may be disclosed, as a routine
use, to a federal, state, or local agency, other appropriate entities
or individuals, or, through established liaison channels, to selected
foreign governments, provided such disclosure is compatible with the
purpose for which the purpose for which the record was collected and
is undertaken to enable the Central Intelligence Agency to carry out
its responsibilities under the National Security Act of 1947, as
amended, the CIA Act of 1949, as amended, Executive Order 12333 or any
successor order, national security directives applicable to the Agency
and classified implementing procedures approved by the Attorney
General promulgated pursuant to such Orders and directives, as well as
statutes, Executive orders and directives of general applicability.
This routine use is not intended to supplant the other routine uses
published by the Central Intelligence Agency.
Table of Contents
Applications Tracking System--CIA-1
Office of Data Processing Training and Skills Inventory--CIA-2
Computer Access File--CIA-3
Private Attorney Panel--CIA-4
Legal Subject Records--CIA-5
Career Training Files--CIA-6
Off-Campus Instructor Applicant Files--CIA-7
Agency Training Record--CIA-8
Language Learning Center--CIA-9
Language Qualifications Register and OTRTEST--CIA-10
Modern Language Aptitude Test Scores (MLAT)--CIA-11
External Training Files--CIA-12
Guest Speakers--CIA-13
Equal Employment Opportunity Complaint Records--CIA-14
Parking Permit Files--CIA-16
Vehicle Operators File--CIA-17
Personal Property Claims Records--CIA-18
Equipment and Supplies Accountability Records--CIA-19
Logistics Security Clearance Records--CIA-20
Privacy and Freedom of Information Acts Requesters--CIA-21
Polygraph Files--CIA-23
Supplemental Personnel (Soft) Files--CIA-24
Supplemental Personnel (Soft) Files--CIA-25
Supplemental Personnel (Soft) Files--CIA-26
Supplemental Personnel (Soft) Files--CIA-27
Supplemental Personnel (Soft) Files--CIA-28
Manpower Controls System--CIA-29
Applicant Files--CIA-30
Current Employees and Former Employees (official Personnel files and
records related thereto)--CIA-31
Consultant and Independent Contractor Records--CIA-32
Prospective Contributors for Collection of Foreign Intelligence--CIA-
33
Clinical and Psychiatric Files (Employees)--CIA-34
Clinical and Psychiatric Files (Applicants)--CIA-35
Medical Facilities and Physicians--CIA-36
Psychological Test Data Files--CIA-37
Congressional Liaison Records--CIA-38
Publicity--CIA-39
CIA Authors File--CIA-40
Intelligence in Public Literature File--CIA-41
Briefing Program File--CIA-43
Foreign Map Source Files--CIA-44
Soviet-U.S. Contacts File--CIA-45
Academic Relations File--CIA-46
Professors and Placement Officers of Selected Colleges--CIA-47
Cryptographic Access File--CIA-48
Directorate of Operations Records Systems--CIA-49
Financial Records--CIA-50
Security Duty Office Events Reports--CIA-51
Community-Wide, Computer-Assisted, Compartmentation Control System--
CIA-52
Central Badge System--CIA-54
Security Analysis Records--CIA-56
Security Records--CIA-57
Inspector General Research Records--CIA-58
Unsolicited Correspondence from the General Public Addressed to the
Director or Deputy Director of Central Intelligence--CIA-59
Personal and Professional Associates of the Director of Central
Intelligence--CIA-60
Supplemental Personnel (Soft) Files--CIA-61
Office of Dating Processing Security Clearance Records--CIA-62
Security Access Records--CIA-63
Inquiries from Private Individuals about CIA and its Mission--CIA-64
Contact with the News Media and Index--CIA-65
Manuscript Review--CIA--66
Publishing and Speaking Engagement Clearances--CIA-67
CIA Personnel in Contact with Press--CIA-68
Language Use Assessment--CIA-69
Intelligence Community Staff Information Records System--CIA-70.
National Intelligence Council (NIC) Records System--CIA-71.
Inspector General Investigative Records--CIA-72.
CIA--1
System name: Applications Tracking System.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Agency and contract
employees, employees of contractor supporting Office of Data
Processing, currently or formerly assigned to computer software
development or maintenance projects in Applications.
Categories of records in the system: Documentation of hours logged on
each assigned programming or overhead project.
Authority for maintenance of the system: Section 506(a), Federal Records
Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Applications staff
for periodic reporting to management man-hours expended to develop
assigned programming projects and overhead hours. Used for tracking
the usage and scheduling of all resources for developing software.
Used to substantiate hours spent by contractor personnel on billable
contractual activity.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic disk.
Retrievability: Name and employee number.
Safeguards: Limited to specifically designated and cleared personnel.
Retention and disposal: Records are erased when hours of activity are no
longer needed by management.
System manager(s) and address:
Director, Office of Data Processing
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Agency employees, contract employees,
employees of contractor supporting the Office of Data Processing.
CIA--2
System name: Office of Data Processing Training and Skills
Inventory.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Employees, contract
employees, and employees of contractors assigned to the Office of
Data Processing (ODP).
Categories of records in the system: Documentation of CIA-funded
training for each individual assigned to the Office of Data
Processing.
Documentation submitted by each individual assigned to ODP, indicating
his self-evaluation of his programming skills.
Authority for maintenance of the system: Section 506(a), Federal Records
Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Assist D/ODP in ascertaining
what additional training personnel should receive.
Assist D/ODP in the management of personnel assignments to new
programming tasks.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic disk.
Retrievability: By name.
Safeguards: Access to and use of these records is limited to those
persons whose official duties require such access.
Retention and disposal: Records are purged as employees separate from
ODP via periodic updates.
System manager(s) and address:
Director, Office of Data Processing
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Agency personnel and employees of contractors.
CIA--3
System name: Computer Access File.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Agency employees having
special access to Office of Data Processing computer systems.
Agency cleared contractors who have been granted access to Office of
Data Processing computer systems.
Categories of records in the system: Individual's name, office, user
identification code, badge number and computer systems to which the
individual has access.
Authority for maintenance of the system: Section 506(a), Federal Records
Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Office of Data Processing
Security Officers, computer system and data base managers, and
Automated Data Processing Control Officers use the system to:
Determine computer system(s), if any, to which an individual at CIA
has access.
Control access to computer systems through automated computer system
verifications of individual's authorization for access to computer
which he/she is attempting to use.
Determine the name, office, room number and badge number associated
with the user identification code of an individual suspected of a
possible violation of computer systems security procedures.
Identify individuals listed in audit trail records as having accessed
a particular computer system or computer-based system of records.
Produce mailing lists of ODP computer users.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic disk packs with ``back-up'' records on tapes and
controlled hard copy computer listings used for reference.
Applications and approval for access are maintained in paper files.
Retrievability: Name and user identification code.
Safeguards: Access to these records is limited to cleared persons whose
official duties require such access. Personnel screening and
computer system security protective mechanisms are employed to
prevent unauthorized disclosure. Hard copy computer listings and
paper files are maintained in combination lock safes or vaulted
areas.
Retention and disposal: Records of individuals who no longer have access
to Office of Data Processing systems are deleted from computer-based
system of records.
As changes are made and new master computer listings are generated,
the paper listings are destroyed by burning and the records on
magnetic media are degaussed. There is no retention of these records.
System manager(s) and address:
Director, Office of Data Processing
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Employees.
Contractor employees.
CIA--4
System name: Private Attorney Panel.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Attorneys in private
practice.
Categories of records in the system: Name, address, date and place of
birth, education, law firm (if any), State(s) admitted to Bar, and
date and type of clearance.
Authority for maintenance of the system: Central Intelligence Agency Act
of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To provide a list of private
attorneys for use on CIA classified projects.
To provide a referral list for those employees whose employment with
CIA must be protected.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Records are stored in a combination lock safe and access is
only by personnel in the Office of General Counsel.
Retention and disposal: Records on cleared but never used attorneys are
destroyed 1 year after clearance is cancelled. Records of cleared
and used attorneys are destroyed when deceased or when services are
no longer of interest whichever is earlier. Destruction is by
pulping.
System manager(s) and address:
General Counsel
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Attorneys, CIA employees and former employees,
Martindale-Hubbell Law Directory.
CIA--5
System name: Legal Subject Records.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Agency employees,
defectors, individual plaintiffs in litigation cases, individuals
asserting claims against CIA, contractors and consultants, authors,
journalists and other individuals who become involved in legal
relationships or matters with CIA.
Categories of records in the system: Correspondence, affidavits, briefs
and other legal documents, reports of investigation, Government
forms, cables and internal CIA memoranda.
Authority for maintenance of the system: Central Intelligence Agency Act
of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To provide factual
information for legal opinions.
To provide factual information for litigation reports prepared for the
Department of Justice.
To provide factual information for dealing with Agency contractors and
consultants.
A record from this system of records may be disclosed as a ``routine
use'' to a Federal, state or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant or other
benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Records are stored in combination lock safes and access is
only by personnel in the Office of General Counsel.
Retention and disposal: Permanent retention.
System manager(s) and address:
General Counsel
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Individuals identified in Categories of
individuals covered by the system above, Federal agencies and other
CIA records systems.
CIA--6
System name: Career Trainee Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Applicants and
employees selected for Career Training Program.
Categories of records in the system: Name, biographic data, test results
of applicant being considered for Career Training Program. Employee
name, biographic data, test results, training evaluations,
correspondence, trainee progress reports and supervisor reports on
trainees during their interim assignments, and memoranda for the
record.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L.80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Agency officials to
determine an individual's selection for the Career Training Program.
Used by Agency officials for monitoring training activity after
selection.
Used by Agency officials for job placement after completion of
training program.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and microforms.
Retrievability: By name.
Safeguards: Stored in combination lock safe; access is limited to Career
Trainee Program Officers, and Personnel Officers.
Retention and disposal: Files are retained for duration of the
employee's participation in the Career Training Program, then
transferred to the Office of Personnel. Official transcripts are
filed in the official personnel folders; remaining material is
incorporated into individual's supplemental personnel (soft) file.
Unsuccessful applicant records are returned to the Office of
Personnel.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: The sources of information in these files are
Program Officers, educational institutions, and the individual.
CIA--7
System name: Off-Campus Instructor Applicant Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Agency employees who
are applicants for part-time instructor positions in the Agency Off-
Campus Program sponsored by University of Virginia.
Categories of records in the system: Applicant forms for teaching in the
Off-Campus Program.
Correspondence with University of Virginia including application
approvals and rejections and documents concerning contract
administration.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Agency officials to
administer Instructor Program for Off-Campus college courses
provided to employees.
Recommendations to University of Virginia for employing instructors.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name and discipline.
Safeguards: Stored in combination lock safes. Access by CIA officials on
need-to-know basis.
Retention and disposal: Records are destroyed by pulping 3 years after
termination of Agency employment.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Employee, educational institutions, student
evaluation of the instructor and the University of Virginia.
CIA--8
System name: Agency Training Record.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Agency employees and
other Federal employees who have completed Office of Training
courses, Agency-sponsored external training, and other Agency
component-conducted training programs.
Categories of records in the system: A machine run which lists the
individual's transcript of Agency-sponsored training.
Authority for maintenance of the system: Title 5, USC, Chapter 41.
Central Intelligence Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Records are used by Agency
officials for processing employee requests for Agency-sponsored
training.
Used by Agency officials to evaluate training requirements in
connection with a proposed assignment.
Agency Career Management and Training Officers use this record as a
management tool in counseling employees concerning their career
development.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Machine listing on COM.
Retrievability: By name.
Safeguards: Stored in combination lock safes. Access is restricted to
Training Officers, Personnel Officers, Supervisors and the TSS/OTR
Staff.
Retention and disposal: Superseded COM reels are destroyed by burning
upon receipt of updated reels.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Transcripts from educational institutions,
certificates of successful completion from the training facility and
training reports from the individual.
CIA--9
System name: Language Learning Center Student Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Employees enrolled in
the Language Learning Center.
Categories of records in the system: Biographic data, test scores,
training reports from instructors, training requests from sponsoring
office and attendance reports.
Authority for maintenance of the system: Title 5, U.S.C. Chapter 41.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Agency officials to
monitor student performance. Transcript is entered in the Agency
Training Record.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Records stored in secure areas. Access on a need-to-know
basis.
Retention and disposal: Retained for duration of student enrollment.
Files are cut off at completion of training; all but final report is
destroyed 90 days after cut off; final report is destroyed 5 years
after cut off. Records are destroyed by pulping.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Employees and instructors.
CIA--10
System name: Language Qualifications Register and OTRTEST.
System location: Central Intelligence Agency, Washington, DC 20505
Categories of individuals covered by the system: Employees who claim a
foreign language proficiency and applicants to the Agency who have
taken one of the Agency's foreign language reading proficiency
tests.
Categories of records in the system: Employee claim of foreign language
proficiency and identifying biographic data. Social Security number
of employee or applicant (in OTRTEST subset only), language tested,
and answers to each test question.
Authority for maintenance of the system: Title 5, U.S.C., Chapter 41.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Agency personnel for
processing requests for foreign language training and for language
proficiency cash awards. Tangential use to norm and validate reading
proficiency and to verify reading test scores.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper, magnetic tape, and magnetic disk.
