[Privacy Act Issuances (2003)]
[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
Personnel 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.
Resources in the Language Profession--CIA-74.
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:
Personnel Security Records.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Applicants; current and former Agency staff and contract
employees; consultants; contractors; military and other Federal
detailees; individuals of security interest, including individuals
identified as being involved in the possible compromise of classified
or otherwise protected information; persons of or contemplated for
substantive affiliation with or service to the Agency; persons on
whom the Agency has conducted an investigation; and Federal,
civilian, and military personnel with whom the Agency conducts
liaison.
Categories of records in the system:
Biographic data (including: Name, sex, date and place of birth,
social security number, personal history statements, and past and
present employers and addresses).
Financial and travel data.
Correspondence relating to an individual under consideration for
access to classified information, projects, or facilities.
Public-source and bibliographic data on individuals and events of
security interest.
Authorizations for the release of financial and travel
information, high school and college transcripts, and other
information.
Investigative reports, including investigative and data
pertaining to actual or purported compromises of classified or
otherwise protected information.
Personnel, medical, counterintelligence, and other information
relating to the assessment or examination of an individual for access
to classified information, facilities, projects, or for other
security or suitability purposes.
Appraisal summaries reflecting the rationale for granting,
refusing, suspending, terminating, or revoking a security clearance
or access approval or authorization.
Documentation of and relating to any interim or final action
taken by the Office of Personnel Security or other appropriate Agency
official concerning any matter involving security, suitability,
performance, or other issue.
Secrecy agreements.
Personnel actions.
Project files.
Documentation concerning the granting, refusing, revocation,
suspension, or termination of clearances, access approvals, and
access authorizations; levels of clearances held and types of access
approvals and authorizations; approvals for personnel reassignments;
notations that polygraph or other special interviews were performed;
memoranda concerning security incidents and investigations; notices
of termination of affiliation with the Agency.
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 12333.
Executive Order 12829.
Executive Order 12958.
Executive Order 12968.
Title VIII, Pub. L. 103-359.
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 also routinely used when:
A person applies for CIA employment or assignment;
A person is a candidate or associated with a candidate for some
project, assignment, or award;
A person is slated for initial or re-evaluation of eligibility
for access to classified information, facilities, or projects;
A person is subject to adverse actions, personnel assignments
separations, termination, monitoring for suitability factors or
security risks, or other similar administrative action;
A question arises as to whether a certain individual has been
security approved, or considered for security approval by the CIA;
Necessary to provide information to U.S. government officials
regarding a compromise of classified or otherwise protected
information to protect classified information or intelligence sources
and methods, or for statistical and substantive analysis of the data;
Necessary to otherwise make decisions on the utilization of
individuals;
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 and responds to a request for security related
information from another Federal agency.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper, microfilm, computer disks, electronic storage, and
magnetic tapes.
Retrievability:
By name, social security number, other identification number.
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 at least annually and circulated to responsible Agency
officials so that they can ensure 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,
then destroyed by burning or pulping, except where there is a
documented request to continue the liaison. Secrecy Agreements are
retained a maximum of 70 years, then destroyed by burning or pulping.
Other records are destroyed when no longer needed by burning or
pulping.
System manager(s) and address:
Director, Office of Personnel 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 Agency employees; consultants; contractors;
contract employees; military and other Federal detailees; applicants
for employment; persons of or contemplated for substantive
affiliation with or service to the Agency, Federal, state and local
agencies, educational institutions, financial institutions and
holding companies, consumer reporting agencies, commercial entities,
employers, professional service providers, personal and business
references provided by the individual under investigation, and
acquaintances of the individual, as well as public source data (e.g.,
periodicals, newspapers, and broadcast transcripts), classified and
unclassified reporting, and correspondence.
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.
CIA-74
System name:
Resources in the Language Profession.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Persons, including U.S. Government and non-U.S. Government
professionals, who had had professional dealings with the Center for
the Advancement of Language Learning (CALL) or who have interest
related to language learning and teaching.
Categories of records in the system:
Name, address or locational information, language skill,
occupational skills related to language, biographical data, date of
last use of skills, record of correspondence exchanged, and
publications sent.
Authority for maintenance of the system:
Title 5, U.S.C., 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:
Records in the system are used by the staff of CALL as a central
record of contact information on U.S. Government and non-U.S.
Government professionals in the field of language learning, to
generate mailing lists for significant Center mailings and to locate
persons with requisite language skills for tasks in the Federal
Government related to development of language courses, evaluation of
language teaching materials, language training, and language skills
testing.
