National Geospatial-Intelligence Agency Official Mailing Addresses

National Geospatial-Intelligence Agency NGA

Editorial note: The National Imagery and Mapping Agency changed its name to the National Geospatial-Intelligence Agency on November 23, 2003 (Pub. L. 108-136).

How Systems of Records Are Arranged

The National Geospatial-Intelligence Agency records are grouped by subject series. Each series has records about a specific activity or function to which a subject title and number is given. Systems or records are grouped in the same way. For example, a system of records on personnel security clearances may be found in Personnel Security Files--B0504-01 and one about military personnel assignments may be found in Military Services Administrative Record Files--B0614-02. These numbers are part of the system identification. The letter B means National Geospatial-Intelligence Agency. The first four digits (0504 and 0614) show that the records pertain to Personnel Security and Military Personnel respectively, and the last two are a further breakdown of the series. Other systems of records which differ from these examples but have similar documents may also be found in the same series.

How To Use the Index Guide

The systems of records maintained by the National Geospatial-Intelligence Agency are contained within the subject series that are listed below. This list identifies each series in the order in which it appears in this issuance. Use the list to identify subject areas of interest. Having done so, use the series number (for example 0504 for Personnel Security) to locate the systems of records grouping in which you are interested.

Subject series	System identification series
Inspection	0210
Historical	0228
Finance and Accounting	0302
Civilian Personnel Pay and Accounting	0303
General Legal	0401
Claims Investigating and Processing Documents	0402
Informational Services	0408
Information Security	0502
Guard Protective Services	0503
Personnel Security	0504
Military Personnel Files	0614
Safety Management Program	0615
Medical and Health Program	0901
Individual Procurement Transactions	1202
General Supply Accounting	1205
Self Service Supply	1206
Maintenance	1208
Personnel Travel and Transportation	1211

Requesting Records

Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record.

Blanket Routine Uses

Certain 'blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy.

Law enforcement routine use

In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, 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 enforcing or implementing the statute, rule, regulation or order issued pursuant thereto.

Disclosure when requesting information routine use

A record from a system of records maintained by this component 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 component 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.

Disclosure of requested information routine use

A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.

Congressional inquiries routine use

Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual.

Private relief legislation routine use

Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, 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 A-19 at any stage of the legislative coordination and clearance process as set forth in that .

Disclosures required by international agreements routine use

A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel.

Disclosure to state and local taxing authorities routine use

Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07.

Disclosure to the office of personnel management routine use

A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies.

Disclosure to the department of justice for litigation routine use

A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.

Disclosure to military banking facilities overseas routine use

Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur.

Disclosure of information to the general services administration routine use

A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.

Disclosure of information to the national archives and records administration routine use

A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.

Disclosure to the merit systems protection board routine use

A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law.

Counterintelligence purposes routine use

A record from a system of records maintained by this component may be disclosed as a routine use outside the DoD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States.

Data breach remediation purposes routine use

A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Information sharing environment routine use

A record from a system of records maintained by a Component consisting of, or relating to, terrorism information (6 U.S.C. 485(a)(4)), homeland security information (6 U.S.C. 482(f)(1)), or Law enforcement information (Guideline 2 Report attached to White House Memorandum, "Information Sharing Environment, November 22, 2006) may be disclosed to a Federal, State, local, tribal, territorial, foreign governmental and/or multinational agency, either in response to its request or upon the initiative of the Component, for purposes of sharing such information as is necessary and relevant for the agencies to the detection, prevention, disruption, preemption, and mitigation of the effects of terrorist activities against the territory, people, and interests of the United States of America as contemplated by the Intelligence Reform and Terrorism Protection Act of 2004 (Public Law 108-458) and Executive Order 13388 (October 25, 2005).

NOTE: Information relating to, but not in and of itself constituting, terrorism, homeland security, or law enforcement information, as defined above, may only be disclosed upon a showing by the requester that the information is pertinent to the conduct of investigations of, or the development of analyses regarding, terrorism.

B0210-07 Inspector General Investigative and Complaint Files.

National Geospatial-Intelligence Agency, Office of the Inspector General, 4600 Sangamore Road, IG (D-34), Bethesda, MD 20816-5003.

Any individual who has registered a complaint, allegation or query with the NGA Inspector General (IG) or is the subject of a NGA IG investigation.

Investigative/complaint files, inquiries or investigative reports pertaining to complaints, allegations of fraud, waste, abuse, mismanagement, malfeasance, or reprisal as procedures pertaining to NGA personnel, procedures, policies or programs. Files may contain Reports of Investigation, sworn testimony, letters, memorandums and working papers regarding developed or obtained as a result of investigation or complaint wherein someone has made allegations of violations involving fraud, waste, abuse, mismanagement, reprisal, denial of due process pertaining to NGA personnel, programs, policies and/or procedures developed or obtained as a result of the investigation or complaint.

Letters/transcriptions of complaints, allegations and queries; letters of appointment; reports of reviews, inquiries and investigations with supporting attachments, exhibits and photographs; record of interviews; witness statements; reports of legal review of case files, congressional responses; memoranda; letters and reports of findings and actions taken; letters to complainants and subjects of investigations; letters of rebuttal from subjects of investigations; finance; personnel; administration; adverse information, and technical reports.

5 U.S.C. 301, Departmental Regulations; DoD Directive 5105.60, National Imagery and Mapping Agency; NIMA Policy Directive 7400.1R1, Oversight and Assessment; NIMA Instruction 7410.8R1, Inspector General Investigations and Complaints; and E.O. 9397 (SSN).

To analyze and evaluate the effectiveness and efficiency of NGA policies, programs, procedures, activities and operations; to detect and prevent fraud, waste and abuse; to resolve complaints and inquiries; to initiate proper corrective action if the allegation is proven to be true in fact; to be used as basis for corrective actions.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The DoD 'Blanket Routine Uses' set forth at the beginning of DMA's compilation of systems of records notices apply to this system.

Storage:

Paper records and on electronic media.

By individual's last name and Social Security Number.

Paper records are stored in file folders and secured in cabinets located in the Inspector General records vault. The electronic files are maintained on a secure server. Access is limited to the Inspector General and investigative staff assigned to the Inspector General's office, requiring restricted user name and password access.

Disposition pending (until NARA has approved the retention and disposition schedule for these records, treat as permanent).

Assistant Inspector General, Policy, Oversight and Investigations, National Geospatial-Intelligence Agency, Office of Inspector General, 4600 Sangamore Road, IG (D-34), Bethesda, MD 20816-5003.

Individuals seeking to determine whether information about themselves contained in this system of records should address written inquiries to National Geospatial-Intelligence Agency, Office of General Counsel, 4600 Sangamore Road, Mailstop D-10, Bethesda, MD 20816-5003.

Written requests for information should contain the full name of the individual, Social Security Number, current address and home telephone number, office code (if available), and investigative case file number (if known).

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to National Geospatial-Intelligence Agency, Office of General Counsel, 4600 Sangamore Road, Mailstop D-10, Bethesda, MD 20816-5003.

NGA's rules for accessing records and for contesting contents and appealing initial agency determinations are published in NIMA Instruction 5500.7R1; 32 CFR part 320; or may be obtained from the system manager.

Source of Inspector General Investigation and Complaint files are letters, memorandums or documents received by NGA Inspector General staff from military, civilian, or other sources.

Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information exempt to the extent that disclosure would reveal the identity of a confidential source. (Note: When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.)

Investigative material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.

An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) published in 32 CFR part 320. For additional information contact the system manager.

B0228-04 Historical Photographic Files.

Public Affairs Office, National Geospatial-Intelligence Agency, GC (D-39), 4600 Sangamore Road, Bethesda, MD 20816-5003.

Any individual or VIP visitor photographed at NGA functions or activities, i.e., award ceremonies, sporting events, retirement ceremonies, etc., that is of historical interest to NGA.

Photographs and negatives taken at any NGA function or activity, i.e., award ceremonies, sporting events, retirement ceremonies, etc., that is of historical interest to NGA.

5 U.S.C. 301, Departmental Regulations.

To furnish copies of photographs to organizations that requested photographs to be taken, to obtain the background information regarding events, ceremonies, awards, sports, retirements at NGA for input to newspapers and magazine articles to recognize accomplishments and publications.