Retrievability: Name and language. Within OTRTEST subset only, Social
Security number, language, and date of test.
Safeguards: Maintained in combination lock safes, magnetic tapes, and on
password controlled disks. Access on a need to know basis.
Retention and disposal: Record updated semiannually. Outdated paper
record is destroyed by reducing to pulp. Magnetic tapes are
degaussed. OTRTEST subsect updated weekly. Magnetic disk record is
permanent.
System manager(s) and address: Director of Training and Education,
Central Intelligence Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator, Central Intelligence Agency,
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Employees and within the OTRTEST subset, only,
employee and applicant's Social Security number.
CIA--11
System name: Modern Language Aptitude Test Scores (MLAT).
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Selected applicants and
employees who have taken the Modern Language Aptitude Test.
Categories of records in the system: Name, biographic data and test
scores.
Authority for maintenance of the system: Title 5, U.S.C. Chapter 41.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Language Learning
Center personnel to evaluate student potential for learning a
foreign language.
Used by Personnel Officers in deciding appointment and job placement.
Aptitude test scores are provided to Foreign Service Institute when
employee is enrolled in their language program.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Stored in combination lock safes; access on a need-to-know
basis.
Retention and disposal: Destroyed upon termination of Agency employment.
Unsuccessful applicant records are destroyed after 12 months.
Destruction of records is by pulping.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Individual.
CIA--12
System name: External Training Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Employees sponsored
full-time external training programs.
Categories of records in the system: Employee biographic data,
correspondence with public and private educational institutions,
transcript and grades, training requests and administrative
documents related to enrollment, employees evaluation of training
course and employee Training Obligation Agreement.
Authority for maintenance of the system: Title 5, USC, Chapter 41.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Agency officials to
determine employee's eligibility for Agency sponsored training.
Used by Agency officials to enroll employees in private and public
educational institutions.
Used by Agency officials to evaluate courses for future enrollment of
employees.
Data for Agency Training Record.
Notification of funds advanced and accountings are proved to the
Office of Finance.
A record from this system of records may be disclosed as a ``routine
use'' to a Federal, state or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant or other
benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and punch cards.
Retrievability: Name and employee number.
Safeguards: Stored in combination lock safe; access on need-to-know
basis.
Retention and disposal: Destroyed 1 year after employee completes all
course commitments. Destruction by pulping.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: The sources of information are from the
individual, his sponsoring office, and the external training
facility.
CIA--13
System name: Guest Speakers.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Individuals under
consideration for guest speaker engagements in CIA training courses.
Individuals include members of the academic journalistic and
business world as well as present and former senior Agency and other
Government officials.
Categories of records in the system: Name, biographic data including
academic credentials, published materials, correspondence and
administrative records.
Authority for maintenance of the system: Section 506(a), Federal Records
Act of 1950, (44 U.S.C.3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Assist Training Officers in
curriculum development and selection of speakers for scheduled
training courses.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name and area of expertise.
Safeguards: Files are stored in a combination lock safe. Use of material
is restricted to Training Officers involved in course development.
Retention and disposal: Records are destroyed by pulping when Agency no
longer has interest in speaker.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Individual, Agency officials, academic and
private institutions, Federal agencies.
CIA--14
System name: Equal Employment Opportunity Complainant Records.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Current or former
contract, staff or detailed military personnel of the Agency as well
as applicants for employment.
Categories of records in the system: Data collected by an EEO
Investigator which bears on the charges of discrimination brought by
the complainant. File contains sworn affidavits from the
complainant, the alleged discriminating officer(s), and other
individuals directly involved, as well as other documents, records,
or other statistical evidence considered pertinent to the case or
which assists the Agency in making its decision.
Authority for maintenance of the system: Equal Employment Opportunity
Act of 1972, Pub. L. 92-261.
Executive Orders 11478 and 5 CFR 713.222.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To provide information in
the adjudication of complaints.
To provide information for review by the Civil Service Commission.
To provide information for Federal court review.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By complainant name.
Safeguards: Filed in combination lock safes; limited access by staff
only.
Retention and disposal: Cases resolved within Agency are destroyed by
pulping after resolution of case.
System manager(s) and address:
Director, Equal Employment Opportunity
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Information obtained from the complainant, the
alleged discriminating official, and other individuals as well as
documents, records, and statistics gathered in the investigation.
CIA--16
System name: Parking Permit Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Employees.
Categories of records in the system: Records include name, vehicle
license number, office designation, location, and extension.
Authority for maintenance of the system: Section 506(a), Federal Records
Act of l950 (44 U.S.C. 3101).
Federal Property Management Regulation D-47 (GSA).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Agency employees
responsible for allocation and control of parking spaces at the
Headquarters Building.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name, vehicle license number, assigned parking space
number and assigned reference number.
Safeguards: Stored in safes, vaults or secure area. Access limited to
staff employees.
Retention and disposal: Records marked void upon updating of information
or upon cancellation of parking permit. Files destroyed upon overall
reallocation of parking permits done periodically (approximately
once a year).
System manager(s) and address:
Director, Office of Logistics
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Indentification requirements are specified in the CIA rules published
in the Federal Register (32 CFR l901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Employees.
CIA--17
System name: Vehicle Operators File.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Employees.
Categories of records in the system: Name, medical qualification forms,
score sheets for driver's test, registers of permits issued and
records regarding accidents. Accident report records include police
data and investigation reports in addition to information on vehicle
involved.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Agency employees for
issuing official U.S. Government driver's licenses and renewals.
For review by CIA officials in accident cases.
A record from this system of records may be disclosed as a ``routine
use'' to a Federal, state or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to any agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant or other
benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: Individual name or driver's permit number.
Safeguards: Physically protected in a secure area. Access is limited to
employees who have the need-to-know.
Retention and disposal: Destroyed by burning three years after license
is no longer valid. Accident reports are destroyed six years after
case is closed.
System manager(s) and address:
Director, Office of Logistics
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Individual.
Agency officials.
Federal, State and local law enforcement agencies in cases when
employee is involved in an auto accident.
CIA--18
System name: Personal Property Claim Records.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Employees and former
employees.
Categories of records in the system: Claimant name, address, nature and
loss or damage to personal effects, including inventory of items.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Claims Review Board
determines amount of financial loss sustained by claimant.
Reimbursement for property loss.
A record from this system of records may be disclosed as a ``routine
use'' to a Federal, state or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant or other
benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Information is stored in safes or secure areas. Access is
limited to staff employees working on such cases.
Retention and disposal: Records are destroyed by burning two years after
final action on case.
System manager(s) and address:
Director, Office of Logistics
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Individual concerned and various Agency staff
elements involved in processing and adjudication of claims.
CIA--19
System name: Equipment and Supplies Accountability Records.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Employees.
Categories of records in the system: Name, signature, office location,
telephone extension and item of government equipment on loan or
charged to the employee.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Agency officials who
control and account for government nonexpendable items.
A record from this system of records may be disclosed as a ``routine
use'' to a Federal, state or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant or other
benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Physically protected in secure areas. Only employees charged
with the responsibility of controlling government property have
access.
Retention and disposal: Signature card is returned to individual charged
upon return of item. Record is destroyed by burning after inventory
adjustment to property records.
System manager(s) and address:
Director, Office of Logistics
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Individual concerned and appropriate
accountable property officers.
CIA-20
System name: Logistics Security Clearance Records.
System location: Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system: Commercial contractors
and vendors, persons in the private sector associated with the
Agency, and individuals in other government agencies contacted for
liaison purposes.
Categories of records in the system: Biographic data including name,
address, position, Social Security Account Number, and security
clearance held.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by staff employees in
conducting Agency business with the commercial sector and liaison
with other government agencies.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper, magnetic disk.
Retrievability: By individual or company name, and Social Security
Account Number.
Safeguards: Paper product is stored in vaulted area or in combination
lock safes. Access is on a need-to-know basis and coded password
identifier.
Retention and disposal: Records destroyed by degaussing or pulping upon
expiration of clearance. Clearances may be revalidated three years
after initial approval.
System manager(s) and address: Director, Office of Logistics, Central
Intelligence Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator, Central Intelligence Agency,
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Information obtained from individual concerned
and certification of clearance from Office of Security.
CIA-21
System name: Privacy and Freedom of Information Acts Requesters.
System location: Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system: Individuals who make
requests to CIA under provisions of the Privacy Act, the Freedom of
Information Act, and Executive Order 11652.
Categories of records in the system: Files contain all correspondence
and other documents related to the receipt, processing, and final
disposition of requests received by the Agency for information under
the Privacy Act, the Freedom of Information Act, and Executive Order
11652.
Authority for maintenance of the system: Privacy Act of 1974--Pub. L.
93-579, Freedom of Information Act of 1974, as amended, and Executve
Order 11652.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by staff employees for
reference purposes in formulating responses to Privacy Act, Freedom
of Information Act, and Executive Order 11652 requests, and for
reference in processing cases under appeal and litigation; to
provide documentation for referral to other Federal agencies for
their review pursuant to Executive Order 11652, and the Third Agency
Rule; and, as a source of information for compiling reports required
by the Acts.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper, electronic index and log.
Retrievability: By name, case number.
Safeguards: Paper files are stored in combination lock safes; automatic
data processing index and log files need coded identifier for
activation. Access on need to know basis.
Retention and disposal: From the date of last entry, Freedom of
Information Act requests are destroyed after two years, and Privacy
Act requests are destroyed after five years. Records are destroyed
by burning.
System manager(s) and address: Chief, Information and Privacy Division,
Central Intelligence Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator, Central Intelligence Agency,
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Requests received pursuant to the Privacy Act,
the Freedom of Information Act and Executive Order 11652.
CIA--23
System name: Polygraph Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Applicants for
employment, employees, and certain individuals considered for
assignment to the Agency.
Categories of records in the system: Polygraph report, charts, and
notes.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Executive Order 10450.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by the Office of
Security to make determinations of security eligibility for
employment pursuant to Executive Order l0450.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and tape cassettes.
Retrievability: By name.
Safeguards: Files are maintained in a vault; access is permitted only
while in the custody of polygraph staff members.
Retention and disposal: Indefinite. Records are destroyed by burning
when they become inactive.
System manager(s) and address:
Director, Office of Security
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: The source of all information obtained is from
the polygraph interviews.
Systems exempted from certain provisions of the act: Pursuant to
authority granted in section (j) of the Act (5 U.S.C. 552a(j)), the
Director of Central Intelligence has determined to exempt polygraph
records from all sections of the Act except 552a (b), (c)(1) and
(2), (e)(1), (e)(4) (A) through (F), (e)(5), (6), (7), (9), (10),
and (11), and (i). These records are exempted to prevent access,
accountability, and judicial review of records which intimately
reveal an Agency security method.
CIA--24
System name: Supplemental Personnel (Soft) Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Current or former staff
or contract employees and detailed military personnel.
Categories of records in the system: Memoranda of discussions, working
copies of personnel and contract actions including procedural
checklists, performance appraisals, travel and shipping orders.
Information concerning conduct, training, special qualifications or
restrictions, dependency and residence, emergency notifications,
biographic data, Letters of Instruction. Also, cables and dispatches
of administrative and operational significance, and photographs.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used as a supplement to the
official personnel folders by authorized operating officials to
facilitate and expedite processing or procedural requirements and
transactions of employees.
Serves as a management tool for administrative and operating officials
for purposes of employee assignment, promotion, and career development
considerations and determinations.
To refer or provide information in response to or by direction of a
court order, or where there is an indication of a violation or
potential violation of law whether civil, criminal, or regulatory in
nature, to the appropriate agency charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing a statute or law, regulation or order issued pursuant
thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper, and magnetic disc.
Retrievability: By name, office and end date of assignment.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to
authorized officials. Access to information on magnetic disc is on
limited need-to-know basis using controlled password identifier.
Retention and disposal: Upon intra-Agency transfer, transfer file to
gaining component personnel office. Upon separation from Agency,
transfer material for inclusion in Official Personnel Folder to
Office of Personnel; maintain remaining file 6 months and destroy.
Destruction is by pulping for paper. Magnetic discs are erased upon
completion of reassignment.
System manager(s) and address:
Chief, DDI Administrative Staff
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Employee.
Career Service Panel.
Agency officials.
CIA--25
System name: Supplemental Personnel (Soft) Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Current or former staff
or contract employees and detailed military personnel.
Categories of records in the system: Memoranda of discussions, working
copies of personnel and contract actions including procedural
checklists, performance appraisals, travel and shipping orders.
Information concerning conduct, training, special qualifications or
restrictions, dependency and residence, emergency notifications,
biographic data, Letters of Instruction. Also, cables and dispatches
of administrative and operational significance, and photographs.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used as a supplement to the
official personnel folders by authorized operating officials to
facilitate and expedite processing or procedural requirements and
transactions of employees.
Serves as a management tool for administrative and operating officials
for purposes of employee assignment, promotion, and career development
considerations and determinations.
To refer or provide information in response to or by direction of a
court order, or where there is an indication of a violation or
potential violation of law whether civil, criminal, or regulatory in
nature, to the appropriate agency charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing a statute or law, regulation or order issued pursuant
thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and magnetic media.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to
authorized officials.