Policies and practices for storing, retrieving, retaining, and
disposing of records in the system:
Storage:
Records are kept on computer disk. Correspondence, including
individual approvals to maintain records, is kept in hard copy or
electronic format.
Retrievability:
By name, language, and business or organization name.
Safeguards:
Records are only available for access by CALL personnel. Records
are stored in locked rooms and accessed by password on a ``need-to-
know'' basis.
Retention and disposal:
Electronic records are deleted when no longer needed, at the
request of the subject, or when considered no longer current. Hard
copy documents will be pulped.
System manager(s) and address:
Director, Office of Training and Education, Central Intelligence
Agency, Washington, DC 20505.
Notification procedure:
Individuals not employed by the U.S. Government will initially
receive a letter requesting signed confirmation of their wish to be
included in CIA-74. Periodically thereafter they will receive a copy
of the record pertaining to them. If they wish to continue to be
included in the database, they will be asked to correct or confirm
the information in the record and mail the annotated record to CALL.
Government employees will receive periodic requests for confirmation
of the information on record.
Record access procedures:
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.
Contesting record procedures:
The CIA's regulations for access to individual records, for
disputing the contents thereof, and for appealing an initial
determination by the 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).
Record source categories:
As previously noted, all information will be provided by the
individual.
CENTRAL INTELLIGENCE AGENCY
Title 32-National Defense
Subtitle B-Other Regulations to National Defense
Chapter XIX-Central Intelligence Agency
PART 1901--PUBLIC RIGHTS UNDER THE PRIVACY ACT OF 1974
General
Sec.
1901.01 Authority and purpose.
1901.02 Definitions.
1901.03 Contact for general information and requests.
1901.04 Suggestions and complaints.
Filing of Privacy Act Requests
1901.11 Preliminary information.
1901.12 Requirements as to form.
1901.13 Requirements as to identification of requester.
1901.14 Fees.
Action on Privacy Act Requests
1901.21 Processing requests for access to or amendment of records.
1901.22 Action and determination(s) by originator(s) or any interested
party.
1901.23 Notification of decision and right of appeal.
Additional Administrative Matters
1901.31 Special procedures for medical and psychological records.
1901.32 Requests for expedited processing.
1901.33 Allocation of resources; agreed extensions of time.
Action on Privacy Act Administrative Appeals
1901.41 Establishment of appeals structure.
1901.42 Right of appeal and appeal procedures.
1901.43 Determination(s) by Deputy Director(s).
1901.44 Action by appeals authority.
1901.45 Notification of decision and right of judicial review.
Prohibitions
1901.51 Limitations on disclosure.
1901.52 Criminal penalties.
Exemptions
1901.61 Purpose and authority.
1901.62 General exemptions.
1901.63 Specific exemptions.
Authority: National Security Act of 1947, as amended; Central
Intelligence Agency Act of 1949, as amended; Privacy Act, as amended;
and Executive Order 12958 (or successor Orders).
Source: 62 FR 32488, Jun. 16, 1997.
General
Sec. 1901.01 Authority and purpose.
(a) Authority. This part is issued under the authority of and in order
to implement the Privacy Act of 1974 (5 U.S.C. 552a); sec. 102 of the
National Security Act of 1947, as amended (50 U.S.C. 403); and sec. 6 of
the Central Intelligence Agency Act of 1949, as amended (50 U.S.C.
403g).
(b) Purpose in general. This part prescribes procedures for a
requester, as defined herein:
(1) To request notification of whether the Central Intelligence Agency
maintains a record concerning them in any non-exempt portion of a system
of records or any non-exempt system of records;
(2) To request a copy of all non-exempt records or portions of
records;
(3) To request that any such record be amended or augmented; and
(4) To file an administrative appeal to any initial adverse
determination to deny access to or amend a record.
(c) Other purposes. This part also sets forth detailed limitations on
how and to whom the Agency may disclose personal information and gives
notice that certain actions by officers or employees of the United
States Government or members of the public could constitute criminal
offenses.
Sec. 1901.02 Definitions.
For purposes of this part, the following terms have the meanings
indicated:
(a) Agency or CIA means the United States Central Intelligence Agency
acting through the CIA Information and Privacy Coordinator;
(b) Days means calendar days when the Agency is operating and
specifically excludes Saturdays, Sundays, and legal public holidays.