To News Media for Public Relations and Community Affairs Matters and to organizers of testimonials, banquets and parties for the purpose of obtaining background information regarding events, ceremonies, awards, sports, and retirements at NGA.

Storage:

Prints and negatives filed in cabinets, and on electronic storage devices.

Retrieved by name and/or event.

Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access.

Records are Permanent. Records will be retired to Washington National Records Center on discontinuance of the installation.

NGA Historian, National Geospatial-Intelligence Agency, Mail Stop D-54, 4600 Sangamore Road, Bethesda, MD 20816-5003.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Geospatial-Intelligence Agency, Office of General Counsel, 4600 Sangamore Road, Mail stop D-10, Bethesda, MD 20816-5003.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Geospatial-Intelligence Agency, Office of General Counsel, 4600 Sangamore Road, Mail stop D-10, Bethesda, MD 20816-5003.

Written requests for information should contain the full name of the individual, current address and telephone number.

NGA's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in NIMA Instruction 5500.7R1; 32 CFR part 320; or may be obtained from the system manager.

Photographs taken at awards ceremonies; sporting events; retirement parties.

None.

B0228-10 Installation Historical Files.

Public Affairs Office - DMA Hydrographic/Topographic Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.

Decentralized Segments - Records Holding Area, Information Management Support Division. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.

Individuals who have given speeches or written an article for a magazine or newspaper.

Copies of speeches and articles for magazine or newspapers.

5 U.S.C. 301, Departmental Regulations.

To furnish background information on the history of installations to obtain up-to-date information on all speeches, articles for magazines and newspapers published or given by an individual of DMA; to recognize accomplishments and publications.

To News for Public Relations and Community Affairs Matters and to organizers of testimonials and banquets for the purpose of obtaining background information on the history of installations, up-to-date information on all speeches, articles for magazines and newspapers published or given by an individual of DMA, and recognizing accomplishments and publications.

Storage:

Paper records in file folders.

Files retrieved alphabetically by name of individual.

Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access.

This is a permanent record. Retired from Records Holding Area.

Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Individuals seeking access to information about themselves contained in this system should address written inquiries to Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Written requests for information should contain the full name of the individual, current address and telephone number, Social Security Number.

For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified.

DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager.

Employee copies of speeches; newspapers; magazines, photographs and related publications.

None.

B0302-13 Record of Accounts Receivable.

Finance and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South Second Street, St. Louis, IL 63118-3399. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.

List of Contract Sales Agents, domestic and foreign, DMA Contractors, and current and former DMA civilian employees with outstanding balances due DMA.

Alphabetical file containing name of individual or company, address and special identifying code.

The Budget and Accounting Procedure Act of 1950, Pub. L. 81-784.

To post credits and collection of accounts receivable balances.

Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this system to `consumer reporting agencies' as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Information may be provided to other Federal agencies for the purpose of collecting debts owed by individuals employed, or believed to be employed, by those agencies and owing DMA monies.

The `Blanket Routine Uses' set forth at the beginning of DMA's compilation of systems of records notices apply to this system.

Storage:

Hard copy manifests and/or computer printouts.

Filed alphabetically by name of account.

Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access.

Records are maintained after case settlement for three years in working area and then in storage area for an additional two years prior to destruction.

Finance and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South Second Street, St. Louis, IL 63118-3399.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Finance and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South Second Street, St. Louis, IL 63118-3399.

Individuals seeking access to information about themselves contained in this system should address written inquiries to Finance and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South Second Street, St. Louis, IL 63118-3399.

Individuals should provide full name, current address and telephone number.

Hard copy accounts receivable manifests prepared from finance and contractual documents.

None.

B0303-05 Leave Record Files.

Office of the Comptroller, Finance and Accounting Division. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.

All civilian employees of DMA.

Record of official annual accumulation and use of employee's leave.

21 U.S.C. 1175

To record official annual accumulation and use of employee's leave.

The `Blanket Routine Uses' set forth at the beginning of DMA's compilation of systems of records notices apply to this system.

Storage:

Magnetic tapes and printouts.

Files are by payroll block number, organization, and name.

Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access.

Applications for leave - Destroy on receipt of audit completion letter.

Remaining Files: Destroy after 6 years, 3 months old, or 90 days after receipt of audit completion letter.

Finance and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South Second Street, St. Louis, IL 63118-3399.

Written requests for information should contain the full name of the individual, current address and telephone number, and Social Security Number. Visits are limited to normal working hours.

For personal visits, the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified.

Time and attendance cards initialed by employee. Accumulation and use of leave.

None.

B0402-05 Legal Claims File.

Primary System--Office of the General Counsel, National Geospatial-Intelligence Agency, Mail Stop L-32, 3200 S. Second Street, St. Louis, MO 63118-3399.

Decentralized Segments--Staff Judge Advocate, ATTN: ATZT-JA-CO, 125 East 8th Street, Fort Leonard Wood, MO 65473-8942.

Military District of Washington, ATTN: PAWJA-LA, 204 Lee Avenue, Fort Myer, VA 22211-1199.

NGA personnel and other individuals having a claim against the Government for loss, damage, or destruction of personal property or for NGA personnel who are claiming reimbursement of their real estate expenses for either the sale or purchase of their residence associated with a permanent change of station (PCS). Any individual filing a tort claim against NGA for damages, loss or destruction of property, personal injury or death resulting from negligence or wrongful act, or omission of acts by NGA personnel and individuals against whom the Agency has legal claim.

File contains individual's claims, related correspondence and processing papers, investigative reports, recommendations and opinions of the General Counsel's Office.

5 U.S.C. 301, Departmental Regulations; 28 U.S.C. 2671-2680, Federal Torts Claims Act and II JTR, Chapter 14 (Joint Travel Regulations).

To document claims against the U.S. Government, involving NGA personnel or property, for damage, loss, or destruction of personal property. To document claims of NGA employees concerning real estate reimbursement claims adjudicated by the Office of the General Counsel.

The DoD "Blanket Routine Uses" set forth at the beginning of NGA's compilation of systems of records notices apply to this system.

Storage:

Paper record in file folders and electronic records are maintained on computer server accessible only by authorized user name and password.

Filed alphabetically by last name of employee or by case name.

Records are maintained in a secured/locked file cabinets with access limited to authorized personnel whose duties require access. Automated files are protected by user name and password and are stored in a database that requires additional access permissions

Disapproved claims and claims involving a minor are destroyed 10 years after final action on the case. Approved claims are destroyed 5 years after final action on the case. PCS records that are reviewed by the Office of General Counsel are retained for 5 years and disposed of after 5 years by shredding. No records are transferred to the records center.

General Counsel, ST L-32, National Geospatial-Intelligence Agency, 3200 S. Second Street, St. Louis, MO 63118-3399.

Individuals seeking to determine whether information about themselves contained in this system should address written inquiries to National Geospatial-Intelligence Agency, Office of General Counsel, 4600 Sangamore Road, Mail Stop D-10, Bethesda, MD 20816-5003.

Written requests for information should contain the full name of the individual, current address and telephone number.

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the National Geospatial-Intelligence Agency, Office of General Counsel, 4600 Sangamore Road, Mail Stop D-10, Bethesda, MD 20816-5003.

Written requests for information should contain the full name of the individual, current address and telephone number, and Social Security Number.

Related forms, correspondence, investigative reports and information gathered in anticipation of litigation, and opinions of Counsel and the NGA individual's claim form and accompanying documents and records from the NGA Travel Office.

None.

B0408-11 Biography Files.

Public Affairs Offices-Defense Mapping Agency Headquarters, DMA Hydrographic/Topographic Center, DMA Aerospace Center, Defense Mapping School, and DMA Combat Support Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.

All top management and other key personnel of DMA.

Biographies; photographs; newspaper clippings and related documents pertaining to leading military and civilian personalities.

44 U.S.C. 3101, Records Management by Federal Agencies.

To document biographies, photographs, newspaper clippings, and related materials pertaining to leading DMA military and civilian personalities.

The `Blanket Routine Uses' set forth at the beginning of DMA's compilation of systems of records notices apply to this system.

Storage:

Paper record in file folders and/or Kardex book.

Filed alphabetically by last name of employee.

Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access.

Destroy two years after transfer, separation or death of the individual concerned.

Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Written requests for information should contain the full name of the individual, current address and telephone number, and the case control number that appears with the office symbol, on all correspondence received from this office.

