[Federal Register Volume 64, Number 158 (Tuesday, August 17, 1999)]
[Notices]
[Pages 44704-44716]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-21237]
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DEPARTMENT OF DEFENSE
Defense Security Service
Privacy Act of 1974; System of Records
AGENCY: Defense Security Service, DoD.
ACTION: Notice to Amend Systems of Records.
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SUMMARY: The Defense Security Service (DSS) is amending existing
Privacy Act systems of records notices in its existing inventory of
record systems subject to the Privacy Act of 1974, (5 U.S.C. 552a), as
amended.
In addition, the name of the agency is being changed to `DEFENSE
SECURITY SERVICE' in the preamble to the agency's compilation of
systems of records notices.
DATES: The actions will be effective on September 16, 1999, comments
are received that would result in a contrary determination.
ADDRESSES: Send comments to Office of the General Counsel, Defense
Security Service, 1340 Braddock Place, Alexandria, VA 22314-1651.
FOR FURTHER INFORMATION CONTACT: Mr. Leslie Blake (703) 325-9450.
SUPPLEMENTARY INFORMATION: The Defense Security Service notices for
systems of records subject to the Privacy Act of 1974 (5 U.S.C. 552a),
as amended, have been published in the Federal Register and are
available from the address above.
The specific changes to the record systems being amended are set
forth below followed by the notices, as amended, published in their
entirety. The proposed amendments are not within the purview of
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended,
which requires the submission of a new or altered system report.
In addition, the name of the agency is being changed to `DEFENSE
SECURITY SERVICE' in the preamble to the agency's compilation of
systems of records notices.
[[Page 44705]]
Dated: August 11, 1999.
L. M. BYNUM,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
Deletions
V4-06
System name:
Federal Personnel Management System (FPMS) (February 22, 1993, 58
FR 10904).
Reason: Records contained within this system of records are covered
by multiple government-wide Privacy Act systems of records notices.
V7-02
System name:
Guest/Instructor Identification Records (February 22, 1993, 58 FR
10904).
Reason: Records contained within this system of records have been
incorporated into V7-01, entitled `Enrollment, Registration and Course
Completion Record'.
V8-01
System name:
Industrial Personnel Security Clearance File (February 22, 1993, 58
FR 10904).
Reason: Records contained within this system of records have been
incorporated into V5-03, entitled `Case Control Management System'.
Amendments
V4-07
System name:
Adverse Actions, Grievance Files, and Administrative Appeals
(August 9, 1993, 58 FR 42304).
Changes:
* * * * *
Authority for maintenance of the system:
Delete entry and replace with `5 U.S.C. 301, Departmental
Regulations, Chapter 77; and E.O. 9397 (SSN).'
* * * * *
V4-07
System name:
Adverse Actions, Grievance Files, and Administrative Appeals.
System location:
Defense Security Service, Employee Relations Office, 1340 Braddock
Place, Alexandria, VA 22314-1651.
Categories of individuals covered by the system:
All agency employees and some former employees who are directly
affected by grievances, complaints, and adverse actions.
Categories of records in the system:
Case files and related records pertaining to administrative
inquiries into allegations of misconduct, statements of witnesses,
employee's statements, reports of interviews and hearings, hearing
notices, letters of decision, records of appeals and reconsideration
requests, reversals of actions, notices of proposed action with
supporting documents.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations, Chapter 77; and E.O. 9397
(SSN).
Purpose(s):
Records are used in the investigation and preparation of a case for
initial disposition, and possible subsequent determinations in the
event of appeal or reconsideration. Records are available for use by
the examiner of the original case, or at the appellate level, both
within and outside DSS.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' published at the beginning of DSS'
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records:
Storage:
Paper records in file folders.
Retrievability:
Filed alphabetically by name.
Safeguards:
Records are maintained in locked containers accessible only to
authorized personnel.
Retention and disposal:
Disciplinary action files are destroyed four years after the case
is closed. Grievance and administrative appeals files are destroyed
four years after the case is closed. Letters of Reprimand are destroyed
within two years of the date the case is closed. Performance-based
action files are destroyed one year after the case is closed.
Destruction is accomplished by burning or shredding.
System manager(s) and address:
Defense Security Service, Chief, Employee Relations Office, 1340
Braddock Place, Alexandria, VA 22314-1651.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Defense Security Service, Office of FOI and PA, 1340 Braddock
Place, Alexandria, VA 22314-1651.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Defense Security Service, Office of FOI and PA, 1340 Braddock Place,
Alexandria, VA 22314-1651.
Individuals need to provide full name and all maiden and alias
names under which files may be maintained. Note: Social Security
Numbers may be necessary for positive identification of certain
records.
Personal visits will require a valid driver's license or other
picture identification and are limited to the Defense Security Service,
Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
Contesting record procedures:
DSS' rules for accessing records, contesting contents, and
appealing initial agency determinations are contained in DSS Regulation
01-13; 32 CFR part 321; or may be obtained from the Defense Security
Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA
22314-1651.
Record source categories:
Supervisors, complainants, investigators, and appropriate law
enforcement agencies.
Exemptions claimed for the system:
None.
V4-11
System name:
DSS Drug-Free Workplace Files (February 22, 1993, 58 FR 10904).