Three (3) days may be added to any time limit imposed on a requester by
this part if responding by U.S. domestic mail; ten (10) days may be
added if responding by international mail;
(c) Control means ownership or the authority of the CIA pursuant to
federal statute or privilege to regulate official or public access to
records;
(d) Coordinator means the CIA Information and Privacy Coordinator who
serves as the Agency manager of the information review and release
program instituted under the Privacy Act;
(e) Federal agency means any executive department, military
department, or other establishment or entity included in the definition
of agency in 5 U.S.C. 552(f);
(f) Interested party means any official in the executive, military,
congressional, or judicial branches of government, United States or
foreign, or U.S. Government contractor who, in the sole discretion of
the CIA, has a subject matter or physical interest in the documents or
information at issue;
(g) Maintain means maintain, collect, use, or disseminate;
(h) Originator means the U.S. Government official who originated the
document at issue or successor in office or such official who has been
delegated release or declassification authority pursuant to law;
(i) Privacy Act or PA means the statute as codified at 5 U.S.C. 552a;
(j) Record means an item, collection, or grouping of information about
an individual that is maintained by the Central Intelligence Agency in a
system of records;
(k) Requester or 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;
(l) Responsive record means those documents (records) which the Agency
has determined to be within the scope of a Privacy Act request;
(m) 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;
(n) 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 an individual or by some identifying number, symbol, or
other identifying particular assigned to that individual.
Sec. 1901.03 Contact for general information and requests.
For general information on this part, to inquire about the Privacy Act
program at CIA, or to file a Privacy Act request, please direct your
communication in writing to the Information and Privacy Coordinator,
Central Intelligence Agency, Washington, DC 20505. Requests with the
required identification statement pursuant to 32 CFR 1901.13 must be
filed in original form by mail. Subsequent communications and any
inquiries will be accepted by mail or facsimile at (703) 613-3007 or by
telephone at (703) 613-1287. Collect calls cannot be accepted.
Sec. 1901.04 Suggestions and complaints.
The Agency welcomes suggestions or complaints with regard to its
administration of the Privacy Act. Many requesters will receive pre-
paid, customer satisfaction survey cards. Letters of suggestion or
complaint should identify the specific purpose and the issues for
consideration. The Agency will respond to all substantive communications
and take such actions as determined feasible and appropriate.
Filing of Privacy Act Requests
Sec. 1901.11 Preliminary information.
Members of the public shall address all communications to the contact
specified at Sec. 1901.03 and clearly delineate the communication as a
request under the Privacy Act and this regulation. Requests and
administrative appeals on requests, referrals, and coordinations
received from members of the public who owe outstanding fees for
information services at this or other federal agencies will not be
accepted and action on existing requests and appeals will be terminated
in such circumstances.
Sec. 1901.12 Requirements as to form.
(a) In general. No particular form is required. All requests must
contain the identification information required at Sec. 1901.13.
(b) For access. For requests seeking access, a requester should, to
the extent possible, describe the nature of the record sought and the
record system(s) in which it is thought to be included. Requesters may
find assistance from information described in the Privacy Act Issuances
Compilation which is published biannually by the Federal Register. In
lieu of this, a requester may simply describe why and under what
circumstances it is believed that this Agency maintains responsive
records; the Agency will undertake the appropriate searches.
(c) For amendment. For requests seeking amendment, a requester should
identify the particular record or portion subject to the request, state
a justification for such amendment, and provide the desired amending
language.
Sec. 1901.13 Requirements as to identification of requester.
(a) In general. Individuals seeking access to or amendment of records
concerning themselves shall provide their full (legal) name, address,
date and place of birth, and current citizenship status together with a
statement that such information is true under penalty of perjury or a
notarized statement swearing to or affirming identity. If the Agency
determines that this information is not sufficient, the Agency may
request additional or clarifying information.
(b) Requirement for aliens. Only aliens lawfully admitted for
permanent residence (PRAs) may file a request pursuant to the Privacy
Act and this part. Such individuals shall provide, in addition to the
information required under paragraph (a) of this section, their Alien
Registration Number and the date that status was acquired.
(c) Requirement for representatives. The parent or guardian of a minor
individual, the guardian of an individual under judicial disability, or
an attorney retained to represent an individual shall provide, in
addition to establishing the identity of the minor or individual
represented as required in paragraph (a) or (b) of this section,
evidence of such representation by submission of a certified copy of the
minor's birth certificate, court order, or representational agreement
which establishes the relationship and the requester's identity.