Biographical data furnished by individual.

None.

B0502-11 National Geospatial-Intelligence Agency (NGA) Public Key Enabled NIPRnet.

Primary location: National Geospatial-Intelligence Agency (NGA) Arnold Facility, 3838 Vogel Road, Arnold, MO 63010-6238.

Secondary location:

National Gospatial-Intelligence Agency (NGA) Bethesda Facility, 4600 Sangamore Road, Bethesda, MD 20816.

U.S. Government civilian employees, military personnel, and contractors.

Name, address, phone number, e-mail address, county of origin, citizen status, and contract name.

5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 455, Maps, charts, and geodetic data: Public availability; exceptions.

The purpose of the system is to manage user access to web applications and other resources.

The DoD "Blanket Routine Uses" set forth at the beginning of NGA's compilation of systems of records notices apply to this system.

Storage:

Records are maintained on magnetic disks.

Records are retrieved by an algorithm which uses last name, first name, e-mail address and duty location as possible inputs.

Record are maintained in controlled areas accessible only to authorized personnel. Access to personal information is further restricted by the use of passwords. Physical entry is restricted by the use of locks, guards, and administrative procedures.

Data is destroyed when superseded or when no longer needed or operational purposes, whichever is later.

National Geospatial-Intelligence Agency, Security and Installation Operations, 4600 Sangamore Road, Bethesda, Maryland 20816-5003.

Individuals seeking to determine whether this system of records contains information about themselves should adderss written inquries to the National Geospatial-Intelligence Agency, Customer Help Desk/L-89, 3833 Vogel Road, Arnold, MO 63010.

The request should contain the full name, address, and telephone number.

Individuals can also access the "My Account" link (https://www.extranet.nga.mil/servlet/RegistrtionForm) on the NGA PKE NIPRNet.

Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the National Geospatial-Intelligence Agency, Customer Help Desk/L-89, 3838 Vogel road, Ranold, MO 63010.

The request should contain the full name, address, and telephone number.

Individuals can also access the "My Account" link (https://www.extranet.nga.mil/servlet/RegistrationForm) on the NGA PKE NIPRNet.

The NGA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in NGA Instruction 5500.7R1; 32 CFR part 320; or may be obtained from the system manager.

Individuals and other Department of Defense Records.

None.

B0502-03 Master Billet/Access Record.

National Geospatial-Intelligence Agency, ATTN: Security Specialist, Mission Support, MSRS P-12, 12310 Sunrise Valley Drive, Reston, VA 20191-3449;

National Geospatial-Intelligence Agency, ATTN: Security Specialist, Mission Support, ATTN: MSBS D-60, 4600 Sangamore Road, Bethesda, MD 20816-5003;

National Geospatial-Intelligence Agency, ATTN: Security Specialist, Mission Support, ATTN: MSNS N-55, Building 213, 1200 First Street, SE, Washington, DC 20505-0001; and

National Geospatial-Intelligence Agency, ATTN: Security Specialist, Mission Support, ATTN: MSWS L-59, 3200 S. Second Street, St. Louis, MO 63118-3399.

All National Geospatial-Intelligence Agency (NGA) employees and contractor personnel who have been indoctrinated for access to Sensitive Compartmented Information (SCI). In addition, employees of other government agencies are included for the period during which their security clearance or SCI access status is permanently certified to NGA.

File may contain name, rank/grade, military component or civilian status, Social Security Number, SCI billet number and title, SCI accesses authorized and held, date background investigation completed, date indoctrinated, date and state of birth.

5 U.S.C. 301, Departmental Regulations; E.O. 12958, Classified National Security Information; NIMA Instruction 5205.1R1 Protection of Sensitive Compartmented Information, NIMA Instruction 5210.8 Physical Security, NIMA Instruction 5201.5R1 Serious Incident Reporting; and E.O. 9397 (SSN).

To identify and verify NGA personnel authorized access to SCI in order to control access to secure areas for use of classified information, for periodic re-indoctrination (re-briefing) of employees for SCI access, for periodic security education and training, and for control and reissue of identification badges.

To certify personnel SCI access status to the Defense Intelligence Agency for updating the Security Management Information System.

To verify visit approval and/or access to classified material through Security Specialists/Assistants, NGA Security Police and other contract security guards at NGA.

To other Federal agencies for the purpose of certifying and verifying an individual's SCI access status.

The DoD `Blanket Routine Uses' set forth at the beginning of NGA's compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system.

Storage:

Paper records and on electronic storage media.

Files are retrieved by name and at least one other personal identifier, such as a date of birth, place of birth, Social Security Number or military service number. Files may also be retrieved by billet number.

Buildings or facilities employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Transmission of system data between NGA components is by secure mail channels. Access to the database is password-protected.

Destroy two years after transfer, reassignment or separation of the individual from NGA.

Security Specialist, National Geospatial-Intelligence Agency, Mission Support, MSRS P-12, 12310 Sunrise Valley Drive, Reston, VA 20191-3449;

Security Specialist, National Geospatial-Intelligence Agency, Mission Support, ATTN: MSBS D-60, 4600 Sangamore Road, Bethesda, MD 20816-5003;

Security Specialist, National Geospatial-Intelligence Agency, Mission Support, ATTN: MSNS N-55, Building 213, 1200 First Street, SE., Washington, DC 20505-0001; and

Security Specialist, National Geospatial-Intelligence Agency, Mission Support, ATTN: MSWS L-59, 3200 S. Second Street, St. Louis, MO 63118-3399.

Written requests for information should contain the full name of the individual, Social Security Number, current address and telephone number.

Information is supplied by the individual concerned through completion of Standard From 86, "Questionnaire For National Security Positions" . The basis for billet entries are security clearance or access approval messages or correspondence from the Defense Intelligence Agency; bases for incumbent entries are indoctrination oaths executed by incumbents at time of indoctrination.

None.

B0502-03 Classified Material Access Files.

Primary System: Security Offices at DMA Headquarters, DMA Hydrographic/Topographic Center, DMA Aerospace Center, Defense Mapping School, and DMA Systems Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.

Decentralized Segments: Requesting offices at DMA and organizations requiring the access authorization. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.

Individuals authorized to have access to classified files.

Documents reflecting authorization to have access to classified material. They include forms containing individual's name, and signature, classification of files concerned, information desired, and signature of an official authorizing access.

E.O. 12958, National Security Information.

To maintain records of individuals authorized access to classified material by specific categories and for established purposes; to check authorized individuals for access to classified material and guard authorization.

The `Blanket Routine Uses' set forth at the beginning of DMA's compilation of systems of records notices apply to this system.

Storage:

Paper record in file folders and/or Kardex book.

File alphabetically by last name or grade of individual requiring access.

Buildings or facilities employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, and trained.

Temporary Record - Destroy on transfer, reassignment, or separation of the individual.

Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Written requests for information should contain the full name of the individual, current address and telephone number, and Social Security Number. Visits are limited to normal working hours. For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified.

Report of investigating agency that conducted the background investigation.

None.

B0502-15 Security Compromise Case Files.

National Geospatial-Intelligence Agency, ATTN: Chief, Security Branch, Mission Support, MSRS P-12, 12310 Sunrise Valley Drive, Reston, VA 20191-3449;

National Geospatial-Intelligence Agency, ATTN: Chief, Security Branch, Mission Support, ATTN: MSBS D-60, 4600 Sangamore Road, Bethesda, MD 20816-5003;

National Geospatial-Intelligence Agency, ATTN: Chief, Security Branch, Mission Support, ATTN: MSNS N-55, Building 213, 1200 First Street, SE, Washington, DC 20505-0001; and

National Geospatial-Intelligence Agency, ATTN: Chief, Security Branch, Mission Support, ATTN: MSWS L-59, 3200 S. Second Street, St. Louis, MO 63118-3399.

Individuals who may have violated NGA security.

Documents relating to investigations of alleged security violations/incidents such as missing documents, unauthorized disclosure of information, unattended open security containers, documents not properly safeguarded, and matters of a similar nature.

5 U.S.C. 301, Departmental regulations; E.O. 12958, Classified National Security Information; NIMA Instruction 5205.1R1 Protection of Sensitive Compartmented Information; NIMA Instruction 5210.8 Physical Security, NIMA Instruction 5201.5R1 Serious Incident Reporting.