Retention and disposal: Retained one year after separation from the
Agency when material of soft file is reviewed to determine and
destroy any duplicate records which are contained in the official
personnel folder, and ensure filing of material in operational
files, as appropriate.
System manager(s) and address:
Chief, Personnel Officer, DDS&T
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Employee.
Career Service Panel.
Agency officials.
CIA--26
System name: Supplemental Personnel (Soft) Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Current or former staff
or contract employees and detailed military personnel.
Categories of records in the system: Memoranda of discussions, working
copies of personnel and contract actions including procedural
checklists, performance appraisals, travel and shipping orders.
Information concerning conduct, training, special qualifications or
restrictions, dependency and residence, emergency notifications,
biographic data, Letters of Instruction. Also, cables and dispatches
of administrative and operational significance, and photographs.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used as a supplement to the
official personnel folders by authorized operating officials to
facilitate and expedite processing or procedural requirements and
transactions of employees.
Serves as a management tool for administrative and operating officials
for purposes of employee assignment, promotion, and career development
considerations and determinations.
To refer or provide information in response to or by direction of a
court order, or where there is an indication of a violation or
potential violation of law whether civil, criminal, or regulatory in
nature, to the appropriate agency charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing a statute or law, regulation or order issued pursuant
thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and magnetic media.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to
authorized officials.
Retention and disposal: Retained one year after separation from the
Agency when material of soft file is reviewed to determine and
destroy any duplicate records which are contained in the official
personnel folder, and ensure filing of material in operational
files, as appropriate.
System manager(s) and address:
Career Management Officer/DDA
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Employee.
Career Service Panel.
Agency officials.
CIA--27
System name: Supplemental Personnel (Soft) Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Current or former staff
or contract employees and detailed military personnel.
Categories of records in the system: Memoranda of discussions, working
copies of personnel and contract actions including procedural
checklists, performance appraisals, travel and shipping orders.
Information concerning conduct, training, special qualifications or
restrictions, dependency and residence, emergency notifications,
biographic data, Letters of Instruction. Also, cables and dispatches
of administrative and operational significance, and photographs.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used as a supplement to the
official personnel folders by authorized operating officials to
facilitate and expedite processing or procedural requirements and
transactions of employees.
Serves as a management tool for administrative and operating officials
for purposes of employee assignment, promotion, and career development
considerations and determinations.
To refer or provide information in response to or by direction of a
court order, or where there is an indication of a violation or
potential violation of law whether civil, criminal, or regulatory in
nature, to the appropriate agency charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing a statute or law, regulation or order issued pursuant
thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to
authorized officials.
Retention and disposal: Upon intra-Agency transfer, transfer file to
gaining component personnel office. Upon separation from the Agency,
maintain in Division for 2 years then transfer material for
inclusion in Official Personnel Folder to Office of Personnel; hold
remaining file 6 months and destroy. Destruction is by pulping.
System manager(s) and address:
Chief, Career Management Staff, DDO.
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Employee.
Career Service Panel.
Agency officials.
CIA--28
System name: Supplemental Personnel (Soft) Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Current or former staff
or contract employees and detailed military personnel.
Categories of records in the system: Memoranda of discussions, working
copies of personnel and contract actions including procedural
checklists, performance appraisals, travel and shipping orders.
Information concerning conduct, training, special qualifications or
restrictions, dependency and residence, emergency notifications,
biographic data, Letters of Instruction. Also, cables and dispatches
of administrative and operational significance, and photographs.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used as a supplement to the
official personnel folders by authorized operating officials to
facilitate and expedite processing or procedural requirements and
transactions of employees.
Serves as a management tool for administrative and operating officials
for purposes of employee assignment, promotion, and career development
considerations and determinations.
To refer or provide information in response to or by direction of a
court order, or where there is an indication of a violation or
potential violation of law whether civil, criminal, or regulatory in
nature, to the appropriate agency charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing a statute or law, regulation or order issued pursuant
thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to
authorized officials.
Retention and disposal: After intra-Agency transfer, resignation, or
retirement, screen folder immediately transferring items that should
be filed in the Official Personnel file, operational items to
appropriate operating files, and process the remaining material as
follows: Intra-Agency transfer--forward file to gaining office;
retirement from Agency--hold retirement cases 18 months and destroy;
and, resignation from Agency--hold resignation cases 1 year and
destroy.
System manager(s) and address:
Administrative Officer, Office of the DCI
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Employee.
Career Service Panel.
Agency officials.
CIA--29
System name: Manpower Control System.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Current and former
Agency personnel and military or civilian personnel on detail to the
Agency.
Contract employees since January l969.
Applicants in process for employment for whom clearance has been
requested.
Recipients of Agency awards.
Participants, and beneficiaries designated by deceased employees who
were participants, in the Agency's retirement system and Voluntary
Investment Plan.
Categories of records in the system: Data on employment history, fitness
reports, qualifications and skills, insurance and medical benefits,
retirement status, Voluntary Investment Plan accounts, emergency
designees, home and work addresses, Agency awards, military reserve
data, cases in process for employment, ceilings, position and
staffing patterns.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3l0l).
Central Intelligence Agency Retirement Act of l964 for Certain
Employees, as amended--Pub. L. 88-643.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To provide statistical
reports for CIA management on strength, distribution and utilization
of manpower, average grades and salaries, minorities, projected
retirements, profiles of Agency skills and qualifications,
comparative rates on promotions, separations, new employees, reasons
for separations.
To provide rosters and statistics for heads of Career Services to
assist them in administering their career development and evaluation
programs, including promotion rates and headroom, fitness report
ratings, qualifications, changes in their Career Services.
To provide staffing patterns, grade and salary data for office heads
required for staffing and budget projections.
To provide salary, leave, benefits and entitlements for the payroll
system.
To provide rosters and statistics for components within the Office of
Personnel responsible for administering recruitment, hospitalization,
insurance, retirement, and Volunteer Investment Programs.
To provide records of employees entering on duty and employee
separations and current status tapes or rosters to Agency components
of concern.
To provide statements of accounts to employees.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic tape and disk.
Retrievability: By name, employee number, organization code, social
security number, or position number.
Safeguards: Tapes and disks are maintained in a special room in a
vaulted area with access only by special badge. All tapes are under
control of a tape librarian. Each tape has a ``security'' profile
which the requester of the tape must match. All requests for
recurring or special reports must be approved by the Chief of the
Statistical Reporting Branch or his authorized designee. Data is
released only as related to personnel under the requester's direct
supervision and control or to individuals responsible for
administering a particular Agency program. On-line query to the
system is limited to personnel responsible for the maintenance,
update, and preparation of input data to the system and to employees
in the Statistical Reporting Branch by controlled password.
Retention and disposal: Permanent retention of subsystems currently in
operation. When system is fully operational, a record schedule,
including disposal, will be implemented.
System manager(s) and address:
Director, Office of Personnel
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR l901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Applicants, employees and parent Federal
agency of detailee.
CIA-30
System name: Applicant Files.
System location: Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system: Persons who apply for
employment with CIA.
Categories of records in the system: Personal, medical and employment
history statements, educational transcripts, personal references,
interview reports, test results, correspondence, photographs, review
comments, and processing records.
Authority for maintenance of the system: Central Intelligence Agency Act
of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3301).
National Security Act of 1947, as amended--Pub. L. 90-253.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used to review applicant's
qualifications for CIA position; for security background
investigation; and for medical screening for determination by
authorized Agency official to offer employment.
A record from this system of records may be disclosed as a ``routine
use'' to a Federal, state or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant or other
benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Approved containers or area when not in use--controlled
loans to authorized officials.
Retention and disposal: Applications rejected in the initial review
because they do not meet requirements for Agency employment will be
returned to the applicant without creating any record. Applications
which appear to meet requirements for Agency employment, but which
are subsequently rejected, are retained for two years and then
destroyed by burning or pulping. Files on applicants who may be of
interest at a later date are retained indefinitely.
System manager(s) and address: Director, Office of Personnel, Central
Intelligence Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to: Information and Privacy Coordinator, Central
Intelligence Agency, Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Applicant. Educational institutions.
Physicians. Letters of Reference. Agency officials. Federal
agencies.
CIA--31
System name: Current Employees and Former Employees (official
Personnel files and records related thereto).
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Current or former staff
or contract employees and detailed military and civilian personnel,
and current and former members of Advisory Groups.
Categories of records in the system: Personal and employment history
statements, personnel actions, fitness reports, commendations,
biographic profile, retirement status, training, emergency/casualty
cases, awards, travel arrangements, medical and insurance claims,
correspondence, qualification registers, photographs, and
information relating to the suitability and fitness of the
individual, complaints and grievances, external employment
assistance, Voluntary Investment Plans, financial and educational
assistance, recreation programs, exit processing, United Givers and
Savings Bond, blood donors.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Central Intelligence Agency Retirement Act of 1964 for Certain
Employees, as amended--Pub. L. 83-643.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To administer personnel
assignments, performance evaluations, promotions, adverse actions,
counseling, retirement determinations of qualifications,
separations, medical or insurance claims, statistical reports, and
otherwise make decisions on the rights, benefits or entitlements,
and utilizations of individuals.
To prepare transcripts in response to a request from another
government agency relative to employment considerations by that
agency. Employment and credit verifications. To update the Agency
Qualifications Record System. To refer or provide information in
response to or by direction of court order or where there is an
indication of a violation or potential violation of law whether civil,
criminal, or regulatory in nature to the appropriate agency charged
with the responsibility of investigating or prosecuting such violation
or charged with enforcing or implementing the statute or rule,
regulation, or order issued pursuant thereto.
To provide a data source for production of summary descriptive
statistics and analytical studies in support of the function for which
the records are collected and maintained, or for related personnel
management functions or manpower studies; or to locate specific
individuals for personnel research or other personnel management
functions.
To respond to inquiries from attorneys and insurance companies
relative to litigation of an accident claim.
A record from this system of records may be disclosed as a ``routine
use'' to a Federal, state or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant or other
benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and microfilm.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to
authorized officials.
Retention and disposal: Agency portion of the official file is destroyed
by burning 75 years after birth of employee or 60 years after date
of earliest document.
System manager(s) and address:
Director, Office of Personnel
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Other government agencies.
Educational institutions.
Employee.
Agency officials.
CIA--32
System name: Consultant and Independent Contractor Records.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Consultants and
independent contractors who are generally self-employed and who are
engaged under contract to provide technical, management and
scientific advice and services to the Agency.
Categories of records in the system: Performance evaluations,
administrative documents on compensation and benefit commitments,
termination agreements and correspondence, biographic data,
appointment or contract data.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To administer contractual
provisions--benefits, compensation, transportation, termination;
performance evaluation, references, and to otherwise make decisions
on the rights, benefits or entitlements and utilizations of the
individual.
As a source for managerial statistical and analytical studies, and
other related personnel management functions or manpower studies.
A record from this system of records may be disclosed as a ``routine
use'' to a Federal, state or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant or other
benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and microfilm.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to
authorized officials, maintained during active employment and
retained after separation in accordance with established record
disposal schedules.
Retention and disposal: Records are destroyed by pulping 75 years after
birth of individual or 60 years after date of earliest document.
System manager(s) and address:
Director, Office of Personnel
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR l901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Individual.
Agency officials.
References as indicated by the individual.
CIA--33
System name: Prospective Contributors for the Collection of
Foreign Intelligence.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Individuals who
voluntarily indicate a willingness to contribute to Foreign
Intelligence.
Categories of records in the system: Psychological assessment data.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Agency officials use the
psychological assessment data to assist them in reaching a decision
concerning an affiliation with the Agency.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper form; converted to microfilm after two years.
Retrievability: By name.
Safeguards: Files are stored in security approved containers. Access is
on a need-to-know basis.
Retention and disposal: Files are maintained for two years then
microfilmed. Files are destroyed by burning after microfilming.
System manager(s) and address:
Director, Office of Technical Service
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Individuals and Agency officials.
CIA--34
System name: Clinical and Psychiatric Files (Employees).
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: CIA employees and their
dependents; military and Federal civilian employees to CIA detailees
and their dependents; and retired or separated employees and their
dependents.
Categories of records in the system: Contains all physical examinations,
laboratory data, X-rays, private physician reports, reports of on-
the-job injuries and illnesses; results of psychiatric screening and
testing; reports of psychiatric interviews; records of
immunizations, and related medical material.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Title 5, U.S.C., section 7901.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: By Agency personnel for
evaluation of suitability for assignment, fitness-for-duty, health
maintenance and in reviewing applications for medical disability
retirement.
By the Civil Service Commission in the case of an employee under that
system who applied for medical disability.
By the Office of Workers' Compensation Programs, Department of Labor,
in the case of an employee who applies for its compensation.
To provide information to Federal agencies for employees who are being
assigned or detailed to those agencies.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Files are maintained in paper form filed in an identifying
jacket. Certain information--medical history, laboratory and
assignment data--are contained on magnetic tape and punch cards.
Printouts from the automated data processing are filed in the
subject's medical file.
Retrievability: Access is by a file identification number which is, in
turn, cross referenced to a name.
Safeguards: Files are stored in vaulted main file room. During periods
when files are undergoing active processing they are secured in
locked safes. Unauthorized entry into the vaulted file room is
controlled via an alarm system. Access to computer information is
controlled by limiting the number of medical personnel approved for
such access by an identifying password. Access to the main vault
file room, locked safes and the Agency Records Center is controlled
by limiting the number of personnel authorized such access.