(d) Procedure otherwise. If a requester or representative fails to
provide the information in paragraph (a), (b), or (c) of this section
within forty-five (45) days of the date of our request, the Agency will
deem the request closed. This action, of course, would not prevent an
individual from refiling his or her Privacy Act request at a subsequent
date with the required information.
Sec. 1901.14 Fees.
No fees will be charged for any action under the authority of the
Privacy Act, 5 U.S.C. 552a, irrespective of the fact that a request is
or may be processed under the authority of both the Privacy Act and the
Freedom of Information Act.
Action on Privacy Act Requests
Sec. 1901.21 Processing requests for access to or amendment of
records.
(a) In general. Requests meeting the requirements of 32 CFR 1901.11
through 1901.13 shall be processed under both the Freedom of Information
Act, 5 U.S.C. 552, and the Privacy Act, 5 U.S.C. 552a, and the
applicable regulations, unless the requester demands otherwise in
writing. Such requests will be processed under both Acts regardless of
whether the requester cites one Act in the request, both, or neither.
This action is taken in order to ensure the maximum possible disclosure
to the requester.
(b) Receipt, recording and tasking. Upon receipt of a request meeting
the requirements of Sec. Sec. 1901.11 through 1901.13, the Agency shall
within ten (10) days record each request, acknowledge receipt to the
requester, and thereafter effect the necessary taskings to the
components reasonably believed to hold responsive records.
(c) Effect of certain exemptions. In processing a request, the Agency
shall decline to confirm or deny the existence or nonexistence of any
responsive records whenever the fact of their existence or nonexistence
is itself classified under Executive Order 12958 or revealing of
intelligence sources and methods protected pursuant to section 103(c)(5)
of the National Security Act of 1947. In such circumstances, the Agency,
in the form of a final written response, shall so inform the requester
and advise of his or her right to an administrative appeal.
(d) Time for response. Although the Privacy Act does not mandate a
time for response, our joint treatment of requests under both the
Privacy Act and the FOIA means that the Agency should provide a response
within the FOIA statutory guideline of ten (10) days on initial requests
and twenty (20) days on administrative appeals. However, the current
volume of requests require that the Agency often seek additional time
from a requester pursuant to 32 CFR 1901.33. In such event, the Agency
will inform the requester in writing and further advise of his or her
right to file an administrative appeal.
Sec. 1901.22 Action and determination(s) by originator(s) or any
interested party.
(a) Initial action for access. CIA components tasked pursuant to a
Privacy Act access request shall search all relevant record systems
within their cognizance. They shall:
(1) Determine whether responsive records exist;
(2) Determine whether access must be denied in whole or part and on
what legal basis under both Acts in each such case;
(3) Approve the disclosure of records for which they are the
originator; and
(4) Forward to the Coordinator all records approved for release or
necessary for coordination with or referral to another originator or
interested party as well as the specific determinations with respect to
denials (if any).
(b) Initial action for amendment. CIA components tasked pursuant to a
Privacy Act amendment request shall review the official records alleged
to be inaccurate and the proposed amendment submitted by the requester.
If they determine that the Agency's records are not accurate, relevant,
timely or complete, they shall promptly:
(1) Make the amendment as requested;
(2) Write to all other identified persons or agencies to whom the
record has been disclosed (if an accounting of the disclosure was made)
and inform of the amendment; and
(3) Inform the Coordinator of such decisions.
(c) Action otherwise on amendment request. If the CIA component
records manager declines to make the requested amendment or declines to
make the requested amendment but agrees to augment the official records,
that manager shall promptly:
(1) Set forth the reasons for refusal; and
(2) Inform the Coordinator of such decision and the reasons therefore.
(d) Referrals and coordinations. As applicable and within ten (10)
days of receipt by the Coordinator, any CIA records containing
information originated by other CIA components shall be forwarded to
those entities for action in accordance with paragraphs (a), (b), or (c)
of this section and return. Records originated by other federal agencies
or CIA records containing other federal agency information shall be
forwarded to such agencies within ten (10) days of our completion of
initial action in the case for action under their regulations and direct
response to the requester (for other agency records) or return to the
CIA (for CIA records).
(e) Effect of certain exemptions. This section shall not be construed
to allow access to systems of records exempted by the Director of
Central Intelligence pursuant to subsections (j) and (k) of the Privacy
Act or where those exemptions require that the CIA can neither confirm
nor deny the existence or nonexistence of responsive records.
Sec. 1901.23 Notification of decision and right of appeal.