To protect records relating to investigations conducted into alleged and/or actual security violations by Security Office personnel and appointed investigating officials.

The DoD `Blanket Routine Uses' set forth at the beginning of NGA's compilation of systems of records notices apply to this system.

Storage:

Paper records.

Retrieved by last name of individual.

Buildings or facilities employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, and trained.

Files relating to alleged violations of a sufficiently serious nature that they are referred to the Departments of Justice or Defense for prosecutive determination, exclusive of files held by Department of Justice for Defense offices responsible for making such determinations are destroyed 5 years after close of case.

All other files, exclusive of papers placed in official personnel folders are destroyed 2 years after completion of final action or when no longer needed, whichever is sooner.

Chief, Security Branch, National Geospatial-Intelligence Agency, Mission Support, MSRS P-12, 12310 Sunrise Valley Drive, Reston, VA 20191-3449;

Chief, Security Branch, National Geospatial-Intelligence Agency, Mission Support, ATTN: MSBS D-60, 4600 Sangamore Road, Bethesda, MD 20816-5003;

Chief, Security Branch, National Geospatial-Intelligence Agency, Mission Support, ATTN: MSNS N-55, Building 213, 1200 First Street, SE., Washington, DC 20505-0001; and

Chief, Security Branch, National Geospatial-Intelligence Agency, Mission Support, ATTN: MSWS L-59, 3200 S. Second Street, St. Louis, MO 63118-3399.

Written requests for information should contain the full name of the individual, current address and telephone number.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Information National Geospatial-Intelligence Agency, Office of General Counsel, 4600 Sangamore Road, Mail stop D-10, Bethesda, MD 20816-5003.

Written requests for information should contain the full name of the individual, current address and telephone number.

Reporting organization or official.

None.

B0503-02 Security Identification Accountability Files.

National Geospatial-Intelligence Agency, ATTN: Security Specialist, Mission Support, MSRS P-12, 12310 Sunrise Valley Drive, Reston, VA 20191-3449;

National Geospatial-Intelligence Agency, ATTN: Security Specialist, Mission Support, MSBS D-60, 4600 Sangamore Road, Bethesda, MD 20816-5003;

National Geospatial-Intelligence Agency, ATTN: Security Specialist Mission Support, MSNS N-55, Building 213, 1200 First Street, SE., Washington, DC 20505-0001; and

National Geospatial-Intelligence Agency, ATTN: Security Specialist, Mission Support, MSWS L-59, 3200 S. Second Street, St. Louis, MO 63118-3399.

Any civilian employee.

File contains the application, supporting materials and the number of the identification badges.

5 U.S.C. 301, Departmental regulations and E.O. 12958, Classified National Security Information.

To maintain accountability for various identification cards/badges issues and identify to whom issued.

The DoD `Blanket Routine Uses' set forth at the beginning of NGA's compilation of systems of records notices apply to this system.

Storage:

Paper records and on electronic storage media.

Retrieved by individual's name.

Access to database restricted to authorized user name and password to agency server. Paper records are stored in locked safes inside a limited access office.

Transfer to Records Holding Area after last card or badge number entered has been accounted for. Hold for three years and destroy.

Security Specialist, National Geospatial-Intelligence Agency, Mission Support, MSRS P-12, 12310 Sunrise Valley Drive, Reston, VA 20191-3449;

Security Specialist, National Geospatial-Intelligence Agency, Mission Support, MSBS D-60, 4600 Sangamore Road, Bethesda, MD 20816-5003;

Security Specialist, National Geospatial-Intelligence Agency, Mission Support, MSNS N-55, Building 213, 1200 First Street, SE., Washington, DC 20505-0001; and

Security Specialist, National Geospatial-Intelligence Agency, Mission Support, MSWS L-59, 3200 S. Second Street, St. Louis, MO 63118-3399.

Written requests for information should contain the full name of the individual, current address and telephone number.

Individual's badge request and personnel forms.

None.

B0503-03 Firearms Authorization Files.

National Geospatial-Intelligence Agency, ATTN: Chief, Security Branch, Mission Support, ATTN: MSRS P-12, 12310 Sunrise Valley Drive, Reston, VA 20191-3449;

National Geospatial-Intelligence Agency, ATTN: Chief, Security Branch, Mission Support, ATTN: MSBS D-60, 4600 Sangamore Road, Bethesda, MD 20816-5003;

National Geospatial-Intelligence Agency, ATTN: Chief, Security Branch, Mission Support, ATTN: MSNS N-55, Building 213, 1200 First Street, SE., Washington, DC 20505-0001; and

National Geospatial-Intelligence Agency, ATTN: Chief, Security Branch, Mission Support, ATTN: MSWS L-59, 3200 S. Second Street, St. Louis, MO 63118-3399.

Security guards that have been issued firearms and ammunition.

Documents authorizing NGA civilian guards to carry firearms. Included are firearms authorization cards and related papers.

5 U.S.C. 301, Departmental regulations; DoD Directive 5210.56, Use of deadly force and the carrying of firearms by DoD personnel engaged in law enforcement and security duties; NIMA Policy Directive 5200R2, Operational Security; NIMA Instruction 5210.2R2, Use of force.

To maintain required firearms annual qualifications records, weapons serial numbers and firearms authorization cards issued to each assigned Security Police.

The DoD `Blanket Routine Uses' set forth at the beginning of NGA's compilation of systems of records notices apply to this system.

Storage:

Paper records.

Retrieved by last name of employee.

Buildings or facilities employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, and trained.

Destroy upon expiration of authorization.

Chief, Security Branch, National Geospatial-Intelligence Agency, Mission Support, ATTN: MSRS P-12, 12310 Sunrise Valley Drive, Reston, VA 20191-3449;

Chief, Security Branch, National Geospatial-Intelligence Agency, Mission Support, ATTN: MSBS D-60, 4600 Sangamore Road, Bethesda, MD 20816-5003;

Chief, Security Branch, National Geospatial-Intelligence Agency, Mission Support, ATTN: MSNS N-55, Building 213, 1200 First Street, SE., Washington, DC 20505-0001; and Chief, Security Branch, National Geospatial-Intelligence Agency, Mission Support, ATTN: MSWS L-59, 3200 S. Second Street, St. Louis, MO 63118-3399.

Written requests for information should contain the full name of the individual, current address and telephone number.

Subject individual to whom the firearm is issued, home address and telephone number, weapon serial number, and authorization card issued.

None.

B0503-05 Vehicle Registration and Driver Record File.

National Geospatial-Intelligence Agency, ATTN: Security Specialist, Mission Support, MSRS P-12, 12310 Sunrise Valley Drive, Reston, VA 20191-3449;

National Geospatial-Intelligence Agency, ATTN: Security Specialist, Mission Support, MSBS D-60, 4600 Sangamore Road, Bethesda, MD 20816-5003;

National Geospatial-Intelligence Agency, ATTN: Security Specialist Mission Support, MSNS N-55, Building 213, 1200 First Street, SE, Washington, DC 20505-0001; and

National Geospatial-Intelligence Agency, ATTN: Security Specialist, Mission Support, MSWS L-59, 3200 S. Second Street, St. Louis, MO 63118-3399.

Any person privileged to operate a motor vehicle on a military installation or NGA leased properties and who has been involved in a chargeable traffic accident or whose commission of a moving traffic violation has been verified.

File contains a record of issuance of decal and of all traffic offenses/incidents and actions.

5 U.S.C. 301, Departmental Regulations; 50 U.S.C. 797, Security Regulations and Orders; Penalty for Violation; and NIMA Instruction 4540.1R3, Parking and Vehicular Traffic.

To record traffic offenses, incidents and actions taken, and to track parking permits issued to agency personnel and contractors.

The DoD `Blanket Routine Uses' set forth at the beginning of NGA's compilation of systems of records notices apply to this system.

Storage:

Paper records and on electronic storage media.

Retrieved by last name of individual.

Access to electronic file or locked filing cabinet is limited to authorized individuals or with valid user name and password.

Destroy one year after revocation or expiration.