Changes:
* * * * *
Retention and disposal:
Replace first sentence with `Records are destroyed after two
years.'
* * * * *
V4-11
System name:
DSS Drug-Free Workplace Files.
[[Page 44706]]
System location:
Defense Security Service, Employee Relations Office, 1340 Braddock
Place, Alexandria, VA 22314-1651.
Categories of individuals covered by the system:
Employees of, and applicants for positions with, the Defense
Security Service.
Categories of records in the system:
Records relating to the selection, notification, and urinalysis
testing of employees and applicants for illegal drug use; collection
authentication and chain of custody documents; and laboratory test
results.
Authority for maintenance of the system:
5 U.S.C. 7301 and 7361; Pub. L. 100-71; E.O. 12564, Drug-Free
Federal Workplace and 9397 (SSN); and Department of Defense Directive
1010.9, DoD Civilian Employee Drug Abuse Testing Program.
Purpose(s):
The system contains Drug Program Coordinator records on the
selection, notification, and testing (i.e., urine specimens, drug test
results, chain of custody records, etc.) of employees and applicants
for employment for illegal drug use.
Records contained in this system are also used by the Defense
Security Service's Medical Review Officer; the Administrator of any
Employee Assistance Program in which the employee is receiving
counseling or treatment or is otherwise participating; and supervisory
or management officials having authority to recommend or take adverse
actions.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
In order to comply with provisions of 5 U.S.C. 7301, the DSS
`Blanket Routine Uses' do not apply to this system of records.
To a court of competent jurisdiction where required by the United
States Government to defend against any challenge against any adverse
personnel action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are maintained in file folders. Electronic records
exist on diskettes or other machine-readable media.
Retrievability:
Records are retrieved by employee or applicant name, Social
Security Number, collection site, and/or date of testing.
Safeguards:
Paper records and diskettes are maintained in locked containers
accessible only to authorized personnel. All employee and applicant
records are maintained and used with the highest regard for the
individual's privacy. Only persons with a need-to-know and trained in
the handling of information protected by the Privacy Act have access to
the system.
Retention and disposal:
Records are destroyed after two years. Records regarding applicants
not accepted for employment will be destroyed 6 months after the
testing date. Destruction of paper records is accomplished by shredding
or burning. Electronic records are erased or overwritten.
System manager(s) and address:
Defense Security Service, Chief, Employee Relations Office, 1340
Braddock Place, Alexandria, VA 22314-1651.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Defense Security Service, Office of FOI and PA, 1340 Braddock
Place, Alexandria, VA 22314-1651.
The individual must provide their full name, Social Security
Number, the title, series, and grade of the position they occupied or
applied for when the drug test was conducted, and the month and year of
the test.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system should address written inquiries to the Defense Security
Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA
22314-1651.
The request for access must contain the individual's full name and
Social Security Number.
Personal visits will require a valid driver's license or other
picture identification and are limited to the Defense Security Service,
Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
Contesting record procedures:
DSS' rules for accessing records, contesting contents, and
appealing initial agency determinations are contained in DIS Regulation
01-13; 32 CFR part 321; or may be obtained from the Defense Security
Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA
22314-1651.
Record source categories:
Urine specimen collection facilities, drug testing laboratories,
Medical Review Officers, and test subjects.
Exemptions claimed for the system:
None.
V5-01
System name:
Investigative Files System (February 22, 1993, 58 FR 10904).
Changes:
* * * * *
System name:
Delete entry and replace with `Personnel Security Investigative
File Automation Subsystem'.
System location:
Delete entry and replace with `Defense Security Service,
Investigative Files Division, P.O. Box 46060, Baltimore, MD 21240-
6060.'
* * * * *
Storage:
Delete entry and replace with `Records are maintained on magnetic
media to include disk, tape and microfilm. Some paper records may still
exist on cases which have not yet been converted to magnetic media and
on records containing classified information.'
Retrievability:
Delete entry and replace with `Information is retrieved Social
Security Number.'
Safeguards:
Delete entry and replace with `Completed investigative records are
stored in secured areas accessible only to authorized DSS personnel who
have a need-to-know. Paper records are maintained in safes and locked
rooms and magnetic media records are protected from access by `fail-
safe' system software. The entire building housing these records are
controlled by guards/visitor register.'
* * * * *
[[Page 44707]]
System manager(s) and address:
Delete entry and replace with `Defense Security Service, Director,
Operations Center Baltimore, P.O. Box 46060, Baltimore, MD 21240-6060.'
* * * * *
V5-01
System name:
Personnel Security Investigative File Automation Subsystem.
System location:
Defense Security Service, Investigative Files Division, P.O. Box
46060, Baltimore, MD 21240-6060.
Categories of individuals covered by the system:
Military personnel who are active duty; applicants for enlistment
or appointment; members of Reserve units; National guardsmen; DoD
civilian personnel who are paid from appropriated funds; industrial or
contractor personnel who are working in private industry in firms which
have contracts involving access to classified DoD information or
installations; Red Cross personnel and personnel paid from
nonappropriated funds who have DoD affiliation; ROTC cadets; former
military personnel; and individuals residing on, have authorized
official access to, or conducting or operating any business or other
functions at any DoD installation or facility.
Categories of records in the system:
Official Reports of Investigation (ROIs) prepared by DSS or other
DoD, federal, state, or local official investigative activities;
industrial security administrative inquiries (AISs).