Within ten (10) days of receipt of responses to all initial taskings
and subsequent coordinations (if any), and dispatch of referrals (if
any), the Agency will provide disclosable records to the requester. If a
determination has been made not to provide access to requested records
(in light of specific exemptions) or that no records are found, the
Agency shall so inform the requester, identify the denying official, and
advise of the right to administrative appeal.
Additional Administrative Matters
Sec. 1901.31 Special procedures for medical and psychological
records.
(a) In general. When a request for access or amendment involves
medical or psychological records and when the originator determines that
such records are not exempt from disclosure, the Agency will, after
consultation with the Director of Medical Services, determine:
(1) Which records may be sent directly to the requester and
(2) Which records should not be sent directly to the requester because
of possible medical or psychological harm to the requester or another
person.
(b) Procedure for records to be sent to physician. In the event that
the Agency determines, in accordance with paragraph (a)(2) of this
section, that records should not be sent directly to the requester, the
Agency will notify the requester in writing and advise that the records
at issue can be made available only to a physician of the requester's
designation. Upon receipt of such designation, verification of the
identity of the physician, and agreement by the physician:
(1) To review the documents with the requesting individual,
(2) To explain the meaning of the documents, and
(3) To offer counseling designed to temper any adverse reaction, the
Agency will forward such records to the designated physician.
(c) Procedure if physician option not available. If within sixty (60)
days of the paragraph (a)(2) of this section, the requester has failed
to respond or designate a physician, or the physician fails to agree to
the release conditions, the Agency will hold the documents in abeyance
and advise the requester that this action may be construed as a
technical denial. The Agency will also advise the requester of the
responsible official and of his or her rights to administrative appeal
and thereafter judicial review.
Sec. 1901.32 Requests for expedited processing.
(a) All requests will be handled in the order received on a strictly
``first-in, first-out'' basis. Exceptions to this rule will only be made
in circumstances that the Agency deems to be exceptional. In making this
determination, the Agency shall consider and must decide in the
affirmative on all of the following factors:
(1) That there is a genuine need for the records; and
(2) That the personal need is exceptional; and
(3) That there are no alternative forums for the records sought; and
(4) That it is reasonably believed that substantive records relevant
to the stated needs may exist and be deemed releasable.
(b) In sum, requests shall be considered for expedited processing only
when health, humanitarian, or due process considerations involving
possible deprivation of life or liberty create circumstances of
exceptional urgency and extraordinary need. In accordance with
established judicial precedent, requests more properly the scope of
requests under the Federal Rules of Civil or Criminal Procedure (or
equivalent state rules) will not be granted expedited processing under
this or related (e.g., Freedom of Information Act) provisions unless
expressly ordered by a federal court of competent jurisdiction.
Sec. 1901.33 Allocation of resources; agreed extensions of time.
(a) In general. Agency components shall devote such personnel and
other resources to the responsibilities imposed by the Privacy Act as
may be appropriate and reasonable considering:
(1) The totality of resources available to the component,
(2) The business demands imposed on the component by the Director of
Central Intelligence or otherwise by law,
(3) The information review and release demands imposed by the Congress
or other governmental authority, and
(4) The rights of all members of the public under the various
information review and disclosure laws.
(b) Discharge of Privacy Act responsibilities. Components shall
exercise due diligence in their responsibilities under the Privacy Act
and must allocate a reasonable level of resources to requests under the
Act in a strictly ``first-in, first-out'' basis and utilizing two or
more processing queues to ensure that smaller as well as larger (i.e.,
project) cases receive equitable attention. The Information and Privacy
Coordinator is responsible for management of the Agency-wide program
defined by this Part and for establishing priorities for cases
consistent with established law. The Director, Information Management
through the Agency Release Panel shall provide policy and resource
direction as necessary and shall make determinations on administrative
appeals.
(c) Requests for extension of time. While the Privacy Act does not
specify time requirements, our joint treatment of requests under the
FOIA means that when the Agency is unable to meet the statutory time
requirements of the FOIA, the Agency may request additional time from a
requester. In such instances the Agency will inform a requester of his
or her right to decline our request and proceed with an administrative
appeal or judicial review as appropriate.
Action on Privacy Act Administrative Appeals
Sec. 1901.41 Establishment of appeals structure.
(a) In general. Two administrative entities have been established by
the Director of Central Intelligence to facilitate the processing of
administrative appeals under the Freedom of Information Act. Their
membership, authority, and rules of procedure are as follows.