Security Specialist, National Geospatial-Intelligence Agency, Mission Support, MSRS P-12, 12310 Sunrise Valley Drive, Reston, VA 20191-3449;

Security Specialist, National Geospatial-Intelligence Agency, Mission Support, MSBS D-60, 4600 Sangamore Road, Bethesda, MD 20816-5003;

Security Specialist, National Geospatial-Intelligence Agency, Mission Support, MSNS N-55, Building 213, 1200 First Street, SE., Washington, DC 20505-0001; and

Security Specialist, National Geospatial-Intelligence Agency, Mission Support, MSWS L-59, 3200 S. Second Street, St. Louis, MO 63118-3399.

Written requests for information should contain the full name of the individual, current address and telephone number.

Report of traffic violation from Security police.

None.

B0503-09 Key Accountability Files.

National Geospatial-Intelligence Agency, ATTN: MSRS P-12, 12310 Sunrise Valley Drive, Reston, VA 20191-3449;

National Geospatial-Intelligence Agency, ATTN: MSBS D-60, 4600 Sangamore Road, Bethesda, MD 20816-5003;

National Geospatial-Intelligence Agency, ATTN: MSNS N-55, Building 213, 1200 First Street, SE., Washington, DC 20505-0001; and National Geospatial-Intelligence Agency, ATTN: MSWS L-59, 3200 S. Second Street, St. Louis, MO 63118-3399.

Individuals with keys to a secure area.

Documentation relating to the issue, return and accountability for keys to secure areas.

5 U.S.C. 301, Departmental Regulations; NIMA Instruction 5210.8 Physical Security; and E.O. 12958, Classified National Security Information.

To maintain documentation on periodic inspections, key accountability, reference checks and daily use records and investigations into loss or destruction of secure areas.

The DoD `Blanket Routine Uses' set forth at the beginning of NGA's compilation of systems of records notices apply to this system.

Storage:

Paper records.

Retrieved by individual's last name.

Buildings, facilities employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained.

Files relating to keys to restricted security areas are destroyed 3 years after turn-in of key or on discontinuance, whichever is first.

Files relating to keys to other areas are destroyed 6 months after turn-in of key or on discontinuance, whichever is first.

National Geospatial-Intelligence Agency, ATTN: Locksmith, MSRS P-12, 12310 Sunrise Valley Drive, Reston, VA 20191-3449;

National Geospatial-Intelligence Agency, ATTN: Locksmith, MSBS D-60, 4600 Sangamore Road, Bethesda, MD 20816-5003;

National Geospatial-Intelligence Agency, ATTN: Locksmith, MSNS N-55, Building 213, 1200 First Street, SE., Washington, DC 20505-0001; and

National Geospatial-Intelligence Agency, ATTN: Locksmith; MSWS L-59, 3200 S. Second Street, St. Louis, MO 63118-3399.

Requests from individuals should contain the full name of the individual, current address and telephone number.

Individual's key requests and personnel forms.

None.

B0504-01-2 Personnel Security and Suitability Files.

Personnel Security offices at Defense Mapping Agency Headquarters, Office of Human Resources, Personnel Security Division, and Defense Mapping Agency Human Resources Operations Offices, Personnel Security Branches at Defense Mapping Agency Hydrographic/Topographic Center in Bethesda, MD, and DMA Aerospace Center in St. Louis. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.

Military and civilian personnel who are assigned to, or employed by DMA; and applicants for employment by DMA whose official duties require access to classified information, occupy nonsensitive positions, and/or have been assigned to Sensitive Compartmented Information (SCI) billets, and who have therefore been investigated under the provisions of DoD and the CIA regulations.

Biographical data, employment application and personnel security forms, reports of interviews conducted by authorized organizations, correspondence relating to adjudicative matters (i.e. medical, law enforcement, and/or financial information, etc), reports of administrative actions and/or security violations, attorney and/or representative correspondence, and all information provided by subject.

5 U.S.C. 7532 (E.O. 10450, Security Requirements for Government Employees); 5 U.S.C. 7531 (9), Presidential Memorandum, May 23, 1988; E.O. 12958, National Security Information; DoD 5200.2-R, DoD Personnel Security Program; DMA Policy Directive 522-1, Personnel Security and Suitability Programs; Director of Central Intelligence Directive No. 1/14; and E.O. 9397.

To maintain up-to-date personnel security and suitability information for DMA civilians, military and applicant personnel who require access to classified information; to determine and ensure continued eligibility for access to classified information; to promote the efficiency of the service; and in the interests of National Security. This includes all civilian, military and applicant personnel who occupy or may occupy sensitive positions without access, and nonsensitive positions.

The `Blanket Routine Uses' set forth at the beginning of DMA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders.

Alphabetically by name of individual.

Most buildings, facilities employ security guards. For facilities no protected by security guards, records are maintained in cabinets with 3-position dial locks. Records are maintained in areas accessible only to authorized personnel that are properly screened, investigated and trained.

Records are retained in an active file during subject is assigned to, employed by, or a current applicant with DMA. Upon termination of employment or affiliation with DMA, the file is destroyed. As required by DoD regulation, files inactivated through due process/suspension of access are retained for a period of 5 years, then destroyed. Files are retained for all action litigation or administrative actions regardless of the status of the individual.

Chief, Office of Human Resources, Personnel Security Division, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Human Resources, Personnel Security Division, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Written requests for information must contain individual's full name, current address, telephone number, Social Security Number and signature.

Individuals seeking to access to information about themselves contained in this system should address written inquiries to the Chief, Office of Human Resources, Personnel Security Division, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Written requests for information must contain individual's full name, current address, telephone number, Social Security Number and signature.

DMA's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager.

Subject themselves; investigative paperwork and related forms; reports of investigation (containing inquiries of birth, police files, Federal Bureau of Investigation files, Defense Intelligence Agency files, education, credit, neighborhood, and personnel files), and all persons interviewed, during the conduct or an official inquiry.

None.

B0614-01 Military Personnel Information Files.

National Geospatial-Intelligence Agency, Executive Directory Military Personnel (D-84), 4600 Sangamore Road, Bethesda, MD 20816-5003.

Military personnel assigned to NGA.

Copies of Army, Air Force, Navy, or Marine Corps qualification records and assignment orders. Copies of leave requests, biographies, evaluation/fitness reports, security information, completed decoration documents, and finance action forms. Routine correspondence regarding assignment actions, duty assignments, extension of NGA tour, requests for training, etc.

5 U.S.C. 301, Departmental regulations.

To determine the acceptability of an individual nominated by the parent service for a NGA position: to be used in the preparation of efficiency/fitness/effectiveness reports, award recommendations, and other personnel actions. Documents used to assist HRM personnel in serving as liaison between the individual, NGA, and the servicing Military Personnel offices.

The DoD `Blanket Routine Uses' set forth at the beginning of NGA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders.

Alphabetically by name of individual.

Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access.

Retain until departure of individual from NGA. Hold one year and destroy.

Chief of Military Personnel Division, National Geospatial-Intelligence Agency, Executive Directory Military Personnel (D-84) 4600 Sangamore Road, Bethesda, MD 20816-5003.

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of National Geospatial-Intelligence Agency, Office of General Counsel, 4600 Sangamore Road, Mail stop D-10, Bethesda, MD 20816-5003.

Written requests for information should contain the full name of the individual, current address and telephone number, service number on all correspondence received from this office.

For personal visits, the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification cards, and give some verbal information that could be verified. Visits are limited to normal working hours.

Information is obtained from the individual's Service Military Personnel Center, the individual's rating official within the NGA and the individual concerned.

None.

B0901-07 Alcoholism and Drug Abuse Files.

Primary location: DMA Fairfax.

Decentralized locations: DMA Bethesda, DMA Reston, and DMA St. Louis. Records Holding Area, Administrative Operations Division. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.

All civilian employees who have contacted program counselor requesting assistance.

File contains counseling interview notes, medical documents, therapy/treatment referral notes.

21 U.S.C 1175; 5 U.S.C. 7301; 42 U.S.C. 290dd-3 and 290ee-3; Pub. L. 100-71; E.O. 12564, Drug-Free Federal Workplace; and E.O. 9397.

To maintain documents relating to alcohol and narcotic control, treatment, assistance, and advice provided to DMA personnel.

In order to comply with provisions of 5 U.S.C. 7301 and 42 U.S.C. 290dd-3 and 290ee-3, the Defense Mapping Agency `Blanket Routine Uses' do not apply to this system of records.