Retention and disposal: Files are retained until such time as the
employee retires or separates from the Agency--at which time, they
are retired to the Agency Records Center. To meet statutory
requirements, they are then retained for a period of 75 years from
date of birth. Destruction of records will be accomplished through
burning. Magnetic tapes are degaussed.
System manager(s) and address:
Director, Office of Medical Services
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: The individual supplies his/her medical
history and additional information is developed through routine
medical processing.
Reports from private physicians and/or medical facilities when
permission is granted by the individual concerned.
CIA--35
System name: Clinical and Psychiatric Files (Applicants).
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Applicants for Agency
Employment.
Categories of records in the system: Contains all physical examinations,
laboratory data, X-rays, private physician reports, reports of
previous on-the-job injuries and illnesses, results of psychiatric
screening and testing, reports of psychiatric interviews, records of
immunizations, and related medical material.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Title 5, U.S.C., section 7901.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Office of Medical
Services to evaluate the medical suitability of applicants for
employment.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and X-ray film.
Retrievability: By name.
Safeguards: Files are stored in vaulted main file room. During periods
when files are undergoing active processing they are secured in
locked safes. Unauthorized entry into the vaulted file room is
controlled by an alarm system. Access to computer information is
controlled by limiting the number of medical personnel approved for
such access by an identifying password. Access to the main vault
file room, locked safes and the Agency Record Center is controlled
by limiting the number of personnel authorized such access.
Retention and disposal: Successful applicant files are converted to
employee files. Files are retained until such time as the employee
retires or separates from the Agency--at which time, they are then
retired to the Agency Record Center. To meet statutory requirements,
they are then retained for a period of 75 years from date of birth.
Destruction of records is accomplished through burning. Applicant
files not processed are retained for a period of two years; records
are then destroyed by burning.
System manager(s) and address:
Director, Office of Medical Services
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: The individual supplies his/her medical
history and additional information is developed through routine
medical processing. Reports from private physicians and/or medical
facilities when written permission is granted by the individual
concerned.
CIA--36
System name: Medical Facilities and Physicians.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Lists of medical
facilities and names of physicians in the Metropolitian Washington
area.
Categories of records in the system: Name, business address, and phone
numbers of physicians and medical facilities.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Title 5, U.S.C., Section 7901.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To provide information to
employees upon request for external medical referral.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name, facility, and medical specialty.
Safeguards: Maintained in locked file cabinets. Access on a need-to-know
basis.
Retention and disposal: Lists are continuously maintained. When updated,
old lists are destroyed by burning.
System manager(s) and address:
Director, Office of Medical Services
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules. Request from individuals should be addressed as indicated
in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of theFederal Register.
Record source categories: Agency physicians and contract medical
personnel.
CIA--37
System name: Psychological Test Data Files.
System location: Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system: Applicants, CIA
employees and dependents, detailees and dependents, retired or
separated employees and dependents.
Categories of records in the system: Results of psychological testing
and assessment reports.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: In the case of employees,
dependents and detailees, to determine the individual's skills and
aptitudes and suitability for a particular assignment or training as
distinct from his general suitability for employment (Psychiatric
screening).
Data developed to validate new tests and techniques as part of on-
going research efforts.
To prepare reports which summarize test results and to assist Agency
officials in selection of candidates for employment and career
management planning for employees.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper, microfilm, magnetic tape and punch cards.
Retrievability: By name.
Safeguards: Medical files are stored in vaulted main file room. During
periods when files are undergoing active processing they are secured
in locked safes. Access to computer information is controlled by
limiting the number of medical personnel approved for such access by
an identifying password. Access to the main vault file room, locked
safes and the Agency Records Center is controlled by limiting the
number of personnel authorized such access.
Retention and disposal: Files on employees, dependents and detailees are
retained in Headquarters until retirement or separation at which
time they are retired to the Agency Records Center, where they are
retained 30 years and then destroyed by the Records Center by
burning. Successful applicants' files are treated the same as
employees. Unsuccessful applicant files are retained for a period of
three years and then destroyed by burning or pulping.
System manager(s) and address: Director, Office of Medical Services,
Central Intelligence Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to: Information and Privacy Coordinator, Central
Intelligence Agency, Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notifications section above.
Contesting record procedures:The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: The individual through the completion of a
variety of psychological tests and interview sessions with Agency
medical officers.
CIA--38
System name: Congressional Liaison Records.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Matters of liaison with
Congressional Offices are filed in the name of the member of the
Office involved.
Categories of records in the system: Liaison record.
Correspondence file.
Newspaper and publication clippings.
Authority for maintenance of the system: Section 506(a), Federal Records
Act 1950 (44 U.S.C.3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Handle requests from members
and Committees.
Coordinate Agency position on proposed legislation.
Prepare Agency position papers.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and magnetic media.
Retrievability: By the name of the Member of Congress.
Safeguards: All records are stored in a combination lock safe; access is
restricted only to OLC personnel.
Retention and disposal: Records for which OLC is office of record are
permanent. Non-record or temporary items are cut off annually,
transferred to Records Center, recalled after 5 years and screened
for selected files which are incorporated into permanent records.
Residual material is destroyed by pulping.
System manager(s) and address:
Legislative Counsel
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Agency officials.
Offices of Members of Congress, Congressional committees and other
Government agencies.
CIA-39
System name: Publicity.
System location: Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system: Authors of articles,
CIA employees, and other individuals mentioned in newspaper articles
about CIA.
Categories of records in the system: Newspaper articles:
By-lined articles mentioning CIA. Articles mentioning CIA.
Correspondence between media personalities and the Office of Public
Affairs.
Authority for maintenance of the system: Section 506(a), Federal Records
Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Agency officials
researching articles on the CIA.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are stored in a vaulted room; access upon request on a
need-to-know basis.
Retention and disposal: Permanent.
System manager(s) and address: Office of Public Affairs, Central
Intelligence Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator, Central Intelligence Agency,
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or corrections of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Newspaper articles and correspondence.
CIA--40
System name: CIA Authors File.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: CIA employees (current
and past) who have published commercially.
Categories of records in the system: Name of author and title and source
of publication.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used for author display
exhibit in CIA Library.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual card file.
Retrievability: By name of author.
Safeguards: Located in limited access building.
Retention and disposal: Records destroyed when obsolete or no longer
needed by pulping.
System manager(s) and address:
Director, Office of Central Reference
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Individual authors.
CIA--41
System name: Intelligence in Public Literature File.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Individuals who have
written on the general topic of intelligence and have been reviewed
in the public media; individuals identified as being involved in
intelligence activities.
Categories of records in the system: Media articles on personalities and
events relating to subject of intelligence.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used to provide Agency and
other USIB components a ready-reference file on open literature
relating to intelligence.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: File folders and archives boxes of media articles.
Retrievability: By name of author or general topics.
Safeguards: File is open to any Agency or Intelligence Community
employee on an official task; requests for access to classified
portions are screened on the basis of official ``need-to-know.''
Retention and disposal: Articles and topics are discarded when no longer
used.
System manager(s) and address:
Director, Office of Central Reference
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Foreign and domestic news media; intelligence
reports.
CIA--43
System name: Briefing Program File.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Those individuals, both
foreign and U.S., who have visited CIA for official briefings under
the CIA Briefing Program.
Categories of records in the system: Names, dates of visits, and parent
organizations of visitors.
Authority for maintenance of the system: National Security Act of 1947,
as Amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used in planning briefing
programs.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: 3 x 5 index cards.
Retrievability: By name.
Safeguards: Kept in secure area; only authorized officials have access
to the file.
Retention and disposal: Destroy 5 years after cut-off. Cut off at end of
each calendar year. Screen. Destroy duplicate copies and
housekeeping records. Maintain remainder in current file area for 5
years and destroy. Destruction by pulping.
System manager(s) and address:
DDI Executive Officer
and Assessments Staff
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Official correspondence from parent
organizations of individuals to be briefed.
CIA--44
System name: Foreign Map Sources Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Selected U.S. and
foreign individuals and firms having a potential to provide foreign
maps.
Categories of records in the system: Names, extracts from open
literature, intelligence reports, records of map acquisitions.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To provide information in
support of foreign map acquisition.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Kept in secure area; only authorized personnel have access.
Retention and disposal: Destroy data on individual source when
procurement action is complete or source potential is ended.
Destruction by pulping.
System manager(s) and address:
Director, Office of Geographic and
Cartographic Research
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Individuals, intelligence reports, open
literature.
CIA--45
System name: Soviet-U.S. Contacts File.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Prominent U.S.
citizens, such as members of Congress and high-ranking government
officials, who have met prominent Soviets at meetings reported in
the press.
Categories of records in the system: Names and titles of individuals,
dates and places of meetings, subjects discussed as reported in the
Soviet and U.S. press.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used to prepare briefing
material for U.S. officials who plan to visit the USSR or hold
discussions with Soviets in the United States.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Computer tapes and paper.
Retrievability: Name of Soviet or U.S. participants, date, general
subject, and locations of meetings.
Safeguards: Requests for information are screened for appropriateness.
Files are stored in combination locked safes.
Retention and disposal: File started in 1974 and still considered
experimental; continuation will depend upon utility; no file
destruction to date.
System manager(s) and address:
Director, Office of Central Reference
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13).
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Soviet and U.S. press.
CIA--46
System name: Academic Relations File.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Scholars with whom the
DDI maintains contact for the purpose of exchanging research and
analyses.
Categories of records in the system: Names and addresses.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C., section 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Reference for
correspondence; mailing of unclassified Agency publications.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: 5 x 8 index cards.
Retrievability: By name.
Safeguards: Kept in secure area; only authorized officials have access.
Retention and disposal: Reviewed every 2 years and records are destroyed
on individuals no longer associated with the program. Destruction is
by pulping.
System manager(s) and address:
Coordinator for Academic Relations
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Correspondence and personal contact.
CIA--47
System name: Professors and Placement Officers of Selected
Colleges.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Those key individuals
in selected colleges who may be able to assist the Office of
Economic Research in its professional recruiting effort for
economics analysts.
Categories of records in the system: Names and parent organizations.
Authority for maintenance of the system: Central Intelligence Agency Act
of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used in Office of Economic
Research recruiting program.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: List.
Retrievability: By name.
Safeguards: Kept in secured area; only authorized officials have access.
Retention and disposal: Review annually and destroy records on
individuals no longer associated with the activity. Destruction is
by pulping.
System manager(s) and address:
Director, Office of Economic Research
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Professional contacts established by the
Office of Economic Research and Agency recruiters.
CIA--48
System name: Cryptographic Access File.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Agency staff personnel,
contract employees, and contractor employees who have been
authorized access to cryptographic information.
Categories of records in the system: Biographic information including
name, date of birth, social security number, and Agency component or
commercial employer and date of clearance of person being granted
access.
Authority for maintenance of the system: Executive Order 10450.
Pub. L. 81-513, dated May 13, 1950.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Control and accountability
of cryptographic access clearances.
Certify to Agency officials and to other agencies and private
contractors names of individuals who possess a cryptographic
clearance.
Users of this information are the Office of Security and Office of
Communications.
A record from this system of records may be disclosed as a ``routine
use'' to a Federal, state or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant or other
benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and computer.
Retrievability: By name.
Safeguards: Information on paper media is stored in combination lock
safes or in a secure area; access is limited to authorized employees
on a need-to-know basis. Information stored on the computer system
is subject to safeguards established by the Office of Security.
Retention and disposal: Paper files are retained until the clearance is
rescinded. Destruction of paper records is accomplished through
burning. Computer records are revised when clearance is rescinded.
System manager(s) and address:
Director, Office of Communications
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: The source of biographic information is the
Office of Security or official correspondence notifying Office of
Communications of a change in the individual's status.
Employee.
CIA--49
System name: Directorate of Operations Records System.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Individuals who are of
foreign intelligence or foreign counterintelligence interest to the
CIA, either because of their actual, apparent, or potential
association with foreign intelligence or foreign counterintelligence
activities, or because they are of actual or potential use to CIA.
Categories of records in the system: Categories of records include
administrative, management and policy, personality, operational, and
impersonal subjects based primarily on foreign intelligence and
foreign counterintelligence reports.
Authority for maintenance of the system: National Security Act of 1947,
as Amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Immigration and Nationality Act, as amended--Pub. L. 82-414.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To provide information
within CIA and to selected Federal agencies and military departments
for the conduct of foreign intelligence operations.
To provide information within CIA and to the FBI, other selected
Federal agencies, and military departments for the conduct of foreign
counterintelligence operations.
To conduct national Agency name checks for other agencies as required
by National Security Council Directive and the Immigration and
Nationality Act of l952 in the interest of the security of the United
States.
To provide information to the Immigration and Naturalization Service.
A record from this system of records may be disclosed as a ``routine
use'' to a Federal, state or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant or other
benefit.
To provide information to U.S. and, through established liaison
channels, selected foreign government agencies in national security or
criminal cases.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper, microforms, and magnetic media.
Retrievability: By name.
Safeguards: Strict controls have been imposed to minimize the risk of
compromising information held. Employees are allowed access to the
index and files only after undergoing special training. There are
degrees of compartmentation which are designed to limit access to
information on a strict ``need-to-know'' basis. Records are kept of
each disclosure of a record to another agency as required by this
act.