(b) Historical Records Policy Board (``HRPB'' or ``Board''). This
Board, the successor to the CIA Information Review Committee, acts as
the senior corporate board in the CIA on all matters of information
review and release.
(1) Membership. The HRPB is composed of the Executive Director, who
serves as its Chair, the Deputy Director for Administration, the Deputy
Director for Intelligence, the Deputy Director for Operations, the
Deputy Director for Science and Technology, the General Counsel, the
Director of Congressional Affairs, the Director of the Public Affairs
Staff, the Director, Center for the Study of Intelligence, and the
Associate Deputy Director for Administration/Information Services, or
their designees.
(2) Authorities and activities. The HRPB, by majority vote, may
delegate to one or more of its members the authority to act on any
appeal or other matter or authorize the Chair to delegate such
authority, as long as such delegation is not to the same individual or
body who made the initial denial. The Executive Secretary of the HRPB is
the Director, Information Management. The Chair may request interested
parties to participate when special equities or expertise are involved.
(c) Agency Release Panel (``ARP'' or ``Panel''). The HRPB, pursuant to
its delegation of authority, has established a subordinate Agency
Release Panel.
(1) Membership. The ARP is composed of the Director, Information
Management, who serves as its Chair; the Information Review Officers
from the Directorates of Administration, Intelligence, Operations,
Science and Technology, and the Director of Central Intelligence Area;
the CIA Information and Privacy Coordinator; the Chief, Historical
Review Group; the Chair, Publications Review Board; the Chief, Records
Declassification Program; and representatives from the Office of General
Counsel, the Office of Congressional Affairs, and the Public Affairs
Staff.
(2) Authorities and activities. The Panel shall meet on a regular
schedule and may take action when a simple majority of the total
membership is present. The Panel shall advise and assist the HRPB on all
information release issues, monitor the adequacy and timeliness of
Agency releases, set component search and review priorities, review
adequacy of resources available to and planning for all Agency release
programs, and perform such other functions as deemed necessary by the
Board. The Information and Privacy Coordinator also serves as Executive
Secretary of the Panel. The Chair may request interested parties to
participate when special equities or expertise are involved. The Panel,
functioning as a committee of the whole or through individual members,
will make final Agency decisions from appeals of initial adverse
decisions under the Freedom of Information Act and such other
information release decisions made under 32 CFR parts 1901, 1907, and
1908. Issues shall be decided by a majority of members present; in all
cases of a divided vote, any member of the ARP then present may refer
such matter to the HRPB by written memorandum to the Executive Secretary
of the HRPB. Matters decided by the Panel or Board will be deemed a
final decision by the Agency.
Sec. 1901.42 Right of appeal and appeal procedures.
(a) Right of Appeal. A right of administrative appeal exists whenever
access to any requested record or any portion thereof is denied, no
records are located in response to a request, or a request for amendment
is denied. The Agency will apprise all requesters in writing of their
right to appeal such decisions to the CIA Agency Release Panel through
the Coordinator.
(b) Requirements as to time and form. Appeals of decisions must be
received by the Coordinator within forty-five (45) days of the date of
the Agency's initial decision. The Agency may, for good cause and as a
matter of administrative discretion, permit an additional thirty (30)
days for the submission of an appeal. All appeals to the Panel shall be
in writing and addressed as specified in 32 CFR 1901.03. All appeals
must identify the documents or portions of documents at issue with
specificity, provide the desired amending language (if applicable), and
may present such information, data, and argument in support as the
requester may desire.
(c) Exceptions. No appeal shall be accepted if the requester has
outstanding fees for information services at this or another federal
agency. In addition, no appeal shall be accepted if the information in
question has been the subject of an administrative review within the
previous two (2) years or is the subject of pending litigation in the
federal courts.
(d) Receipt, recording, and tasking. The Agency shall promptly record
each administrative appeal, acknowledge receipt to the requester in
writing, and thereafter effect the necessary taskings to the Deputy
Director(s) in charge of the directorate(s) which originated or has an
interest in the record(s) subject to the appeal. As used herein, the
term Deputy Director includes an equivalent senior official within the
DCI-area as well as a designee known as the Information Review Officer
for a directorate or area.
Sec. 1901.43 Determination(s) by Deputy Director(s).