Records in this system may not be disclosed without the prior written consent of such patient, unless the disclosure would be:

To medical personnel to the extent necessary to meet a bona fide medical emergency;

To qualified personnel for the purpose of conducting scientific research, management audits, financial audits, or program evaluation, but such personnel may not identify, directly or indirectly, any individual patient in any report of such research, audit, or evaluation, or otherwise disclose patient identities in any manner; and

If authorized by an appropriate order of a court of competent jurisdiction granted after application showing good cause therefor.

Storage:

Paper records in file folders.

Filed chronologically by number; names deleted, but are known by counselor.

Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access.

Destroy when 3 years old.

Office of Human Resources, Work Force Management Division, ST A-8, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Human Resources Work Force Management Division, ST B-5, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Individuals seeking access to information about themselves contained in this system should address written inquiries to Human Resources Work Force Management Division, ST B-5, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.

Employee interviews and medical reports. Employee or relatives.

None.

B1202-17 Contracting Officer Designation Files.

NGA Contracting Officers are located at NGA Headquarters in Bethesda, MD; Reston, VA; Washington Navy Yard, Washington, DC; and NGA St. Louis, MO. Official mailing addresses are published as an appendix to NGA's compilation of systems of records notices.

Employee designated Contracting Officer and Contracting Officer Representative.

Documents reflecting the designation and rescission of Contracting Officers and Contracting Officers representative which includes the specific procurement authorities delegated.

5 U.S.C. 301, Departmental Regulations.

To maintain documents showing individual designated as Contracting Officers; to include data reflecting limitations, restrictions on authority, and background information for use in other contracts.

The DoD "Blanket Routine Uses" set forth at the beginning of NGA's compilation of systems of records notices apply to this system.

Storage:

Paper records in file folders and on electronic medium.

Information is retrieved by name of contracting officer.

Records are maintained in a secured area with access limited to authorized personnel whose duties require access. The database can only be accessed via a correct user ID and password.

Records are temporary. NGA destroys these records upon the transfer, reassignment or termination of the contracting officer.

Procurement Technician, National Geospatial-Intelligence Agency, PCP (D-15), 4600 Sangamore Road, Bethesda, MD 20816-5003.

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the National Geospatial-Intelligence Agency, Office of General Counsel, 4600 Sangamore Road, Mail stop D-10, Bethesda, MD 20816-5003.

Written requests for information should contain the full name of the individual, current address and telephone number.

Certificate of Appointment and background information on education, training, experience, Standard Form 1402, and specific information on procurement authorities delegated.

None.

B1211-03 Passport and Visa Files.

National Geospatial-Intelligence Agency, Financial Management Office, ATTN: Passport Agent, J-06, 3200 South Second Street, St. Louis, MO 63118-3399.

National Geospatial-Intelligence Agency Financial Management Office, ATTN: Passport Agent, P-3, 12310 Sunrise Valley Drive, Reston, VA 22091-3414.

Individuals Traveling Overseas on Official Government Orders.

Passports and documentation relating to passports and visas for National Geospatial-Intelligence Agency personnel, including their dependents. Included are passports, requests and receipts for passports, transmittal letters, control cards, and related documents.

5 U.S.C. 301, Departmental regulations and NIMA Instruction 5410.1, Travel Management.

Information is collected to obtain and safe keep official passports until needed for travel and to obtain necessary visas from appropriate Embassies; to notify individuals to reapply when passports expire and to return passports to the Department of State upon departure of the individual from NGA.

The DoD `Blanket Routine Uses' set forth at the beginning of DMA's compilation of systems of records notices apply to this system.

Storage:

Paper records in locked cabinets. Electronic records are maintained with restricted access requiring user name and password authorization to access network.

By name of individual.

Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access. Access to electronic record is limited to restricted access requiring user name and password authorization to access network.

Passport documentation only held in active office until separation or transfer of individual. Passport and all documentation are destroyed by active office upon separation. Letter of passport destruction is sent to State Department.

National Geospatial-Intelligence Agency, Financial Management, ATTN: Passport Agent, P-3, 12310 Sunrise Valley Drive, Reston, VA 22091-3414. National Geospatial-Intelligence Agency, Financial Management Office, ATTN: Passport Agent, J-06, 3200 South Second Street, St. Louis, MO 63118-3399.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to National Geospatial-Intelligence Agency, 4600 Sangamore Road, GC (D10), Bethesda, MD 20816-5003.

Written requests for information should contain the full name of the individual, current address and telephone number.

Individuals seeking access to information about themselves contained in this system should address written inquiries to National Geospatial-Intelligence Agency, 4600 Sangamore Road, GC (D10), Bethesda, MD 20816-5003.

Written requests for information should contain the full name of the individual, current address and telephone number.

Requests and receipt for passports and visas.

None.

National Geospatial-Intelligence Agency Official Mailing Addresses

National Geospatial-Intelligence Agency, 4600 Sangamore Road, Bethesda, MD 20816-5003.

National Geospatial-Intelligence Agency, 3200 South Second Street, St. Louis, MO 63118-3399.

National Geospatial-Intelligence Agency, 1210 Sunrise Valley Drive, Reston, VA 22091-3414.

NGA College, 5825 21st Street, Suite 106, Ft. Belvoir, VA 22060-5921.

National Defense Office of the Secretary of Defense NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY PRIVACY

Sec.

320.1 Purpose and scope.

320.2 Definitions.

320.3 Responsibilities.

320.4 Procedures for requesting information.

320.5 Disclosure of requested information.

320.6 Requests for correction or amendment to record.

320.7 Agency review of request for correction or amendment of record.

320.8 Appeal of initial adverse agency determination on correction or amendment.

320.9 Disclosure of record to person other than the individual to whom it pertains.

320.10 Fees.

320.11 Penalties.

320.12 Exemptions.

Authority: Pub. L. 93-579, 88 Stat. 1986 (5 U.S.C. 552a).

Source: 66 FR 52681, Oct. 17, 2001, unless otherwise noted.

Editorial Note:

Nomenclature changes to part 320 appear at 69 FR 2066, Jan. 14, 2004.

§ 320.1 Purpose and scope.

(a) This part is published pursuant to the Privacy Act of 1974, as amended (5 U.S.C. 552a), (hereinafter the "Privacy Act" ). This part:

(1) Establishes or advises of the procedures whereby an individual can:

(i) Request notification of whether the National Geospatial-Intelligence Agency (NGA) maintains or has disclosed a record pertaining to him in any nonexempt system of records,

(ii) Request a copy or other access to such a record or to an accounting of its disclosure,

(iii) Request that the record be amended and

(iv) Appeal any initial adverse determination of any such request;

(2) Specifies those systems of records which the Director, Headquarters NGA has determined to be exempt from the procedures established by this regulation and from certain provisions of the Privacy Act. NGA policy encompasses the safeguarding of individual privacy from any misuse of NGA records and the provision of the fullest access practicable to individuals to NGA records concerning them.

§ 320.2 Definitions.

As used in this part:

(a) Appellate authority (AA). A NGA employee who has been granted authority to review the decision of the Initial Denial Authority (IDA) that has been appealed by the Privacy Act requester and make the appeal determination for NGA on the release ability of the records in question.

(b) Individual. A living person who is a citizen of the United States or an alien lawfully admitted for permanent residence. The parent of a minor or the legal guardian of any individual also may act on behalf of an individual. Corporations, partnerships, sole proprietorships, professional groups, businesses, whether incorporated or unincorporated, and other commercial entities are not "individuals" .

(c) Initial denial authority (IDA). A NGA employee, or designee, who has been granted authority to make an initial determination for NGA that records requested in a Privacy Act request should be withheld from disclosure or release.

(d) Maintain. Includes maintain, collect, use or disseminate.

(e) Personal information. Information about an individual that identifies, relates to or is unique to, or describes him or her; e.g., a social security number, age, military rank, civilian grade, marital status, race, or salary, home/office phone numbers, etc.

(f) Record. Any item, collection, or grouping of information, whatever the storage media (e.g., paper, electronic, etc.), about an individual that is maintained by NGA, including, but not limited to education, financial transactions, medical history, criminal or employment history, and that contains the individual's name or the identifying number, symbol or other identifying particulars assigned to the individual such as a finger or voice print or a photograph.