Retention and disposal: Retention is based on approved records
disposition schedules. Destruction is by pulping, degaussing, or
burning.
System manager(s) and address:
Chief, Information Services Staff, DDO
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Other U.S. agencies and organizations.
Foreign sources and individuals.
Predecessor organizations.
Overt publications.
Private citizens.
State and local agencies.
CIA--50
System name: Financial Records.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Current and former
Agency staff personnel, contract personnel, consultants, independent
contractors, detailed military and civilian personnel, and survivors
of deceased CIA retirement system annuitants
Categories of records in the system: Records required to administer
compensation payments, payments to CIA Retirement System (CIARDS)
annuitants, authorized or required payroll deductions or
contributions for Federal, state and city income tax, retirement,
insurance, Credit Union, etc., and leave entitlements. Personnel
actions, contracts, W-4s, W-2s, withholding authorizations, banking
instructions for dissemination of employees' salary checks.
Official travel orders, record of funds advanced and transportation
furnished, copies of travel claims and accountings.
Records and statements concerning the status of funds advanced to
individuals for official purposes.
Correspondence and copies of all financial documentation accumulated
in the collection and settlement of amounts due the Agency from former
employees.
Financial accounts and records concerning employees'/former employees'
participation in the Voluntary Investment Plan. Membership
application, payroll deduction authorization, quarterly status
statement, funds withdrawal requests.
Certifying officers; contracting officers; and authorizing letter and
signature card.
Authority for maintenance of the system: Central Intelligence Agency
Retirement Act of l964 for Certain Employees, as amended--Pub. L.
88-643.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by CIA personnel to
fulfill statutory requirements with regard to the computation,
payment, and recording of compensation due Agency personnel and
annuities due to CIARDS annuitants and to report Federal, state, and
local taxing authorities tax information as required by law; used by
CIA officials to report and remit to appropriate Federal, state, and
local agencies tax withholdings, individual and CIA contributions
for retirement, life and health insurance programs, and other
deductions as required or authorized by the individual.
Used by CIA personnel concerned with the administration, processing,
audit and certification of travel and transportation accounts.
Used by CIA personnel as an administrative control to ensure that
official funds advanced to individuals are properly and fully
accounted for.
Used by CIA personnel to pursue and document efforts made to collect
amounts due the Agency from former Agency personnel.
Used by CIA personnel in the financial administration of the Voluntary
Investment Plan and to inform participants of their equity in the
Plan.
Used within CIA by Agency personnel charged with responsibility for
determining that the commitment and expenditure of Agency funds is
authorized, approved, and certified by officials to whom such
authority has been delegated.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper, punch cards, microfilm, magnetic tape and disks.
Retrievability: By name, employee number, and component of assignment.
Safeguards: Records are located in either vaulted, limited access areas
or in combination lock safes. Access to the records is strictly
limited to Agency personnel who either work with the records or have
an official need for the information.
Retention and disposal: Method of disposal is by burning, degaussing or
shredding, whichever is the most appropriate for the particular
medium in which the record is maintained. Records are retained in
accordance with established record disposal schedules.
System manager(s) and address:
Director, Office of Finance
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Individuals and Agency officials.
CIA--51
System name: Security Duty Office Event Reports.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Individuals who contact
the Security Duty Office.
Categories of records in the system: Name, date and subject matter of
contact by individual.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Brief senior Security
Officers concerning contacts made by individuals and events
involving the Agency and Agency facilities.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Records are maintained in office which is manned on a 24-
hour basis. Information is disclosed to Agency officials on a need-
to-know basis.
Retention and disposal: Records are maintained only for time period when
subject is of interest to the Agency. Records are destroyed by
burning.
System manager(s) and address:
Director, Office of Security
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: General public, employees and Federal, state
and local officials.
CIA--52
System name: Community-Wide, Computer-Assisted, Compartmentation
Control System.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Federal, civilian and
military personnel and representatives from private industry who
possess special access clearances.
Categories of records in the system: Name, date of birth, social
security number, date of background investigation, status of
clearance, organization, and clearances held.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To certify throughout the
Intelligence Community and related industry the individuals whose
names are contained in this Special Register for purposes of
controlling access to special classified materials.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Cards, computer tapes and paper.
Retrievability: By name, social security number, and organization.
Safeguards: The records are stored in a secure area. Access to the
storage area is restricted to those who have the proper clearances
and have a need-to-know.
Retention and disposal: Records are retained and destroyed in accordance
with records control schedules approved by the Archivist of the
United States.
System manager(s) and address:
Director, Office of Security
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Agency personnel, and other Federal agencies,
and private industry.
CIA--54
System name: Central Badge System.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Agency employees and
individuals who required building access badges.
Categories of records in the system: Name, date and place of birth,
social security number, photographs and fingerprints.
Authority for maintenance of the system: Central Intelligence Agency Act
of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
National Security Act of 1947, as amended--Pub. L. 80-253.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by the Office of
Security to identify and control access to Agency facilities.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper, photographs and magnetic media.
Retrievability: Name and badge number.
Safeguards: Records are maintained in vault. Access is limited to
individuals on need-to-know basis.
Retention and disposal: Retained for duration of employment or
association with the Agency. Records are destroyed by burning two
years after resignation or termination of the association.
System manager(s) and address:
Director, Office of Security
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Employee records and/or the individual
requesting identification badge.
CIA--56
System name: Security Analysis Records.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Any individual who
comes to the attention of the Agency because of a
counterintelligence interest that concerns Agency personnel or
Agency security.
Categories of records in the system: Biographic information and data
concerning an individual's involvement in specific intelligence and
counterintelligence activities.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Inform Agency officials of
potential or actual CI information involving Agency personnel or
facilities.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: All records are maintained in a vaulted area. Access is
limited on a need-to-know basis.
Retention and disposal: Permanent retention.
System manager(s) and address:
Director, Office of Security
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Employees.
U.S. Government agencies.
Foreign intelligence sources.
CIA--57
System name: Security Records.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Applicants, staff and
contract employees, former employees, consultants, contractors,
military detailees, individuals of security interest, persons of
substantive affiliation with or service to the Agency, persons on
whom the Agency has conducted an investigation, Agency employees and
other individuals associated with the Agency who have completed an
accident report form, and Federal, civilian and military personnel
with whom the Agency conducts liaison.
Categories of records in the system: Investigation requests.
Biographic data (name, sex, D/POB, social security number, and
employer and employee address at time record was created).
Authorizations for the release of high school and college transcripts
and copies of those transcripts.
Investigative reports.
Appraisal summaries reflecting the rationale for granting or refusing
a security clearance.
Documentation of the final action taken by the Office of Security
concerning any given investigation.
Secrecy agreements.
Documentation concerning the granting or refusing of special
clearances; levels of clearances held; approvals for personnel
reassignments; notations that polygraph or other special interviews
were performed; memoranda concerning security violations; notices of
termination of affiliation with the Agency.
Report of accidents and investigative reports.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Executive Order 10450.
Executive Order 11807.
Section 19(a), Occupational Safety and Health Act of 1970--Pub. L. 91-
596.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The system is used to
ascertain whether there is any existing information concerning a
person who is of immediate interest to the CIA. The system is
routinely used when:
A person applies for CIA employment;
A person is a candidate or associated with a candidate for some
project or assignment;
A question arises as to whether a certain individual has been security
approved, or considered for security approval by the CIA;
There is a need to obtain the security file of an individual who is
known (or assumed) to be the subject of a file; and
CIA receives a request for investigative information from another
Federal agency.
Records from this system are also used to prepare briefings on Agency
accident experience; to determine accident causes and recommend
remedial action; and to prepare quarterly and annual statistical
reports for the Department of Labor.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper, microfilm, computer disks and magnetic tapes.
Retrievability: By name.
Safeguards: Records are safeguarded by combination lock security
containers, or are stored within a vaulted area. Access is
restricted to individuals who are certified on an ``Access List.''
The Access List is validated each month and published so that
responsible officials can insure that records are accessed only for
official purposes.
Retention and disposal: Files which contain Agency-developed
investigative reports on an individual are retained a maximum of 50
years, then destroyed by burning or pulping. Liaison contact files
are kept for three years and then destroyed by burning or pulping,
except where there is a documented request to continue the liaison.
System manager(s) and address:
Director, Office of Security
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: The Central Intelligence Agency's regulations
for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Current and former employees, consultants,
contractors, contract employees, military detailees, applicants for
employment, persons of substantive affiliation with or service to
the Agency, Federal, state and local agencies, educational
institutions, employers, personal and business references provided
by the individual under investigation and acquaintances of the
individual.
CIA--58
System name: Inspector General Research Records.
System location: Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Agency personnel and
other individuals whose names appear in documents assembled
primarily from other Agency records systems by the Inspector General
in relation to an Executive commission and Legislative committee
reviews of Agency activities conducted between 1972 and 1976.
Categories of records in the system: CIA documents that are pertinent to
an Executive commission and Legislative committee reviews of Agency
activities.
Authority for maintenance of the system: Central Intelligence Act of
1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The system is used by Agency
officials for reference use in connection with Executive and
Legislative reviews of Agency activities.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: Name or subject.
Safeguards: Information is stored is safes. Access is limited to Agency
personnel.
Retention and disposal: Permanent.
System manager(s) and address:
Inspector General
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Requests from individuals should be addressed
as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual record, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Agency employees.
CIA--59
System name: Unsolicited Correspondence from the General Public
Addressed to the Director or Deputy Director of Central
Intelligence.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Members of the General
public who have written to the Director or Deputy Director of
Central Intelligence.
Categories of records in the system: Correspondence from the general
public and Agency letters of response.
Authority for maintenance of the system: Central Intelligence Agency Act
of 1949, as amended--Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The system is used by the
Executive Secretary, Office of the Director, to insure that
correspondence is acknowledged. Certain correspondence is forwarded
to other Government agencies for appropriate action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Records are in a vaulted area; access is controlled by the
Executive Secretary.
Retention and disposal: Subject file of substantive correspondence
requiring action beyond acknowledgment reply is permanent. Routine
correspondence and acknowledgments are reviewed at 2 year intervals
and destroyed by pulping when no longer needed, or destroyed 5 years
after original contact if no interest activated within 5 years, or
incorporated into Subject file if interest is activated and case
warrants. Employment applications: originals referred to Office of
Personnel; duplicates so noted and files cut off annually and
destroyed by pulping when 2 years old.
System manager(s) and address:
Executive Secretary
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains their correspondence should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Requests from individuals should be addressed
as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
CIA--60
System name: Personal and Professional Associates of the
Director of Central Intelligence.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Personal and
professional associates of the Director of Central Intelligence.
Categories of records in the system: Home and business addresses; home
and business phone numbers; category of association with the DCI
(e.g. personal/professional).
Authority for maintenance of the system: Central Intelligence Agency Act
of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records
Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The system is used by
administrative personnel, Office of the Director, to insure that
information pertaining to the Director's associates is maintained in
a current manner.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Hard copy computer print-out and magnetic disc pack.
Retrievability: By name, city, or type of association.
Safeguards: Hard copy computer print-out stored in a vaulted area;
access is controlled by the Director's immediate office staff.
Automatic data processing disc pack requires coded identifier for
activation. Access on a need-to-know basis.
Retention and disposal: The hard copy computer print-out is stored in
the Office of the Director and becomes a part of the Director's
personal correspondence/files. This hard copy is replaced as changes
occur and the preceding copy destroyed by burning. Magnetic disc
pack is corrected as changes occur and when no longer of use it is
erased.
System manager(s) and address:
Executive Assistant to the Director
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains their name and address should direct inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Requests from individuals should be addressed
as directed in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promugated in the
CIA rules section of the Federal Register.
Record source categories: Selected public by category of relationship
with the DCI.
CIA--61
System name: Supplemental Personnel (Soft) Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Current and former
staff or contract employees and detailed personnel.
Categories of records in the system: Memoranda of discussions, working
copies of personnel and contract actions including procedural
checklists, performance appraisals, travel and shipping orders.
Information concerning conduct, training, special qualifications or
restrictions, dependency and residence, emergency notifications,
biographic data, Letters of Instruction. Also, cables and dispatches
of administrative and operations significance, and photographs.
Authority for maintenance of the system: National Security Act of 1947,
as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949,
as amended--Pub. L. 81-110. Section 506(a) Federal Records Act of
1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used as a supplement to the official personnel folders by authorized
operating officials to facilitate and expedite processing or
procedural requirements and transactions of employees.
Serves as a management tool for administrative and operating officials
for purposes of employee assignment, promotion, and career development
considerations and determinations.
To refer or provide information in response to or by direction of a
court order, or where there is an indication of a violation or
potential violation of law whether civil, criminal, or regulatory in
nature, to the appropriate agency charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing a statute or law, regulation or order issued pursuant
thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to
authorized officials.
Retention and disposal: After transfer, resignation or retirement,
screen folder immediately transferring items that should be filed in
the Official Personnel file, operational items to appropriate
operating files, and process the remaining material as follows:
Transfer--Forward file to gaining office; retirement--hold
retirement cases 18 months and destroy; and, resignations--hold
resignation cases 1 year and destroy.