Each Deputy Director in charge of a directorate which originated or
has an interest in any of the records subject to the appeal, or
designee, is a required party to any appeal; other interested parties
may become involved through the request of the Coordinator when it is
determined that some or all of the information is also within their
official cognizance. These parties shall respond in writing to the
Coordinator with a finding as to the exempt or non-exempt status of the
information including citations to the applicable exemption and/or their
agreement or disagreement as to the requested amendment and the reasons
therefore. Each response shall be provided expeditiously on a ``first-
in, first-out'' basis taking into account the business requirements of
the parties and consistent with the information rights of members of the
general public under the various information review and release laws.
Sec. 1901.44 Action by appeals authority.
(a) Preparation of docket. The Coordinator, acting as the Executive
Secretary of the Agency Release Panel, shall place administrative
appeals of Privacy Act requests ready for adjudication on the agenda at
the next occurring meeting of that Panel. The Executive Secretary shall
provide a summation memorandum for consideration of the members; the
complete record of the request consisting of the request, the
document(s) (sanitized and full text) at issue, and the findings of the
concerned Deputy Director(s) or designee(s).
(b) Decision by the Agency Release Panel. The Agency Release Panel
shall meet and decide requests sitting as a committee of the whole.
Decisions are by majority vote of those present at a meeting and shall
be based on the written record and their deliberations; no personal
appearances shall be permitted without the express permission of the
Panel.
(c) Decision by the Historical Records Policy Board. In any cases of
divided vote by the ARP, any member of that body is authorized to refer
the request to the CIA Historical Records Policy Board which acts as the
senior corporate board for the Agency. The record compiled (the request,
the memoranda filed by the originator and interested parties, and the
previous decision(s)) as well as any memorandum of law or policy the
referent desires to be considered, shall be certified by the Executive
Secretary of the Agency Release Panel and shall constitute the official
record of the proceedings and must be included in any subsequent
filings.
Sec. 1901.45 Notification of decision and right of judicial review.
(a) In general. The Executive Secretary of the Agency Release Panel
shall promptly prepare and communicate the decision f the Panel or Board
to the requester. With respect to any decision to deny information or
deny amendment, that correspondence shall state the reasons for the
decision, identify the officer responsible, and include a notice of the
right to judicial review.
(b) For amendment requests. With further respect to any decision to
deny an amendment, that correspondence shall also inform the requester
of the right to submit within forty-five (45) days a statement of his or
her choice which shall be included in the official records of the CIA.
In such cases, the applicable record system manager shall clearly note
any portion of the official record which is disputed, append the
requester's statement, and provide copies of the statement to previous
recipients (if any are known) and to any future recipients when and if
the disputed information is disseminated in accordance with a routine
use.
Prohibitions
Sec. 1901.51 Limitations on disclosure.
No record which is within a system of records shall be disclosed by
any means of communication to any individual 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:
(a) To those officers and employees of this Agency which maintains the
record who have a need for the record in the performance of their
duties;
(b) Required under the Freedom of Information Act, 5 U.S.C. 552;
(c) For a routine use as defined in Sec. 1901.02(m), as contained in
the Privacy Act Issuances Compilation which is published biennially in
the Federal Register, and as described in sections (a)(7) and (e)(4)(D)
of the Act;
(d) 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
U.S.C. Title 13;
(e) 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;
(f) To the National Archives and Records Administration 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
Archivist of the United States or designee to determine whether the
record has such value;
(g) 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 that agency or instrumentality has made a
written request to the CIA specifying the particular information desired
and the law enforcement activity for which the record is sought;
(h) 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;
(i) 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;
(j) 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
(k) To any agency, government instrumentality, or other person or
entity pursuant to the order of a court of competent jurisdiction of the
United States or constituent states.
Sec. 1901.52 Criminal penalties.
(a) Unauthorized disclosure. Criminal penalties may be imposed against
any officer or employee of the CIA who, by virtue of employment, has
possession of or access to Agency records which contain information
identifiable with an individual, the disclosure of which is prohibited
by the Privacy 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
same.
(b) Unauthorized maintenance. 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 section (e)(4) of
the Privacy Act, 5 U.S.C.552a. The Coordinator and the Inspector General
are authorized independently to conduct such surveys and inspect such
records as necessary from time to time to ensure that these requirements
are met.
(c) Unauthorized requests. 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.
Exemptions
Sec. 1901.61 Purpose and authority.
Purpose of exemptions. This Part sets forth those systems of records
or portions of systems of records which the Director of Central
Intelligence has determined to exempt from the procedures established by
this regulation and from certain provisions of the Privacy Act:
(a) The purpose of the following specified general exemption of
polygraph records is to prevent access and review of records which
intimately reveal CIA operational methods. The purpose of the general
exemption from the provisions of sections (c)(3) and (e)(3) (A)-(D) of
the Privacy Act 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.