(g) Routine use. The disclosure of a record outside the Department of Defense for a use that is compatible with the purpose for which the information was collected and maintained by the Department of Defense. The routine use must be included in the published system notice for the system of records involved.

(h) System of records. A group of records under the control of NGA from which personal information is retrieved by the individual's name or by some identifying number, symbol, or other identifying particular assigned to the individual.

(i) System manger. The NGA official who is responsible for the operation and management of a system of records.

§ 320.3 Responsibilities.

(a) Director of NGA:

(1) Implements the NGA privacy program.

(2) Designates the Director of the Public Affairs Office as the NGA Initial Denial Authority;

(3) Designates the Chief of Staff as the Appellate Authority.

(4) Designates the General Counsel as the NGA Privacy Act Officer and the principal point of contact for matters involving the NGA privacy program.

(b) NIMA General Counsel:

(1) Oversees systems of records maintained throughout NIMA, administered by Information Services. This includes coordinating all notices of new systems of records and changes to existing systems for publication in the Federal Register.

(2) Coordinates all denials of requests for access to or amendment of records.

(3) Assesses and collects fees for costs associated with processing Privacy Act requests and approves or denies requests for fee waivers. Fees collected are forwarded through Financial Management Directorate to the U.S. Treasury.

(4) Prepares the annual report to the Defense Privacy Office.

(5) Oversees investigations of allegations of unauthorized maintenance, disclosure, or destruction of records.

(6) Conducts or coordinates Privacy Act training for NGA personnel as needed, including training for public affairs officers and others who deal with the public and news media.

(1) Ensure that all personnel who either have access to a system of records or who are engaged in developing or supervising procedures for handling records in a system of records are aware of their responsibilities for protecting personal information.

(2) Prepare notices of new systems of records and changes to existing systems for publication in the Federal Register.

(3) Ensure that no records subject to this part are maintained for which a systems notice has not been published.

(4) Respond to requests by individuals for access, correction, or amendment to records maintained pursuant to the NGA privacy program.

(5) Provide recommendations to General Counsel for responses to requests from individuals for access, correction, or amendment to records.

(6) Safeguard records to ensure that they are protected from unauthorized alteration or disclosure.

(7) Dispose of records in accordance with accepted records management practices to prevent inadvertent compromise. Disposal methods such as tearing, burning, melting, chemical decomposition, pulping, pulverizing, shredding, or mutilation are considered adequate if the personal data is rendered unrecognizable or beyond reconstruction.

§ 320.4 Procedures for requesting information.

(a) Upon request in person or by mail, any individual, as defined in § 320.2, shall be informed whether or not any NGA system of records contains a record pertaining to him.

(b) Any individual requesting such information in person may appear at NGA General Counsel Office (refer to the NGA address list at paragraph (e) of this section) or at the NGA office thought to maintain the record in question and shall provide:

(1) Information sufficient to identify the record, e.g., the individual's own name, date of birth, place of birth, and, if possible, an indication of the type of record believed to contain information concerning the individual, and

(2) Acceptable identification to verify the individual's identity, e.g., driver's license, employee identification card or Medicare card.

(c) Any individual requesting such information by mail shall address the request to the Office of General Counsel (refer to paragraph (e) of this section) or NGA office thought to maintain the record in question and shall include in such request the following:

(2) A notarized statement or unsworn declaration in accordance with 28 U.S.C. 1746 to verify the individual's identity, if, in the opinion of the NGA system manager, the sensitivity of the material involved warrants.

(d) NGA procedures on requests for information. Upon receipt of a request for information made in accordance with these regulations, notice of the existence or nonexistence of any records described in such requests will be furnished to the requesting party within ten working days of receipt.

(e) Written requests for access to records should be sent to NGA Bethesda, ATTN: NGA/GC, Mail Stop D-10, 4600 Sangamore Road, Bethesda, MD 20816-5003.

(f) Requests for information made under the Freedom of Information Act are processed in accordance with "DoD Freedom of Information Act Program Regulation" (32 CFR part 286).

(g) Requests for personal information from the Government Accounting Office (GAO) are processed in accordance with DoD Directive 7650.1¹ "GAO Access to Records" .

¹Copies may be obtained via Internet at http://www.dtic.mil/whs/directives.

§ 320.5 Disclosure of requested information.

(a) Upon request by an individual made in accordance with the procedures set forth in this section, such individual shall be granted access to any pertinent record which is contained in a nonexempt NGA system of records. However, nothing in this section shall allow an individual access to any information compiled by NGA in reasonable anticipation of a civil or criminal action or proceeding.

(b) Procedures for requests for access to records. Any individual may request access to a pertinent NGA record in person or by mail.

(1) Any individual making such request in person shall appear at Office of General Counsel, NGA Bethesda, ATTN: NGA/GC, Mail Stop D-10, 4600 Sangamore Road, Bethesda, MD 20816-5003, and shall provide identification to verify the individuals' identity, e.g., driver's license, employee identification card, or Medicare card.

(2) Any individual making a request for access to records by mail shall address such request to the Office of General Counsel, NIMA Bethesda, ATTN: NGA/GC, Mail Stop D-10, 4600 Sangamore Road, Bethesda, MD 20816-5003; and shall include therein a signed, notarized statement, or an unsworn statement or declaration in accordance with 28 U.S.C. 1746, to verify identity.

(3) Any individual requesting access to records under this section in person may be accompanied by a person of the individual's own choosing while reviewing the record requested. If an individual elects to be so accompanied, said individual shall give notice of such election in the request and shall provide a written statement authorizing disclosure of the record in the presence of the accompanying person. Failure to so notify NGA in a request for access shall be deemed to be a decision by the individual not to be accompanied.

(1) Upon receipt of a request made in accordance with this section, the NGA Office of General Counsel or NGA office having responsibility for maintenance of the record in question shall release the record, or refer it to an Initial Denial Authority, who shall:

(i) Determine whether such request shall be granted.

(ii) Make such determination and provide notification within 30 working days after receipt of such request.

(iii) Notify the individual that fees for reproducing copies of records will be assessed and should be remitted before the copies may be delivered. Fee schedule and rules for assessing fees are contained in § 320.9.

(iv) Requests for access to personal records may be denied only by an agency official authorized to act as an Initial Denial Authority or Final Denial Authority, after coordination with the Office of General Counsel.

(2) If access to a record is denied because such information has been compiled by NGA in reasonable anticipation of a civil or criminal action or proceeding, the individual will be notified of such determination and his right to judicial appeal under 5 U.S.C. 552a(g).

(d) Manner of providing access.

(1) If access is granted, the individual making the request shall notify NGA whether the records requested are to be copied and mailed.

(2) If the records are to be made available for personal inspection the individual shall arrange for a mutually agreeable time and place for inspection of the record. NIMA reserves the right to require the presence of a NIMA officer or employee during personal inspection of any record pursuant to this section and to request of the individual that a signed acknowledgment of the fact be provided that access to the record in question was granted by NIMA.

§ 320.6 Request for correction or amendment to record.

(a) Any individual may request amendment of a record pertaining to said individual.

(b) After inspection of a pertinent record, the individual may file a request in writing with the NGA Office of General Counsel for amendment. Such requests shall specify the particular portions of the record to be amended, the desired amendments and the reasons, supported by documentary proof, if available.

§ 320.7 Agency review of request for correction or amendment of record.

(a) Not later than 10 working days after receipt of a request to amend a record, in whole or in part, the NGA Office of General Counsel, or NGA office having responsibility for maintenance of the record in question, shall correct any portion of the record which the individual demonstrates is not accurate, relevant, timely or complete, and thereafter either inform the individual of such correction or process the request for denial.

(b) Denials of requests for amendment of a record will be made only by an agency official authorized to act as an Initial Denial Authority, after coordination with the Office of General Counsel. The denial letter will inform the individual of the denial to amend the record setting forth the reasons therefor and notifying the individual of his right to appeal the decision to NGA.

(c) Any person or other agency to whom the record has been previously disclosed shall be informed of any correction or notation of dispute with respect to such records.

(d) These provisions for amending records are not intended to permit the alteration of evidence previously presented during any administrative or quasi-judicial proceeding, such as an employee grievance case. Any changes in such records should be made only through the established procedures for such cases. Further, these provisions are not designed to permit collateral attack upon what has already been the subject of an administrative or quasi-judicial action. For example, an individual may not use this procedure to challenge the final decision on a grievance, but the individual would be able to challenge the fact that such action has been incorrectly recorded in his file.