Attachments to ROIs or AISs including exhibits, subject or
interviewee statements, police records, medical records, credit bureau
reports, employment records, education records, release statements,
summaries of, or extracts from other similar records or reports.
Case control and management documents which are not reports of
investigation, but which serve as the basis for investigation, or which
serve to guide and facilitate investigative activity, including
documents providing the data to open and conduct the case; and
documents initiated by the subject.
DSS file administration and management documents accounting for the
disclosure of, control of, and access to a file.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security
Requirements for Government Employment; DoD Directive 5105.42, Defense
Security Service; DoD Directive 5200.2, Department of Defense Personnel
Security Program; DoD Directive 5200.27 (Section IV A and B),
Acquisition of Information Concerning Persons and Organizations not
Affiliated with the Department of Defense; DoD Directive 5220.6,
Defense Industrial Personnel Security Clearance Program Review; DoD
Directive 5220.28, Application of Special Eligibility and Clearance
Requirements in the SIOP-ESI Program for Contractor Employees, and 18
U.S.C. 3056, Powers and Duties of the Secret Service and E.O. 9397
(SSN).
Purpose(s):
To ensure that the acceptance or retention of persons in sensitive
DoD positions or granting individuals including those employed in
defense industry access to classified information is clearly consistent
with national security.
To determine the loyalty, suitability, eligibility, and general
trustworthiness of individuals for access to defense information and
facilities.
To determine the eligibility and suitability of individuals for
entry into and retention in the Armed Forces.
To provide information pertinent to the protection of persons under
the provisions of 18 U.S.C. 3056, Powers and Duties of the Secret
Service.
For use in criminal law enforcement investigations, including
statutory violations and counterintelligence as well as
counterespionage and other security matters.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
For maintenance and use by the requesting activity when collected
during reciprocal investigations conducted for other DoD and federal
investigative elements.
For dissemination to federal agencies or other DoD components when
information regarding personnel security matters is reported by
Information Summary Report.
The `Blanket Routine Uses' published at the beginning of DSS'
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on magnetic media to include disk, tape and
microfilm. Some paper records may still exist on cases which have not
yet been converted to magnetic media and on records containing
classified information.
Retrievability:
Information is retrieved Social Security Number.
Safeguards:
Completed investigative records are stored in secured areas
accessible only to authorized DSS personnel who have a need-to-know.
Paper records are maintained in safes and locked rooms and magnetic
media records are protected from access by `fail-safe' system software.
The entire building housing these records are controlled by guards/
visitor register.
Retention and disposal:
Retention of closed DSS investigative files is authorized for 15
years maximum, except as follows:
(1) Files which have resulted in final adverse action against an
individual will be retained 25 years;
(2) Files developed on persons who are being considered for
affiliation with the Department of Defense will be destroyed within one
year if the affiliation is not completed. In cases involving a pre-
appointment investigation, if the appointment is not made due to
information developed by investigation, the file will be retained 25
years upon notification from the requester for which the investigation
was conducted. If the appointment is not made due to information
developed by investigation, the file will be retained 25 years upon
notification from he requester for which the investigation was
conducted. If the appointment is not made for another reason not
related to the investigation, the file will be destroyed within one
year upon notification from the requesting agency service;
(3) Files concerning unauthorized disclosure of classified
information and other specialized investigation files will be retained
for 15 years; and
(4) Information within the purview of the Department of Defense
Directive 5200.27, Acquisition of Information concerning Persons and
Organizations not Affiliated with the Department of Defense, is
destroyed within one year after acquisition by DSS unless its retention
is required by law or unless its
[[Page 44708]]
retention has been specifically authorized by the Secretary of Defense
or his designee;
(5) Reciprocal investigations are retained for only 60 days; and
(6) Partial duplicate records of personnel security investigations
are retained for 60 days by DSS field elements.
System manager(s) and address:
Defense Security Service, Director, Operations Center Baltimore,
P.O. Box 46060, Baltimore, MD 21240-6060.
Notification procedures:
Individuals seeking to determine whether information about
themselves is contained in this system should send written inquiries to
the Defense Security Service, Office of FOI and PA, 1340 Braddock
Place, Alexandria, VA 22314-1615.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquires to the Defense
Security Service, Privacy Act Branch, PO Box 46060, Baltimore, MD
21240-6060.
A request for information must contain the full name and Social
Security Number of the subject individual. Personal visits will require
a valid driver's license or other picture identification and are
limited to the Defense Security Service, Privacy Act Branch, 881
Elkridge Landing Road, Linthicum, MD 21090-2902.
Contesting record procedures:
DSS' rules for accessing records, contesting contents, and
appealing initial agency determinations are contained in DSS Regulation
01-13; 32 CFR part 321; or may be obtained from the Defense Security
Service, Office of FOI and PA, 1340 Braddock Place, Alexandria VA
22314-1651.
Record source categories:
Subjects of investigations, records of other DoD activities and
components, Federal, state, county, and municipal records, employment
records of private business and industrial firms. Educational and
disciplinary records of schools, colleges, universities, technical and
trade schools. Hospital, clinic, and other medical records.
Records of commercial enterprises such as real estate agencies,
credit bureaus, loan companies, credit unions, banks, and other
financial institutions which maintain credit information on
individuals.