System manager(s) and address:
Chief, Support Staff
Intelligence Community Staff
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligency Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules, published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Employee, Career Service Panel, IC officials.
CIA--62
System name: Office of Data Processing Security Clearance
Records.
System location: Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system: Commercial contractors
and vendors, persons in the private sector associated with the
Agency, and individuals in other government agencies contacted for
liaison purposes.
Categories of records in the system: Biographic data (name, date and
place of birth, Social Security Account Number), company name and
security clearances held.
Authority for maintenance of the system: National Security Act of 1947,
as amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended-Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Staff employees in
conducting Agency business with the commercial sector and liaison
with other government agencies.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic disc. Paper product is stored in combination lock
safes or vaulted areas.
Retrievability: By individual or company name, and Social Security
Account Number.
Safeguards: Access is limited to staff employees having a need-to-know
and a coded password identifier.
Retention and disposal: Records destroyed by degaussing or pulping upon
expiration of clearance. Clearances may be revalidated three years
after initial approval.
System manager(s) and address: Director, Office of Data Processing,
Central Intelligence Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator, Central Intelligence Agency,
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contests thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Information obtained from individual concerned
and certification of clearance from Office of Security.
CIA--63
System name: Security Access Records.
System location: Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system: Agency employees and
other badged individuals accessing Agency buildings.
Categories of records in the system: Badge number, building/entrance,
year, Julian day, hour, entry or exit code.
Authority for maintenance of the system: National Security Act of 1947,
as amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 USC 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: For routine administrative,
managerial and security purposes in order to: a. Determine the
frequency of access to Agency buildings of certain badged
individuals to facilitate administration of badge reissuance
criteria; b. Provide selected Agency managers with statistical data
on building access patterns for resource planning purposes; c.
Ascertain whether a given badged individual has accessed a specific
Agency building entrance, including the date and time of such
access.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and magnetic media.
Retrievability: Badge number, Julian date, time (hours/minutes),
building/entrance, and entry or exit code.
Safeguards: Records are maintained in a vault or combination lock safes.
Access by Agency employees having a need-to-know and a coded
password identifier.
Retention and disposal: Records on individuals are retained for a
maximum of six years after date of access. Records are destroyed by
degaussing, pulping or burning.
System manager(s) and address: Director of Security Central Intelligency
Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator, Central Intelligence Agency,
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Agency's magnetically encoded badge system,
after-hours building log and ``Visitor-No-Escort'' badge record
cards.
CIA--64
System name: Inquiries from Private Individuals about CIA and
its Mission.
System location: Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system: Members of the general
public who have written to CIA on matters of interest to the Office
of Public Affairs.
Categories of records in the system: Correspondence from the general
public and the Agency's letter of response.
Authority for maintenance of the system: Section 506(a), Federal Records
Act of 1950 (44 USC 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To ensure responsiveness to
legitimate public concerns about the mission and function of CIA.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are stored in vaulted room or in combination lock
safes; access is on a need-to-know basis.
Retention and disposal: Destroyed by pulping after two years.
System manager(s) and address: Office of Public Affairs, Central
Intelligence Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator, Central Intelligence Agency,
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or corrections of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Correspondence from the general public for the
Office of Public Affairs.
CIA-65
System name: Contact with the News Media and Index.
System location: Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system: Media representatives.
Categories of records in the system: Written record of telephonic
discussions with members of the press, radio, television or other
news media. Includes daily memorada to Director Central
Intelligence--``Contacts with the Press.'' Cards 5 X 8 contain name
and date of telephone call and index the written record of
discussion.
Authority for maintenance of the system: Section 506(a), Federal Records
Act of 1950 (44 USC 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Agency officials to
record the interests of journalists and to account for Agency
information provided to them.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files stored in a vaulted room or combination lock safes;
access upon request on a need-to-know basis.
Retention and disposal: Permanent.
System manager(s) and address: Office of Public Affairs, Central
Intelligence Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator, Central Intelligence Agency,
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Requests from individuals should be addressed
as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or corrections of records, are promulgated in
CIA rules section of the Federal Register.
Record source categories: Telephone inquiries from news media
representatives and response.
CIA-66
System name: Manuscript Review.
System location: Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system: Present and former
employees.
Categories of records in the system: Manuscripts submitted for review.
Authority for maintenance of the system: Section 506(a), Federal Records
Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Review manuscripts of
proposed publications or speeches authored or given by present or
former employees to prevent unauthorized disclosure of classified
information.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are stored in a vaulted room or combination lock
safes; access is on a need-to-know basis.
Retention and disposal: Permanent.
System manager(s) and address: Offices of Public Affairs, Central
Intelligence Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator, Central Intelligence Agency,
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
requirements for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or corrections of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Present and former employees.
CIA-67
System name:
Publishing and Speaking Engagement Clearances.
System location: Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system: Present and former
employees.
Categories of records in the system: Clearances for speeches and
published works proposed for or in the public domain.
Authority for maintenance of the system: Section 506(a), Federal Records
Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Agency officials to
review and provide clearance for external speaking and publishing
activities and to be aware of information released into the public
domain.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are stored in a vaulted room or combination lock
safes; access is on a need-to-know basis.
Retention and disposal: Destroyed by pulping after three years.
System manager(s) and address: Office of Public Affairs, Central
Intelligence Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator, Central Intelligence Agency.
Washington, DC 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or corrections of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Current and former CIA employees.
CIA-68
System name: CIA Personnel in Contact wih Press.
System location: Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system: Present and former CIA
employees.
Categories of records in the system: Card index of CIA employees who
have reported a media contact.
Authority for maintenance of the system: Section 506(a), Federal Records
Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To maintain a record of
employee press contacts.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are stored in a vaulted room; access upon request on a
need-to-know basis.
Retention and disposal: Permanent.
System manager(s) and address: Office of Public Affairs, Central
Intelligence Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct inquiries to:
Information and Privacy Coordinator, Central Intelligence Agency,
Washington, DC 20505
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individual must comply with
these rules.
Record access procedures: Request from individuals should be addressed
as indicated in the Notification Section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or corrections of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Present and former employees.
CIA-69
System name: Language Use Assessment.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Agency employees who have used their language abroad.
Categories of records in the system:
Name, Social Security number, biographical date, and date relating to
use of foreign language(s) abroad.
Authority for maintenance of the system:
Title 5, U.S.C. Chapter 41. Central Intelligence Act of 1949, as
amended--Pub. L. 81-110. Sec. 506(a), Federal Records Act of 1950 (44
U.S.C. 3101).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used by Office of Training and Education Language School personnel for
research on a variety of matters relating to language learning and
testing. Data generated will be stored in a computer system in the
Agency and will be used solely for research purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Agency computer system.
Retrievability:
By Social Security number.
Safeguards:
Stored in locked computer files; access by password on a strict need-
to-know basis.
Retention and disposal:
Maintained indefinitely in computer files for ongoing research needs.
System manager(s) and address:
Director of Training and Education, Central Intelligence Agency,
Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
20505.
Identification requirements are specified in the CIA rules published
in the Code of Federal Regulations (32 CFR 1901.13). Individuals must
comply with these rules.
Record access procedures:
Requests from individuals should be addressed as indicated in the
Notification Section above.
Contesting record procedures:
The Central Intelligence Agency's regulations for access to individual
records, for disputing the contents thereof, and for appealing an
initial determination by CIA concerning access to or correction of
records, are promulgated in the CIA rules section of the Code of
Federal Regulations (32 CFR part 1901).
CIA-70
System name: Intelligence Community Staff Information Records
System.
System location:
Intelligence Community Staff, Washington, DC 20505.
Categories of individuals covered by the system:
Individuals who have an employment, detailee, liaison, or contractual
relationship with the Intelligence Community Staff or with
Intelligence Community agencies, and individuals who are of foreign
intelligence or counterintelligence interest to the Intelligence
Community, including individuals identified as being involved in
activities related to intelligence matters such as the possible
compromise of classified information or activities otherwise
implicating intelligence sources and methods as well as other
information protected by statute or Executive order.
Categories of records in the system:
Records include administrative information; intelligence requirements,
analysis, and reporting; Intelligence Community operational records;
bibliographic information about individuals of intelligence interest;
articles, public-source data, and other published information on
individuals and events of interest to the Intelligence Community;
actual or purported compromises of classified intelligence;
countermeasures in connection therewith; identification of classified
source documents and distribution thereof; investigative data related
to compromises of classified intelligence.
Authority for maintenance of the system:
National Security Act of 1947, as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Executive Order 12333.
Executive Order 12356.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Intelligence Authorization Act for Fiscal Year 1987--Pub. L. 99-569.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
To provide classified and unclassified information within the Central
Intelligence Agency and to appropriate Intelligence Community and U.S.
Government officials for the conduct of authorized activities.
To inform and provide information to U.S. Government officials
regarding compromises of classified information including the
document(s) apparently compromised, implications of disclosure upon
intelligence sources and methods, investigative data on compromises,
and statistical and substantive analysis of the data.
A record from this system of records may be disclosed as a ``routine
use'' in order to facilitate any security, employment, detail,
liaison, or contractual decision by the Intelligence Community Staff
or any U.S. Government organization. Records may further be disclosed
in response to or by direction of a court order, or where there is an
indication of a violation or potential violation of law, whether
civil, criminal, or administrative in nature, to the appropriate
Federal, state, or local agency charged with the responsibility of
prosecuting such violation or charged with implementing or enforcing a
statute or law, regulation, or order issued pursuant thereto. Records
also may be disclosed to other agencies if necessary for the
protection of intelligence sources and methods and in support of
intelligence analysis and reporting. Additionally, records from this
system are used to prepare periodic statistical reports for U.S.
Government officials related to the control and dissemination of
classified information.
The statement of general routine uses applicable to and incorporated
by reference into systems of records maintained by the Central
Intelligence Agency are incorporated into this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper and magnetic media attached to automated information systems
operated by agencies of the Intelligence Community.
Retrievability:
By category of information contained therein, including by name.
Safeguards:
All records are maintained in safes or vaulted areas. Access is
limited on a need-to-know basis.
Retention and disposal:
Records destroyed when obsolete or no longer needed. Destruction by
pulping, burning, or erasure or destruction of magnetic media.
System manager(s) and address:
Director, Intelligence Community Staff, Central Intelligence Agency,
Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to the
Information and Privacy Coordinator, Central Intelligence Agency,
Washington, DC 20505.
Identification requirements are specified in the Central Intelligence
Agency rules published in the Code of Federal Regulations (32 CFR
1901.13). Individuals must comply with these rules.
Record access procedures:
Request from individuals should be addressed as indicated in the
Notification Procedure section above.
Contesting record procedures:
The Central Intelligence Agency's regulations for access to individual
records, for disputing the contents thereof, and for appealing an
initial determination by the Central Intelligence Agency concerning
access to or correction of the records, are promulgated in the Central
Intelligence Agency rules section of the Code of Federal Regulations.
Record source categories:
Individuals themselves; other U.S. agencies and organizations; media,
including periodicals, newspapers, and broadcast transcripts; public
and classified reporting, intelligence source documents, investigative
reports, correspondence.
CIA-71
System name: National Intelligence Council (NIC) Records System.
System location:
Central Intelligence Agency, Washington, DC 20505
Categories of individuals covered by the system:
Individuals who have an employment, detailee, liaison, contractual or
operational relationship with the Central Intelligence Agency or with
Intelligence Community agencies, and individuals who are of foreign
intelligence, counterintelligence or security interest to the CIA or
Intelligence Community, including individuals identified as being
involved in activities related to intelligence matters such as the
possible compromise of classified information or activities otherwise
implicating intelligence sources and methods and other information
protected by statute or Executive order.
Categories of records in the system:
Records include administrative information; intelligence requirements,
analysis, and reporting; National Intelligence Council operational
records; bibliographic information about individuals of intelligence
or security interest; articles, public-source data, and other
published information on individuals and events of interest to the
CIA; actual or purported compromises of classified information;
countermeasures in connection therewith; investigative data related to
compromises of classified information; other policy and operational
data based primarily on foreign intelligence, counterintelligence, and
security reporting.
Authority for maintenance of the system:
National Security Act of 1947, as amended--Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110.
Executive Order 12333.
Executive Order 12356.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Intelligence Authorization Act for Fiscal Year 1988--Pub. L. 100-178.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
To provide classified and unclassified information within the Central
Intelligence Agency and to appropriate Intelligence Community and U.S.
Government officials for the conduct of authorized activities.
To inform and provide information to U.S. Government officials
regarding compromises of classified information including the
document(s) apparently compromised, implications of disclosure upon
intelligence sources and methods, investigative data on compromises,
and statistical and substantive analysis of the data.
A record from this system of records could be disclosed as a ``routine
use'' in order to facilitate any security, employment, detail,
liaison, or contractual decision by the CIA or any U.S. Government
organization. Records further could be disclosed in response to or by
direction of a court order, or where there is an indication of a
violation or potential violation of law, whether civil, criminal, or
administrative in nature, to the appropriate Federal, state, or local
agency charged with the responsibility of prosecuting such violation
or charged with implementing or enforcing a statute or law,
regulation, or order issued pursuant thereto. Records also could be
disclosed to other agencies if necessary for the protection of
intelligence sources and methods and in support of intelligence
analysis and reporting. Additionally, records from this system could
be used to prepare periodic substantive reports for U.S. Government
officials related to the control and dissemination of classified
information.