§ 320.8 Appeal of initial adverse agency determination on correction or amendment.

(a) An individual whose request for amendment of a record pertaining to him may further request a review of such determination in accordance with this section.

(b) Not later than 30 working days following receipt of notification of denial to amend, an individual may file an appeal of such decision with NGA. The appeal shall be in writing, mailed or delivered to NGA, ATTN: Mail Stop D-10, 4600 Sangamore Road, Bethesda, MD 20816-5003. The appeal must identify the records involved, indicate the dates of the request and adverse determination, and indicate the express basis for that determination. In addition, the letter of appeal shall state briefly and succinctly the reasons why the adverse determination should be reversed.

(c) Upon appeal from a denial to amend a record the NGA Appellate Authority or designee shall make a determination whether to amend the record and must notify the individual of that determination by mail, not later than 10 working days after receipt of such appeal, unless extended pursuant to paragraph (d) of this section.

(1) The Appellate Authority or designee shall also notify the individual of the provisions of the Privacy Act of 1974 regarding judicial review of the NGA Appellate Authority's determination.

(2) If on appeal the denial to amend the record is upheld, the individual shall be permitted to file a statement setting forth the reasons for disagreement with the Appellate Authority's determination and such statement shall be appended to the record in question.

(d) The Appellate Authority or designee may extend up to 30 days the time period in which to make a determination on an appeal from denial to amend a record for the reason that a fair and equitable review cannot be completed within the prescribed time period.

§ 320.9 Disclosure of record to person other than the individual to whom it pertains.

(a) No officer or employee of NGA will disclose any record which is contained in a system of records, by any means of communication to any person or agency within or outside the Department of Defense without the request or consent of the individual to whom the record pertains, except as described in to 32 CFR 310.41; Appendix C to part 310 of this chapter; and/or a NGA Privacy Act system of records notice.

(b) Any such record may be disclosed to any person or other agency only upon written request, of the individual to whom the record pertains.

(c) In the absence of a written consent from the individual to whom the record pertains, such record may be disclosed only provided such disclosure is:

(1) To those officers and employees of the DoD who have a need for the record in the performance of their duties.

(2) Required under the Freedom of Information Act (32 CFR part 286).

(3) For a routine use established within the system of records notice.

(4) To the Bureau of Census for purposes of planning or carrying out a census or survey or related activity pursuant to the provisions of title 13.

(5) To a recipient who has provided the NGA with adequate advance written assurance that the record will be used solely as a statistical research or reporting record and the record is transferred in a form that is not individually identifiable and will not be used to make any decisions about the rights, benefits or entitlements of an individual.

(6) To the National Archives of the United States as a record which has sufficient historical or other value to warrant its continued preservation by the U.S. Government or for evaluation by the Administrator of the General Services Administration or his designee to determine whether the record has such value.

(7) To another agency or to an instrumentality of any governmental jurisdiction within or under the control of the U.S. for a civil or criminal law enforcement activity authorized by law, provided the head of the agency or instrumentality has made a prior written request to the Director, NGA specifying the particular record and the law enforcement activity for which it is sought.

(8) To a person pursuant to a showing of compelling circumstances affecting the health or safety of an individual, if upon such disclosure notification is transmitted to the last known address of such individual.

(9) To either house of Congress, and, to the extent of the matter within its jurisdiction, any committee or subcommittee or joint committee of Congress.

(10) To the Comptroller General or any of his authorized representatives in the course of the performance of the duties of the GAO.

(11) Under an order of a court of competent jurisdiction.

(12) To a consumer reporting agency in accordance with section 3711(f) of title 31.

(d) Except for disclosures made pursuant to paragraphs (c)(1) and (2) of this section, an accurate accounting will be kept of the data, nature and purpose of each disclosure of a record to any person or agency, and the name and address of the person or agency to whom the disclosure was made. The accounting of disclosures will be made available for review by the subject of a record at his request except for disclosures made pursuant to paragraph (c)(7) of this section. If an accounting of disclosure has been made, any person or agency contained therein will be informed of any correction or notation of dispute made pursuant to section 320.6 of this part.

§ 320.10 Fees.

Individuals may request copies for retention of any documents to which they are granted access to NGA records pertaining to them. Requesters will not be charged for the first copy of any records provided; however, duplicate copies will require a charge to cover costs of reproduction. Such charges will be computed in accordance with 32 CFR part 310.

§ 320.11 Penalties.

The Privacy Act of 1974 (5 U.S.C. 552a(i)(3)) makes it a misdemeanor subject to a maximum fine of $5,000, to knowingly and willfully request or obtain any record concerning an individual under false pretenses. The Act also establishes similar penalties for violations by NGA employees of the Act or regulations established thereunder.

§ 320.12 Exemptions.

(a) Exempt systems of record. All systems of records maintained by the NGA and its components shall be exempt from the requirements of 5 U.S.C. 552a(d) pursuant to 5 U.S.C. 552a(k)(1) to the extent that the system contains any information properly classified under Executive Order 12958 and that is required by Executive Order to be withheld in the interest of national defense or foreign policy. This exemption is applicable to parts of all systems of records, including those not otherwise specifically designated for exemptions herein, which contain isolated items of properly classified information.

(b) System identifier and name: B0210-07, Inspector General Investigative and Complaint Files.

(1) Exemptions: (i) Investigative material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.

(ii) Investigative material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.

(iii) Therefore, portions of this system of records may be exempt pursuant to 5 U.S.C. 552a(k)(2) and/or (k)(5) from the following subsections of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f).

(2) Authority: 5 U.S.C. 552a(k)(2) and (k)(5).

(3) Reasons: (i) From subsection (c)(3) because to grant access to the accounting for each disclosure as required by the Privacy Act, including the date, nature, and purpose of each disclosure and the identity of the recipient, could alert the subject to the existence of the investigation or prosecutable interest by the NGA or other agencies. This could seriously compromise case preparation by prematurely revealing its existence and nature; compromise or interfere with witnesses or make witnesses reluctant to cooperate; and lead to suppression, alteration, or destruction of evidence.

(ii) From subsections (d) and (f) because providing access to investigative records and the right to contest the contents of those records and force changes to be made to the information contained therein would seriously interfere with and thwart the orderly and unbiased conduct of the investigation and impede case preparation. Providing access rights normally afforded under the Privacy Act would provide the subject with valuable information that would allow interference with or compromise of witnesses or render witnesses reluctant to cooperate; lead to suppression, alteration, or destruction of evidence; enable individuals to conceal their wrongdoing or mislead the course of the investigation; and result in the secreting of or other disposition of assets that would make them difficult or impossible to reach in order to satisfy any Government claim growing out of the investigation or proceeding.

(iii) From subsection (e)(1) because it is not always possible to detect the relevance or necessity of each piece of information in the early stages of an investigation. In some cases, it is only after the information is evaluated in light of other evidence that its relevance and necessity will be clear.

(iv) From subsections (e)(4)(G) and (H) because this system of records is compiled for investigative purposes and is exempt from the access provisions of subsections (d) and (f).

(v) From subsection (e)(4)(I) because to the extent that this provision is construed to require more detailed disclosure than the broad, generic information currently published in the system notice, an exemption from this provision is necessary to protect the confidentiality of sources of information and to protect privacy and physical safety of witnesses and informants. NGA will, nevertheless, continue to publish such a notice in broad generic terms, as is its current practice.

(vi) Consistent with the legislative purpose of the Privacy Act of 1974, NGA will grant access to nonexempt material in the records being maintained. Disclosure will be governed by NGA's Privacy Regulation, but will be limited to the extent that the identity of confidential sources will not be compromised; subjects of an investigation of an actual or potential criminal or civil violation will not be alerted to the investigation; the physical safety of witnesses, informants and law enforcement personnel will not be endangered; the privacy of third parties will not be violated; and that the disclosure would not otherwise impede effective law enforcement. Whenever possible, information of the above nature will be deleted from the requested documents and the balance made available. The controlling principle behind this limited access is to allow disclosures except those indicated in this paragraph. The decisions to release information from these systems will be made on a case-by-case basis.

[66 FR 52681, Oct. 17, 2001, as amended at 67 FR 55724, Aug. 30, 2002]