(b) The purpose of the general exemption from sections (d), (e)(4)(G),
(f)(1), and (g) of the Privacy 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 governments.
(c) 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
the provision entitled ``General exemptions,'' 32 CFR 1901.62 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.
(d) The purpose of the general exemption for records that consist of,
pertain to, or would otherwise reveal the identities of employees who
provide information to the Office of the Inspector General is to
implement section 17 of the CIA Act of 1949, as amended, 50 U.S.C.
403q(e)(3), and to ensure that no action constituting a reprisal or
threat of reprisal is taken because an employee has cooperated with the
Office of Inspector General.
(e) The purpose of the specific exemptions provided for under section
(k) of the Privacy Act is to exempt only those portions of systems of
records which would consist of, reveal, or pertain to that information
which is enumerated in that section of the Act.
(f) In each case, the Director of Central Intelligence currently or
then in office has determined that the enumerated classes of information
should be exempt in order to comply with dealing with the proper
classification of national defense or foreign policy information;
protect the identification of persons who provide information to the CIA
Inspector General; 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 protective
services under 18 U.S.C. 3056; protect the efficacy of testing
materials; and protect information which is required by statute to be
maintained and used solely as statistical records.
Sec. 1901.62 General exemptions.
(a) Pursuant to authority granted in section (j) of the Privacy Act,
the Director of Central Intelligence has determined to exempt from all
sections of the Act--except sections 552a(b); (c) (1) and (2); (e) (1),
(4) (A)-(F), (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 Privacy Act,
the Director of Central Intelligence has determined to exempt from
sections (c)(3) and (e)(3) (A)-(D) of the Act all systems of records
maintained by this Agency.
(c) Pursuant to authority granted in section (j) of the Privacy Act,
the Director of Central Intelligence has determined to exempt from
notification under sections (e)(4)(G) and (f)(1) those portions of each
and all systems of records which have been exempted from individual
access under section (j) in those cases where the 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 Agency must neither confirm nor deny the existence of
the record and will advise a requester that there is no record which is
available pursuant to the Privacy Act of 1974.
(d) Pursuant to authority granted in section (j) of the Privacy Act,
the Director of Central Intelligence has determined to exempt from
access by individuals under section (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 any foreign
government entity, international organization, or, any United States
federal, state, or other public agency or authority; and
(3) Consist of information which would reveal the identification of
persons who provide information to the CIA Inspector General.
(e) Pursuant to authority granted in section (j) of the Privacy Act,
the Director of Central Intelligence has determined to exempt from
judicial review under section (g) of the Act all determinations to deny
access under section (d) of the Act and all decisions to deny notice
under sections (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 any foreign
government entity, international organization, or, any United States
federal, state, or other public agency or authority; and
(3) Consist of information which would reveal the identification of
persons who provide information to the CIA Inspector General.
Sec. 1901.63 Specific exemptions.
Pursuant to authority granted in section (k) of the Privacy Act, the
Director of Central Intelligence has determined to exempt from section
(d) of the Privacy Act those portions and only those portions of all
systems of records maintained by the CIA that would consist of, pertain
to, or otherwise reveal information that is:
(a) Classified pursuant to Executive Order 12958 (or successor or
prior Order) and thus subject to the provisions of 5 U.S.C. 552(b)(1)
and 5 U.S.C. 552a(k)(1);
(b) Investigatory in nature and compiled for law enforcement purposes,
other than material within the scope of section (j)(2) of the Act;
provided however, that if an individual is denied any right, privilege,
or benefit to which they are otherwise eligible, as a result of the
maintenance of such material, then such material shall be provided to
that individual except to the extent that the disclosure would reveal
the identity of a source who furnished the information to the United
States Government under an express promise of confidentiality, or, prior
to the effective date of this section, under an implied promise of
confidentiality;
(c) Maintained in connection with providing protective services to the
President of the United States or other individuals pursuant to 18
U.S.C. 3056;
(d) Required by statute to be maintained and used solely as
statistical records;
(e) Investigatory in nature and 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 United States Government under an express promise of
confidentiality, or, prior to the effective date of this section, under
an implied promise of confidentiality;
(f) 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
(g) 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 United States Government under an express promise of
confidentiality, or, prior to the effective date of this section, under
an implied promise of confidentiality.