The interview of individuals who are thought to have knowledge of
the subject's background and activities.
The interview of witnesses, victims, and confidential sources.
The interview of any individuals deemed necessary to complete the
DSS investigation.
Miscellaneous directories, rosters, and correspondence.
Any other type of record deemed necessary to complete the DSS
investigation.
Exemptions claimed for the system:
Investigatory material compiled for law enforcement purposes may be
exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is
denied any right, privilege, or benefit for which he would otherwise be
entitled by Federal law or for which he would otherwise be eligible, as
a result of the maintenance of such information, the individual will be
provided access to such information except to the extent that
disclosure would reveal the identity of a confidential source.
Records maintained in connection with providing protective services
to the President and other individuals under 18 U.S.C. 3506, may be
exempt pursuant to 5 U.S.C. 552a(k)(3).
Investigatory material compiled solely for the purpose of
determining suitability, eligibility, or qualifications for federal
civilian employment, military service, federal contracts, or access to
classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5),
but only to the extent that such material would reveal the identity of
a confidential source.
An exemption rule for this record system has been promulgated in
accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3),
(c) and (e) and published in 32 CFR part 321. For additional
information contact the system manager.
V5-02
System name:
Defense Central Index of Investigations (DCII) (February 22, 1993,
58 FR 10904).
Changes:
* * * * *
System name:
Delete entry and replace with `Defense Clearance and Investigations
Index (DCII)'.
System location:
Delete entry and replace with `Primary location: Defense Security
Service, Operation Center-Baltimore, 881 Elkridge Landing Road,
Linthicum, MD, 21090-2902.
Secondary locations: Air Force (Headquarters 497th IG/INS); Air
Force Office of Special Investigations; Army Central Clearance
Facility; Army Crime Records Center; Army Investigative Records
Repository; Defense Intelligence Agency; Defense Office of Hearings and
Appeals; DoD Inspector General; Joint Staff; National Reconnaissance
Office; National Security Agency; Naval Criminal Investigative Service;
Navy Central Adjudicative Facility; U.S. Coast Guard; and the
Washington Headquarters Services. For specific addresses of the
secondary locations, please contact the Primary location.
Categories of records in the system:
In 1st sentence delete `DCII MASTER INDEX'. At the end of the 1st
paragraph add `The index may also include investigative record
information/clearance data submitted by other Federal agencies (i.e.
National Security Agency, Coast Guard).'
In paragraph 5, add `NAC Histories that were opened after January
4, 1999 will reflect investigations for subjects that do not require a
clearance (e.g. Red Cross or USO personnel being assigned with the
Armed Forces overseas).'
Replace paragraph 6 with `CLEARANCE TRACING: A record of a
clearance determination by an adjudicative agency. It identifies the
individual by name and personal identifiers, the agency that submitted
the clearance entry, the date it was granted, the eligibility level of
the clearance, the level of access granted, the access granted date,
the type and date of the investigation that formed the basis for the
clearance determination, the category of the subject, the separation
date and any files used in the adjudicative process.
DCII IMPERSONAL TITLE TRACING: A record of organizations,
contractor locations and incidents that were subjects of DoD
investigations or DSS Facility NACs. There have been no new impersonal
titles added to the DCII since April 19, 1997, when DSS stopped
conducting Facility NACs.'
* * * * *
Storage:
Delete entry and replace with `The DCII is stored on disk within a
Corporate Database (CDB). The CDB has a mirrored structure (duplicate
file) to provide immediate recovery in case of disk failure. It is
regularly backed up onto magnetic tape for storage as a contingency in
case of system of disk failure.'
* * * * *
[[Page 44709]]
Safeguards:
Delete entry and replace with `The DSS facility housing the DCII is
protected by security personnel (guards) at all times. Access to the
computer room is controlled by combination lock and identification
badges, which are issued only to authorized individuals. Generalized
validation is provided through online and batch edit criteria that must
be honored before an information request or update will occur.
Identification (account codes and passwords) and authentication is
required at the DSS firewall and again at the database before
information can be accessed. All data transfers and information
retrievals that use remote communication facilities are encrypted.
Activities must be a part of DoD/Federal Government and accredited on
the basis of authorized requirements before a new terminal is
established or before batch request will be honored and processed.
Organizations authorized access are responsible for ensuring that
individuals and organizations to whom they disclose DCII information
have appropriate authority and need-to-know.'
* * * * *
V5-02
System name:
Defense Clearance and Investigations Index (DCII).
System location:
Primary location: Defense Security Service, Operation Center-
Baltimore, 881 Elkridge Landing Road, Linthicum, MD, 21090-2902.
Secondary locations: Air Force (Headquarters 497th IG/INS); Air
Force Office of Special Investigations; Army Central Clearance
Facility; Army Crime Records Center; Army Investigative Records
Repository; Defense Intelligence Agency; Defense Office of Hearings and
Appeals; DoD Inspector General; Joint Staff; National Reconnaissance
Office; National Security Agency; Naval Criminal Investigative Service;
Navy Central Adjudicative Facility; U.S. Coast Guard; and the
Washington Headquarters Services. For specific addressees of the
secondary locations, please contact the Primary location.