The statement of general routine uses applicable to and incorporated
by reference into systems of records maintained by the Central
Intelligence Agency are incorporated into this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper and magnetic media integral to automated information systems
operated by the National Intelligence Council.
Retrievability:
By category of information contained therein, including by name.
Safeguards:
Files are maintained in accordance with Executive Order 12356 and
Information Security Oversight Office Directive Number 1.
Retention and disposal:
Files are destroyed in accordance with Chapters 29 and 33 of Title 44
United States Code and Information Security Oversight Office Directive
Number 1.
System manager(s) and address:
Chairman, National Intelligence Council, Central Intelligence Agency,
Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to the
Information and Privacy Coordinator, Central Intelligence Agency,
Washington, DC 20505.
Identification requirements are specified in the Central Intelligence
Agency rules published in the Code of Federal Regulations (32 CFR
1901.13). Individuals must comply with these rules.
Record access procedures:
Request from individuals should be addressed as indicated in the
Notification Procedure section above.
Contesting record procedures:
The Central Intelligence Agency's regulations for access to individual
records, for disputing the contents thereof, and for appealing an
initial determination by the Central Intelligence Agency concerning
access to or correction of the records, are promulgated in the Central
Intelligence Agency rules section of the Code of Federal Regulations.
Record source categories:
Individuals themselves; other U.S. agencies and organizations; public
media, including books, periodicals, newspapers, and broadcast
transcripts; unclassified and classified official reporting,
intelligence source documents, investigative reports, and
correspondence.
CIA-72
System name:
Inspector General Investigative Records.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Agency employees, persons with a contractual or other relationship
with the Agency, persons who are interviewed by or provide information
to the Office of Inspector General, persons involved with or
knowledgeable about a matter being investigated by the Office of
Inspector General, and persons who have filed grievances with the
Office of Inspector General or Agency components.
Categories of records in the system:
Reports of interviews, signed statements, correspondence, reports of
investigations, forms, cables, internal CIA memoranda, prior criminal
or non-criminal records of individuals covered by the system, and
other materials relating to employee grievances and matters of
interest to or being investigated by the Office of Inspector General.
Authority for maintenance of the system:
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110,
50 U.S.C. 403 et seq.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101)
National Security Act of 1947, as amended--Pub. L. 80-253
Executive Order 12333
Executive Order 12356
Intelligence Authorization Act of 1994
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
a. Records in the system are used and disclosed by members of the
Office of Inspector General in the investigation of matters of
interest or concern to the Director of Central Intelligence, Inspector
General, and senior Agency officials, including grievances and
allegations of misconduct by Agency employees, and to provide
information to Agency management regarding personnel matters, and for
evaluating current and proposed programs, policies and activities,
selected assignments, and requests for awards or promotions.
b. Records in the system that indicate a violation or potential
violation of law, whether civil, criminal, or regulatory in nature,
and whether arising by general statute or particular program, or by
rule, regulation or order pursuant thereto, or that indicate a
violation or potential violation of a contractual obligation, may be
disclosed to the appropriate agency, whether Federal, state, local,
foreign, or international, charged with the responsibility for
investigating or prosecuting such violation, enforcing or implementing
such statute, rule, regulation, or order, or with enforcing such
contract.
c. Records in the system may be disclosed to a Federal, state, local,
foreign, or international agency, or to an individual or organization,
when necessary to elicit information relevant to an Office of
Inspector General investigation, inquiry, decision, or recommendation.
d. Records in the system may be disclosed to a Federal, state, local,
foreign, or international agency when requested in connection with the
assignment, hiring, or retention of an individual, the issuance or
revocation of a security clearance, letting of a contract, or any
authorized inquiry or investigation to the extent that the information
is relevant to the requesting agency's decision on the matter.
e. Records in the system may be disclosed to any Federal agency when
documents, witness statements, or other information obtained from that
agency are used in compiling the system record, or when the record is
relevant to the official responsibilities of that agency.
f. Unclassified records in the system, or unclassified portions
thereof, including information identifying individuals covered by the
system, may be disclosed to the public when the matter under
investigation has become public knowledge or the Inspector General
determines that such disclosure is necessary to preserve confidence in
the integrity of the Inspector General process, or is necessary to
demonstrate the accountability of CIA employees, officers, or
individuals covered by the system, unless it is determined that
release of the specific information in the context of a particular
case would constitute an unwarranted invasion of personal privacy.
g. Records in the system pertaining to an employee grievance may be
disclosed to any party to that grievance and the facilitator except
for records that disclose the identity of a non-party who provided a
statement during the grievance process.
h. Records in the system may be disclosed in the course of presenting
evidence to a court, magistrate, or administrative tribunal, including
disclosures in the course of settlement negotiations, or pursuant to
statutes or regulations governing the conduct of such proceedings.
i. Records in the system may be disclosed to representatives of the
Department of Justice or of any other agency that is responsible for
representing Agency interests in connection with a judicial,
administrative, or other proceedings. Records may also be disclosed to
the Department of Justice to the extent necessary to obtain its advice
on any matter relevant to an Office of Inspector General
investigation.
j. Records in the system may be disclosed to the Senate Select
Committee on Intelligence and the House Permanent Select Committee on
Intelligence, or other congressional committees, or the staffs
thereof, in connection with their oversight and legislative functions.
k. Records in the system may be disclosed to the President's Foreign
Intelligence Advisory Board, and the Intelligence Oversight Board, and
any successor organizations, when requested by those entities, or when
the Inspector General determines that disclosure will assist in the
performance of their oversight functions.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Computer disk, microfilm, magnetic disk, and paper.
Retrievability:
By name.
Safeguards:
Files are stored in vaulted areas or approved metal filing cabinets.
Access to information on magnetic disk is on a limited need-to-know
basis and controlled by password identifiers.
Retention and disposal:
Records are retained and destroyed in accordance with the records
control schedules approved by the Archivist of the United States.
System manager(s) and address:
Inspector General, Central Intelligence Agency, Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
20505.
Identification requirements are specified in the Central Intelligence
Agency rules published in the Code of Federal Regulations (32 CFR
1901.13). Individuals seeking information from this system of records
must comply with these rules.
Record access procedures:
Requests from individuals should be addressed to the Agency's
Information and Privacy Coordinator as indicated in the notification
section above.
Contesting record procedures:
The Central Intelligence Agency's regulations for access to individual
records, for disputing the contents thereof, and for appealing an
initial determination by the Central Intelligence Agency concerning
access to or correction of the records, are promulgated in the Central
Intelligence Agency rules section of the Code of Federal Regulations
(32 CFR part 1901).
Record source categories:
Agency employees and contractors, Federal, state, and local officials,
private citizens, and foreign nationals.
PRIVACY ACT RULES
CENTRAL INTELLIGENCE AGENCY
Title 32-National Defense
Subtitle B-Other Regulations to National Defense
Chapter XIX-Central Intelligence Agency
PART 1901--RULES AND REGULATIONS TO IMPLEMENT THE PRIVACY ACT OF
1974
Sec.
1901.1 Purpose and scope.
1901.3 Definitions.
1901.11 Procedures for requests pertaining to individual records in a
record system.
1901.13 Requirements for identification of individuals making requests.
1901.15 Disclosure of requested information to individuals.
1901.17 Appeal of determination to deny access to requested record.
1901.19 Special procedures for disclosure of medical and psychological
records.
1901.21 Request for correction or amendment to record.
1901.23 Appeal of initial adverse agency determination on correction or
amendment.
1901.31 Disclosure of record to person other than the individual to
whom it pertains.
1901.41 Fees.
1901.51 Penalties.
1901.61 General exemptions.
1901.71 Specific exemptions.
Authority: 5 U.S.C. 552a; 5 U.S.C. 553.
Source: 40 FR 45322, Oct. 1, 1975, unless otherwise noted.
Sec. 1901.1 Purpose and scope.
(a) This regulation is published pursuant to the Privacy Act of 1974
(5 U.S.C. 552a). This regulation establishes procedures by which an
individual may request notification of whether the Central Intelligence
Agency maintains a record pertaining to him in any non-exempt portion of
a system of records or any non-exempt system of records, request a copy
of such record, request that the record be amended, appeal any initial
adverse determination of any request to deny access to or amend a record
and submit additional data to augment or correct such record. The
regulation further specifies those systems of records or portions of
systems of records the Director has determined to exempt from the
procedures established by this regulation and from certain provisions of
the Act.
(b) The purpose of the general exemption, in the instance of polygraph
records, is to prevent access and review of records which intimately
reveal a CIA security method. The purpose of the general exemption from
the provisions of subsections (c)(3) and (e)(3) (A-D) is to avoid
disclosures that may adversely affect ongoing operational relationships
with other intelligence and related organizations and thus reveal or
jeopardize intelligence sources and methods or risk exposure of
intelligence sources and methods in the processing of covert employment
applications.
(c) The purpose of the general exemption from subsections (d), (e) (4)
(G), (f) (1) and (g) of the Act is to protect only those portions of
systems of records which if revealed would risk exposure of intelligence
sources and methods or hamper the ability of the CIA to effectively use
information received from other agencies or foreign services.
(d) It should be noted that by subjecting information which would
consist of, reveal or pertain to intelligence sources and methods to
separate determinations by the Director of Central Intelligence under
Sec. 1901.61 (c) and (d) regarding access and notice, an intent is
established to apply the exemption from access and notice only in those
cases where notice in itself would constitute a revelation of
intelligence sources and methods. In all cases where only access to
information would reveal such source or method, notice will be given
upon request.
(e) The purpose of the specific exemptions provided for under section
(k) of the Act is to exempt only those portions of systems of records
which would consist of, pertain to or reveal that information which is
enumerated in the above noted section (k).
(f) In each case, the Director of Central Intelligence has determined
that the enumerated classes of information should be exempt in order to
comply with directives in Executive Order 11652 dealing with the proper
classification of national defense or foreign policy information;
protect the privacy of other persons who supplied information under an
implied or express grant of confidentiality in the case of law
enforcement or employment and security suitability investigations or
promotion material in the case of the armed services; protect
information used in connection with assisting in protective services
under 18 U.S.C. 3056; protecting the efficacy of testing materials; and
protect information which would constitute information required by
statute to be maintained and used solely as statistical records.
Sec. 1901.3 Definitions.
For the purposes of this part:
(a) ``Agency'' means each authority of the United States Government as
defined in 5 U.S.C. 552(e).
(b) ``Individual'' means a citizen of the United States or an alien
lawfully admitted for permanent residence who is a living being and to
whom a record might pertain.
(c) ``Maintain'' means maintain, collect, use, or disseminate.
(d) ``Record'' means an item, collection or grouping of information
about an individual that is maintained by the Central Intelligence
Agency.
(e) ``System of Records'' means a group of any records under the
control of the Central Intelligence Agency from which records are
retrieved by the name of the individual or by some identifying number,
symbol or other identifying particular assigned to the individual.
(f) ``Routine use'' means (with respect to the disclosure of a record)
the use of such record for a purpose which is compatible with the
purpose for which the record is maintained.
Sec. 1901.11 Procedures for requests pertaining to individual
records in a record system.
(a) An individual seeking notification of whether a system of records
contains a record pertaining to him or an individual seeking access to
information or records pertaining to him which is available under the
Act shall address his request in writing to the Privacy Act Coordinator,
Central Intelligence Agency, Washington, DC 20505.
(b) In addition to meeting the identification requirements set forth
in Sec. 1901.13 individuals seeking notification or access shall, to the
best of their ability, describe the nature of the record sought and the
system in which it is thought to be included, as described in the
Notices of Records Systems which is published in the August 28, 1975
issue of the Federal Register.
Sec. 1901.13 Requirements for identification of individuals making
requests.
(a) An individual seeking access to or notification of the existence
of records about himself shall provide in the letter of request his full
name, address, date and place of birth together with a notarized
statement swearing to or affirming his identity. If it is determined by
the Privacy Act Coordinator that this information does not sufficiently
identify the individual, the Privacy Act Coordinator may request
additional identification from the individual or clarification of
information submitted by the individual.
(b) In the case of an individual who is an alien lawfully admitted for
permanent residence, said individual shall provide, in addition to the
information required under paragraph (a) of this section, his or her
Alien Registration number.
(c) The parent or guardian of a minor or a person judicially
determined to be incompetent shall, in addition to establishing the
identity of the minor or person represented as required in paragraph (a)
or (b) of this section, establish evidence of such parentage or
guardianship by providing a copy of the minor's birth certificate or the
court order establishing such guardianship.
Sec. 1901.15 Disclosure of requested information to individuals.
(a) The Privacy Act Coordinator shall within ten days (excluding
Saturdays, Sundays and legal holidays) send the requester written
acknowledgment pursuant to Sec. 1901.11 of receipt of the request.
(b) Responses to requests made pursuant to Sec. 1901.11 will be made
promptly by the Privacy Act Coordinator.
(c) The Privacy Act Coordinator upon receipt of a request made
pursuant to Sec. 1901.11 shall refer the request to the responsible
components.
(d) The responsible components shall:
(1) Determine whether a record exists; and
(2) Determine whether access may be available under the Act.