Categories of individuals covered by the system:
Any person described as a subject or a victim or who is a cross-
reference in an investigation completed by or for a DoD investigative
organization when that investigation is retained by the organization
and the name is submitted for central indexing.
Categories of records in the system:
The index is composed of investigations conducted by DoD
investigative organizations, locator references to such investigations,
and security clearances granted by DoD components. Records contain
names and other personal identifying information on individuals,
including security clearance data on Department of Defense contractor
employees who are indexed. The index may also include investigative
record information/clearance data submitted by other Federal agencies
(i.e. National Security Agency, Coast Guard).
FILE TRACING: Reference to an investigation maintained by one of
the investigative records repositories. It identifies the individual by
name and personal identifiers, the custodian of the file, the year
indexed, and the number used by the repository to locate the file.
OPEN CASE TRACING: A record input by DoD investigative activities
or the National Security Agency reflecting the existence of an
investigation in progress. It identifies the subject individual by name
and personal identifiers, the location of the open investigation, the
year indexed, and the number used to locate the investigative number.
NAC PENDING TRACING: Record of a National Agency Check (NAC)
investigation in progress. It identifies the subject individual by
name, personal identifiers, the case number, the category of the
requester of the NAC, and the type of NAC being run.
NAC HISTORY TRACING: A record of completed favorable, or
incomplete, national agency checks. It identifies the individual by
name and personal identifiers, the date the NAC was completed, and the
agencies that were checked. NAC Histories that were opened after
January 4, 1999 will reflect investigations for subjects that do not
require a clearance (e.g. Red Cross or USO personnel being assigned
with the Armed Forces overseas).
CLEARANCE TRACING: A record of a clearance determination by an
adjudicative agency. It identifies the individual by name and personal
identifiers, the agency that submitted the clearance entry, the date it
was granted, the eligibility level of the clearance, the level of
access granted, the access granted date, the type and date of the
investigation that formed the basis for the clearance determination,
the category of the subject, the separation date and any files used in
the adjudicative process.
DCII IMPERSONAL TITLE TRACING: A record of organizations,
contractor locations and incidents that were subjects of DoD
investigations or DSS Facility NACs. There have been no new impersonal
titles added to the DCII since April 19, 1997, when DSS stopped
conducting Facility NACs.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security
Requirements for Government Employment; DoD Directive 5200.2, DoD
Personnel Security Program (32 CFR part 156); DoD Directive 5105.42,
Defense Security Service; and E.O. 9397 (SSN).
Purpose(s):
To determine the existence and location of DoD investigative
records for granting clearances, for access to defense installations,
and for entry into military service or employment in sensitive civilian
positions; and to reflect security clearance information pertaining to
DoD Components and Defense contractor personnel.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' published at the beginning of DSS'
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
The DCII is stored on disk within a Corporate Database (CDB). The
CDB has a mirrored structure (duplicate file) to provide immediate
recovery in case of disk failure. It is regularly backed up onto
magnetic tape for storage as a contingency in case of system of disk
failure.
Retrievability:
Index records are accessed through name and at least one personal
identifier (PID). Personal identifiers are: date of birth, place of
birth, and Social Security Number. Inquiries may enter the system by
being keyed in at remote terminals. A nonstandard retrieval capability
also exists which permits retrieval without PID or on parts of a name
and produces references to all individuals by that name. It should be
noted that in many cases the subject's SSN is necessary to make a
positive identification. Name Only Index records
[[Page 44710]]
are accessed through the name or some portion thereof. Records are
retrieved based on an exact match with the name submitted. Inquiries
are made by local and remote terminals via compliant client-server
software.
Safeguards:
The DSS facility housing the DCII is protected by security
personnel (guards) at all times. Access to the computer room is
controlled by combination lock and identification badges, which are
issued only to authorized individuals. Generalized validation is
provided through online and batch edit criteria that must be honored
before an information request or update will occur. Identification
(account codes and passwords) and authentication is required at the DSS
firewall and again at the database before information can be accessed.
All data transfers and information retrievals that use remote
communication facilities are encrypted. Activities must be a part of
DoD/Federal Government and accredited on the basis of authorized
requirements before a new terminal is established or before batch
request will be honored and processed. Organizations authorized access
are responsible for ensuring that individuals and organizations to whom
they disclose DCII information have appropriate authority and need-to-
know.
Retention and disposal:
OPEN CASE TRACINGS are retained for as long as the investigation is
open. Upon completion of the investigation, the open case tracings are
replaced by a file tracing.
FILE TRACINGS are retained for a period corresponding to the
retention of investigative files described in DSS Personnel Security
Investigative File Automation Subsystem. However, each agency has the
responsibility of deleting their own file tracings.
NAC PENDING TRACINGS are retained until completion of the NAC. At
that time they are replaced by a NAC history tracing.
NAC HISTORY TRACINGS are automatically deleted 15 years from the
date of completion of the NAC. Specific action may be taken to delete
the record sooner. A subsequent favorable NAC will be entered as a new
history record and automatically delete the previous history record.
CLEARANCE TRACINGS are maintained until deleted by the submitting
agency. For DSS this is when the clearance is denied, revoked or no
longer needed by the subject (death or separation from service/
employment).
DCII IMPERSONAL TITLE TRACINGS are retained for a period
corresponding to the retention of investigative files described in the
DSS Personnel Security Investigative File Automation Subsystem (V5-01).
System manager(s) and address:
Office of the Assistant Secretary of Defense (C3I), Deputy Director
for Personnel Security, 3040 Defense Pentagon, Washington, DC 20301-
3040.
Defense Security Service, Director, Operations Center Baltimore,
881 Elkridge Landing Road, Linthicum, MD 21090-2902.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Defense Security Service, Office of FOI and PA, 1340 Braddock
Place, Alexandria, VA 22314-1651.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system should address written inquiries to the Defense Security
Service, Privacy Act Branch, P.O. Box 46060, Baltimore, MD 21240-6060.
A request for information must contain the full name and Social
Security Number of the subject individual. Personal visits will require
a valid driver's license or other picture identification and are
limited to the Defense Security Service, Privacy Act Branch, 881
Elkridge Landing Road, Linthicum, MD 21090-2902.
Contesting record procedures:
DSS' rules for accessing records, contesting contents, and
appealing initial agency determinations are contained in DSS Regulation
01-13: 32 CFR part 321; or may be obtained from the Defense Security
Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA
22314-1651.
Record source categories:
DoD investigative organizations listed in the `System location'
caption (excluding DISCO); Defense Logistics Agency, ATTN: DLAH-T;
Director of Security, National Security Agency, ATTN: M-552, Fort
Meade, MD 20755; Assistant Chief of Staff of Intelligence (ACSI),
Department of the Army, ATTN: Counterintelligence Division, Washington,
DC 20314.
Exemptions claimed for the system:
Investigatory material compiled for law enforcement purposes may be
exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is
denied any right, privilege, or benefit for which he would otherwise be
entitled by Federal law or for which he would otherwise be eligible, as
a result of the maintenance of such information, the individual will be
provided access to such information except to the extent that
disclosure would reveal the identity of a confidential source.
An exemption rule for this record system has been promulgated in
accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3),
(c) and (e) and published in 32 CFR part 321. For additional
information contact the system manager.
V5-04
System name:
Counterintelligence Issues Database (CII-DB) (October 3, 1995, 60
FR 51781).
Changes:
* * * * *
System location:
Delete entry and replace with `Defense Security Service,
Information Assurance and Counterintelligence Office (IACI), 1340
Braddock Place, Alexandria, VA 22314-1651.'
Categories of individuals covered by the system:
Add to the end of the entry `Persons who have solicited from
industrial contractors/DoD installations information which may appear
to be sensitive in nature'.
* * * * *
System manager(s) and address:
Delete entry and replace with `Defense Security Service,
Information Assurance and Counterintelligence, 1340 Braddock Place,
Alexandria, VA 22314-1651.'
* * * * *
V5-04
System name:
Counterintelligence Issues Database (CII-DB).
System location:
Defense Security Service, Information Assurance and
Counterintelligence Office (IACI), 1340 Braddock Place, Alexandria, VA
22314-1651.
Categories of individuals covered by the system:
Persons of Counterintelligence interest in the following
categories: Military personnel who are on active duty; applicants for
enlistment or appointment; members of Reserve units; National Guard
members; DoD civilian personnel, who are paid with
[[Page 44711]]
appropriate or non appropriated funds; industrial or contractor
personnel who are working in private industry in firms which have
contracts involving access to classified DoD information or
installations; Red Cross; ROTC cadets; former military personnel and
individuals residing on, have authorized official access to, or
conducting, operating any business or other functions at any DoD
installation or facility. Persons who have solicited from industrial
contractors/DoD installations information which may appear to be
sensitive in nature.
Categories of records in the system:
Records involving either suspected or actual Counterintelligence
(CI) issues detected in Personnel Security Investigations (PSI) or
Industrial Security Administrative Inquires (AI). The database will
include subject name, title, origin of the issue, location of
employment, residence, country, date action was received, date action
was closed, agency where action was referred, narrative summary of
issue, identity of any additional sources (person/agency/company) who
may of provided DSS with CI information, type of action, type of issue,
agent's name, company name, target technology, country of origin and
miscellaneous agents notes and recommendations.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security
Requirements for Government Employment; DoD Directive 5200.2,
Department of Defense Personnel security Program; DoD Dir 5200.27
(Section IV A and B), Acquisition of information concerning Persons and
organizations not affiliated with the DoD; DoD Dir 5220.28, Application
of Special Eligibility and Clearance Requirements in the SIOP-ESI
program for contractor employees.
Purpose(s):
Provides a central database to document, refer, track, monitor and
evaluate CI indicators/issues surfaced during PSI and through AIs.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' published at the beginning of DSS'
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Computerized database, paper records, microfilm, diskettes, are
maintained at the IACI.
Retrievability:
Information in the automated system is retrieved through any entry
in the data base to include name and file number.
Paper files are retrieved by name or file number.
Safeguards:
Paper records are contained and stored in regulation safes , filing
cabinets and on magnetic tape which is located in a secure area with
limited access. The database is maintained in secure office space with
password entry to the system. Access is provided on a need-to-know
basis only.
Retention and disposal:
Automated records are maintained for 15 years. CI paper records
relating to the automated system and not associated with a PSI will be
retained for one year; Files developed on persons who are being
considered for affiliation with the Department of Defense will be
destroyed within one year if the affiliation is not completed.