(e) The responsible components shall inform the Privacy Act
Coordinator of any determination made pursuant to paragraph (d)(1) or
(2) of this section. The Privacy Act Coordinator shall, in turn, notify
the individual of the determination and shall provide copies of records
determined to be accessible if copies have been requested. In the event
that information pertaining to the individual in a CIA record system was
received from another Federal agency, the individual will be so notified
and that information shall be referred to the originating agency.
(f) If a determination has been made not to give access to requested
records the Privacy Act Coordinator shall inform the individual of the
reason therefor and the right of appeal of this determination by the
responsible components under Sec. 1901.17.
(g) This section shall not be construed to allow access to information
determined to be exempt under determinations made pursuant to 5 U.S.C.
552a (j) and (k).
[40 FR 45322, Oct. 1, 1975, as amended at 41 FR 19105, May 10, 1976]
Sec. 1901.17 Appeal of determination to deny access to requested
record.
(a) Any individual whose request made pursuant to Sec. 1901.11 is
refused may appeal by submitting a written statement setting forth the
basis for the appeal to the Privacy Act Coordinator. Persons who require
procedural guidance in preparing an appeal to the Agency's initial
refusal to provide records may write for assistance to the Privacy Act
Coordinator, Central Intelligence Agency, Washington, DC 20505.
(b) The Privacy Act Coordinator, upon receipt of the appeal letter,
shall promptly refer the appeal to the Deputy Directors of the
responsible components and shall inform the Deputy Directors of the date
of receipt of the appeal and shall request the Deputy Directors make a
determination on the appeal within thirty days (excluding Saturdays,
Sundays or legal holidays).
(c) The Deputy Directors of the responsible components, or senior
officers designated by them, shall review the initial decision to deny
access to the requested records and shall inform the Privacy Act
Coordinator of the review determination. The Privacy Act Coordinator
shall, in turn, notify the individual of the result of the
determination. If the determination reverses the initial denial, the
Privacy Act Coordinator shall provide copies of the records requested.
If the determination upholds the initial denial the Privacy Act
Coordinator shall inform the individual of his right to judicial review
as provided for by this part.
[40 FR 45322, Oct. 1, 1975, as amended at 41 FR 19105, May 10, 1976]
Sec. 1901.19 Special procedures for disclosure of medical and
psychological records.
(a) When a request for copies of medical records is made by an
individual and when the Privacy Act Coordinator determines that such
medical and psychological records are not exempt from disclosure, the
Privacy Act Coordinator, after consultation with Director of Medical
Services, may determine (1) which medical or psychological records may
be sent directly to the requestor and (2) which medical or psychological
records should not be sent directly to the requestor because of possible
harm to the individual. In the case of paragraph (a)(2) of this section,
the Privacy Act Coordinator shall so notify the requestor.
(b) When a determination has been made not to make medical or
psychological records noted in paragraph (a) of this section available
to the individual the Privacy Act Coordinator shall inform the
individual that the medical or psychological record will be made
available to a physician of the individual's choice if the individual
specifically requests. Upon receipt of such request and after proper
verification of the identity of the physician, the Privacy Act
Coordinator shall send such records to the named physician.
Sec. 1901.21 Request for correction or amendment of record.
(a) An individual may request amendment or correction of a record
pertaining to him by addressing such request by mail to the Privacy Act
Coordinator, Central Intelligence Agency, Washington, DC 20505. The
request shall identify the particular record the individual wishes to
amend or correct, the nature of the correction or amendment sought, and
a justification for such correction or amendment.
(b) Within ten days of receipt of the request by the Privacy Act
Coordinator (excluding Saturdays, Sundays and legal holidays) the
Privacy Act Coordinator shall acknowledge receipt of the request.
(c) The Privacy Act Coordinator shall refer such requests to the
components responsible for the record upon receipt of such request,
shall advise the responsible components of the date of receipt and shall
request that the responsible components make an initial determination on
such request within thirty days of receipt (excluding Saturdays, Sundays
and legal holidays).
(d) The responsible components shall:
(1) Make any correction or amendment to any portion of the record
which the individual believes is not accurate, relevant, timely, or
complete, and inform all other identified persons or agencies to whom
the record has been amended and inform the Privacy Act Coordinator of
this action; and the Privacy Act Coordinator shall, in turn, promptly
inform the requestor; or
(2) Determine that the requested correction or amendment will not be
made and shall so inform the Privacy Act Coordinator who, in turn, shall
promptly inform the individual, setting out the reasons for the refusal
and advising the individual of the right of appeal to Deputy Directors
of the responsible components under Sec. 1901.23.
[40 FR 45322, Oct. 1, 1975, as amended at 41 FR 19105, May 10, 1976]
Sec. 1901.23 Appeal of initial adverse agency determination on
correction or amendment.
(a) Any individual whose request made pursuant to Sec. 1901.21 is
refused may appeal such refusal.
(b) Appeals shall be sent in writing to the Privacy Act Coordinator
and shall identify the particular record which is the subject of the
appeal and shall state the basis for the appeal.
(c) The Privacy Act Coordinator, upon receipt of the appeal letter,
shall promptly refer the appeal to the Deputy Directors of the
responsible components and shall inform the Deputy Directors of the date
of receipt of the appeal and shall direct that the Deputy Directors make
a determination on the appeal within thirty days (excluding Saturdays,
Sundays or legal holidays).
(d) The Deputy Directors of the responsible components, or senior
officers designated by them, shall determine whether or not to amend the
record and shall inform the Privacy Act Coordinator of the
determination. The Privacy Act Coordinator shall, in turn, notify the
individual of the result of the determination, and inform the individual
of his right to submit a statement pursuant to paragraph (e) of this
section or to judicial review as provided for in this part.
(e) If, on appeal, the refusal to amend or correct the record is
upheld, the individual may file a concise statement setting forth the
reasons for his disagreement with the determination. This statement
shall be sent to the Privacy Act Coordinator, Central Intelligence
Agency, Washington, DC 20505, within thirty days of notification of
refusal to correct or amend the record. The System Manager shall clearly
note any portion of the record which is disputed, and provide copies of
the statement and, if the System Manager deems it appropriate, copies of
a concise statement of reasons for not making the requested amendments
to all other identified persons or agencies to whom the disputed record
has been disclosed.
(f) The Director of Central Intelligence may extend up to thirty days
the time period prescribed in paragraph (c) of this section within which
to make a determination on an appeal from a refusal to amend or correct
a record if it is found that a fair and equitable review cannot be
completed within the prescribed time.
[40 FR 45322, Oct. 1, 1975, as amended at 41 FR 19105, May 10, 1976]
Sec. 1901.31 Disclosure of a record to a person other than the
individual to whom it pertains.
(a) No record which is within a system of records shall be disclosed
by any means of communication to any person, or to another agency,
except pursuant to a written request by, or with the prior written
consent of, the individual to whom the record pertains, unless
disclosure of the record would be:
(1) To those officers and employees of the agency which maintains the
record who have a need for the record in the performance of their
duties;
(2) Required under 5 U.S.C. 552.
(3) For a routine use as defined in section 1901.3(f), as contained in
the Notice of Systems published in the Federal Register of August 28,
1975 and as described in subsection (e)(4)(D) of the Act.
(4) To the Bureau of the Census for purposes of planning or carrying
out a census or survey or related activity pursuant to the provisions of
title 13;
(5) To a recipient who has provided the agency with advance adequate
written assurance that the record will be used solely as a statistical
research or reporting record, and the record is to be transferred in a
form that is not individually identifiable;
(6) To the National Archives of the United States as a record which
has sufficient historical or other value to warrant its continued
preservation by the United States Government, or for evaluation by the
Administrator of General Services or his designee to determine whether
the record has such value;
(7) To another agency or to an instrumentality of any governmental
jurisdiction within or under the control of the United States for a
civil or criminal law enforcement activity if the activity is authorized
by law, and if the head of the agency or instrumentality has made a
written request to the agency which maintains the record specifying the
particular portion desired and the law enforcement activity for which
the record is sought;
(8) To a person pursuant to a showing of compelling circumstances
affecting the health or safety of an individual if upon such disclosure
notification is transmitted to the last known address of such
individual;
(9) To either House of Congress, or, to the extent of matter within
its jurisdiction, any committee or subcommittee thereof, any joint
committee of Congress or subcommittee of any such joint committee;
(10) To the Comptroller General, or any of his authorized
representatives, in the course of the performance of the duties of the
General Accounting Office; or
(11) Pursuant to the order of a court of competent jurisdiction.
Sec. 1901.41 Fees.
No fee shall be charged for the provision of copies of records
requested under the Privacy Act (5 U.S.C. 552a).
Sec. 1901.51 Penalties.
(a) Criminal penalties may be imposed against any officer or employee
of the CIA who, by virtue of his employment, has possession of, or
access to, Agency records which contain information identifiable with an
individual, the disclosure of which is prohibited by the Act or by these
rules, and who knowing that disclosure of the specific material is so
prohibited, willfully discloses the material in any manner to any person
or agency not entitled to receive it.
(b) Criminal penalties may be imposed against any officer or employee
of the CIA who willfully maintains a system of records without meeting
the requirements of subsection (e)(4) of the Act (5 U.S.C. 552a(e)(4)).
(c) Criminal penalties may be imposed upon any person who knowingly
and willfully requests or obtains any record concerning an individual
from the CIA under false pretenses.
Sec. 1901.61 General exemptions.
(a) Pursuant to authority granted in section (j) of the Act (5 U.S.C.
552a(j)) the Director of Central Intelligence has determined to exempt
from all sections of the Act except 552a(b), (c) (1) and (2), (e) (1)
(4) (A) through (F), (e) (5), (6), (7), (9), (10), and (11), and (i) the
following systems of records or portions of records in a system of
record:
(1) Polygraph records.
(b) Pursuant to authority granted in section (j) of the Act the
Director of Central Intelligence has determined to exempt from
subsections (c)(3) and (e)(3) (A through D) of the Act all systems of
records maintained by the CIA.
(c) Pursuant to authority granted in subsection (j) of the Act the
Director of Central Intelligence has determined to exempt from
notification under subsections (e)(4)(G) and (f)(1) those portions of
each and all systems of records which have been exempted from individual
access under subsection (j), in those cases where the Privacy Act
Coordinator determines after advice by the responsible components, that
confirmation of the existence of a record may jeopardize intelligence
sources and methods. In such cases the CIA may choose to neither confirm
nor deny the existence of the record and may advise the individual that
there is no record which is available to him pursuant to the Privacy Act
of 1974.
(d) Pursuant to authority granted in subsection (j) of the Act the
Director of Central Intelligence has determined to exempt from access by
individuals under subsection (d) of the Act those portions and only
those portions of all systems of records maintained by the CIA that;
(1) Consist of, pertain to, or would otherwise reveal intelligence
sources and methods;
(2) Consist of documents or information provided by foreign, federal,
state, or other public agencies or authorities.
(e) Pursuant to authority granted in subsection (j) of the Act the
Director of Central Intelligence has determined to exempt from judicial
review under subsection (g) of the Act all determinations to deny access
under section (d) of the Act and all decisions to deny notice under
subsections (e) (4) (G) and (f) (1) of the Act pursuant to determination
made under paragraph (c) of this section when it has been determined by
an appropriate official of the CIA that such access would disclose
information which would;
(1) Consist of, pertain to or otherwise reveal intelligence sources
and methods;
(2) Consist of documents or information provided by foreign, federal,
state, or other public agencies or authorities.
Sec. 1901.71 Specific exemptions.
(a) Pursuant to authority granted in subsection (k) of the Act (5
U.S.C. 552a (k)) the Director of Central Intelligence has determined to
exempt from subsection (d) those portions and only those portions of all
systems of records maintained by the CIA that would consist of, pertain
to or would otherwise reveal information that is;
(1) Subject to the provisions of section 552(b)(1) of Title 5 U.S.C.;
(2) Investigatory material compiled for law enforcement purposes,
other than material within the scope of subsection (j)(2) of the Act;
Provided, however, That if any individual is denied any right,
privilege, or benefit that he would otherwise be eligible, as a result
of the maintenance of such material, such material shall be provided to
such individual, except to the extent that the disclosure of such
material would reveal the identity of a source who furnished the
information to the Government under an express promise that the identity
of the source would be held in confidence, or, prior to the effective
date of this section, under an implied promise that the identity of the
source would be held in confidence;
(3) Maintained in connection with providing protective services to the
President of the United States or other individuals pursuant to section
3056 of title 18;
(4) Required by statute to be maintained and used solely as
statistical records;
(5) 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, but only to the extent that the disclosure of
such material would reveal the identity of a source who furnished
information to the Government under an express promise that the identity
of the source would be held in confidence, or, prior to the effective
date of this section, under an implied promise that the identity of the
source would be held in confidence;
(6) Testing or examination material used solely to determine
individual qualifications for appointment or promotion in the Federal
service the disclosure of which would compromise the objectivity or
fairness of the testing or examination process; or
(7) Evaluation material used to determine potential for promotion in
the armed services, but only to the extent that the disclosure of such
material would reveal the identity of a source who furnished information
to the Government under an express promise that the identity of the
source would be held in confidence, or, prior to the effective date of
this section, under an implied promise that the identity of the source
would be held in confidence.