Information within the purview of DoD Directive 5200.27 will be
retained no longer than one year.
System manager(s) and address:
Defense Security Service, Information Assurance and
Counterintelligence, 1340 Braddock Place, Alexandria, VA 22314-1651.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Defense Security Service, Office of FOI and PA, 1340 Braddock
Place, Alexandria VA 22314-1651.
Requesters should provide full name and any former names used, date
and place of birth, and Social Security Number.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records should address written inquiries to
Defense Security Service, Office of FOI and PA, Alexandria, VA 22314-
1651.
Contesting record procedures:
DSS' rules for accessing records, contesting contents, and
appealing initial agency determinations are contained in DSS Regulation
01-13: 32 CFR part 321; or may be obtained from the Defense Security
Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA
22314-1651.
Record source categories:
Federal, State and local law enforcement/intelligence agencies;
Industrial Security Administrative inquiries and Personnel Security
Investigations.
Exemptions claimed for the system:
Information specifically authorized to be classified under E.O.
12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5
U.S.C. 552a(k)(1).
Investigatory material compiled for law enforcement purposes may be
exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is
denied any right, privilege, or benefit for which he would otherwise be
entitled by Federal law or for which he would otherwise be eligible, as
a result of the maintenance of such information, the individual will be
provided access to such information except to the extent that
disclosure would reveal the identity of a confidential source.
Records maintained in connection with providing protective services
to the President and other individuals under 18 U.S.C. 3506, may be
exempt pursuant to 5 U.S.C. 552a(k)(3).
Investigatory material compiled solely for the purpose of
determining suitability, eligibility, or qualifications for federal
civilian employment, military service, federal contracts, or access to
classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5),
but only to the extent that such material would reveal the identity of
a confidential source.
An exemption rule for this record system has been promulgated in
accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3),
(c) and (e) and published in 32 CFR part 321. For additional
information contact the system manager.
V6-01
System name:
Personnel Security Files (PSF) (February 22, 1993, 58 FR 10904).
Changes:
* * * * *
Storage:
Delete entry and replace with `Paper records in file folders.
Electronic
[[Page 44712]]
records are maintained in disk, magnetic tapes.'
* * * * *
V6-01
System name:
Personnel Security Files (PSF).
System location:
Primary location: Defense Security Service, 1340 Braddock Place,
Alexandria, VA 22314-1651.
Secondary locations: Defense Security Service Operating Locations,
Operations Center-Baltimore and Operations Center-Columbus. Specific
addresses can be obtained from the Primary location.
Categories of individuals covered by the system:
Every Defense Security Service employee.
Categories of records in the system:
Individual's Certificates of Personnel Security Investigation,
Certificates of Security Clearance and Access Authorization,
Adjudicative Summary Sheets, Sensitive Compartmented Information (SCI)
Access Records, certificates of clearance for other agencies, Security
Briefing Statements, security clearance downgrade and discontinuation
statements, Security Termination Statement and Debriefing Certificates,
Defense Clearance and Investigations Index (DCII) check results,
requests for Personnel Security Investigations, Badge and Credential
receipts, and related documents which may vary in certain cases.
Personal identifying data to confirm identities is also contained in
this system.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; DoD Regulation 5200.2, DoD
Personnel Security Program; DSS Regulation 25-3, Personnel Security
Program, and E.O. 9397 (SSN).
Purpose(s):
Files are used during an individual's employment with the agency to
provide a basis for determining eligibility for assignment to, or
retention in, a sensitive position; granting security clearance;
evidence of clearance and access to classified defense information; and
to verify security clearance information of individuals visiting other
offices regarding classified matters. File information may be provided
to other authorized government departments, agencies or offices when a
change of the individual's employment is considered.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' published at the beginning of DSS'
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders. Electronic records are maintained on
disk and magnetic tapes.
Retrievability:
Paper records are filed alphabetically by last name and by location
(Operating Location). Summary data is retrievable by Social Security
Number or by name.
Safeguards:
All system records are maintained in locked security containers
accessible only to authorized personnel. Summary data is accessed only
by authorized personnel using assigned system passwords.
Retention and disposal:
Records are kept for two years after termination of an individual's
employment with DSS. Longer retention, not to exceed five years after
termination of employment, may be approved by the Chief, Office of
Security, DSS. Paper records are destroyed by burning or shredding;
electronic records are erased or overwritten.
System manager(s) and address:
Defense Security Service, Chief, Office of Security, 1340 Braddock
Place, Alexandria, VA 22314-1651.
Notification procedures:
Individuals seeking to determine if information about themselves is
contained in this system should address written inquiries to the
Defense Security Service, Office of FOI and PA, 1340 Braddock Place,
Alexandria, VA 22314-1651.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Defense Security Service, Office of FOI and PA, 1340 Braddock Place,
Alexandria, VA 22314-1651.
A request for information must contain the full name and Social
Security number of the subject individual.
Personal visits will require a valid driver's license or other
picture identification and are limited to the Defense Security Service,
Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
Contesting record procedures:
DSS' rules for accessing records, contesting contents, and
appealing initial agency determinations are contained in DSS Regulation
01-13: 32 CFR part 321; or may be obtained from the Defense Security
Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA
22314-1651.
Record source categories:
Application and related forms from the individual, summaries of
information from background investigations of the individual.
Exemptions claimed for the system:
None.
V7-01
System name:
Enrollment, Registration and Course Completion Record (February 22,
1993, 58 FR 10904).
Changes:
* * * * *
System location:
Delete entry and replace with `Primary location: Defense Security
Service, Training Office, 881 Elkridge Landing Road, Linthicum, MD
21090-2902.
Decentralized location: Department of Defense Polygraph Institute.
Specific address can be obtained from the Primary location.'
* * * * *
Storage:
Delete entry and replace with `Records are retained in electronic
format on disk and magnetic tape. Some hard copy paper records still
exist and are maintained in file folders.'
* * * * *
Retrievability:
Delete entry and replace with `Data is retrievable by Social
Security Number or by student's name.'
Safeguards:
Delete entry and replace with `Paper records are maintained in
locked security containers accessible to only authorized personnel.
Only authorized
[[Page 44713]]
personnel using assigned system passwords access electronic data.'
Retention and disposal:
Delete entry and replace with `Electronic and paper records are
retained for ten years at which time they are either erased from the
system or destroyed by shredding.'
System manager(s) and address:
Delete entry and replace with `Director, Training Office, Defense
Security Service, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.
Director, Department of Defense Polygraph Institute, Building 3195,
Fort McClellan, AL 36205-5114.
* * * * *
V7-01
System name:
Enrollment, Registration and Course Completion Record.
System location:
Primary location: Defense Security Service, Training Office, 881
Elkridge Landing Road, Linthicum, MD 21090-2902.
Decentralized locations: Department of Defense Polygraph Institute.
Specific addresses can be obtained from the Primary location.
Categories of individuals covered by the system:
Individuals who are scheduled for or who have attended courses of
instruction offered by the DSS Training Office or DoD Polygraph
Institute. Guest speakers and assigned instructors/faculty.
Categories of records in the system:
Information may include individual's name and other personal
identifying and administrative data pertaining to attendance at the DSS
Training Office or Polygraph Institute to include employer, course
completion, and other similar data.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; E.O. 9397 (SSN); E.O.
10865; E.O. 10909; DoD Directive 5105.42, Defense Security Service; and
DoD Directive 5200.32, Department of Defense Security Institute.
Purpose(s):
Used by DSS Training Office or Polygraph Institute personnel to
prepare class rosters and provide basic administrative information on
attendees.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' published at the beginning of DSS'
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are retained in electronic format on disk and magnetic
tape. Some hard copy paper records still exist and are maintained in
file folders.
Retrievability:
Data is retrievable by Social Security Number or by student's name.
Safeguards:
Paper records are maintained in locked security containers
accessible to only authorized personnel. Only authorized personnel
using assigned system passwords access electronic data.
Retention and disposal:
Electronic and paper records are retained for ten years at which
time they are either erased from the system or destroyed by shredding.
System manager(s) and address:
Director, Training Office, Defense Security Service, 881 Elkridge
Landing Road, Linthicum, MD 21090-2902.
Director, Department of Defense Polygraph Institute, Building 3195,
Fort McClellan, AL 36205-5114.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Defense Security Service, Office of FOI and PA, 1340 Braddock
Place, Alexandria, VA 22314-1651.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Defense Security Service, Office of FOI and PA, 1340 Braddock Place,
Alexandria, VA 22314-1651.
A request for information must contain the full name and Social
Security Number of the subject individual.
Personal visits will require a valid driver's license or other
picture identification and are limited to the Defense Security Service,
Privacy Act Branch, 881 Elkridge Landing Road, Linthicum, MD 21090-
2902.
Contesting record procedures:
DSS' rules for accessing records, contesting contents, and
appealing initial agency determinations are contained in DSS Regulation
01-13: 32 CFR part 321; or may be obtained from the Defense Security
Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA
22314-1651.
Record source categories:
The student, his/her employer, and the DSS Training Office or
Polygraph Institute.
Exemptions claimed for the system:
None.
V8-02
SYSTEM NAME:
Key Contractor Management Personnel Listing (November 14, 1995, 60
FR 57229).
Changes:
* * * * *
SYSTEM LOCATION:
Delete entry and replace with `Primary location: Defense Security
Service, Operations Center-Baltimore, 881 Elkridge Landing Road,
Linthicum, MD 21090-2902.
Remote terminals are located at Defense Security Service,
Operations Center-Columbus, 3990 East Broad Street, Building 306,
Columbus OH 43213-1138, and the Defense Investigative Service, 1340
Braddock Place, Alexandria, VA 22314-1651.'
* * * * *
V8-02
SYSTEM NAME:
Key Contractor Management Personnel Listing.
SYSTEM LOCATION:
Primary location: Defense Security Service, Operations Center-
Baltimore, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.
Remote terminals are located at Defense Security Service,
Operations Center-Columbus, 3990 East Broad Street, Building 306,
Columbus OH 43213-1138, and the Defense Investigative Service, 1340
Braddock Place, Alexandria, VA 22314-1651.
[[Page 44714]]
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Key management personnel of government contractor facilities which
have been issued, now possess, are, or have been in process for a
facility clearance.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records may include individual's name, Social Security Number, date
of birth, place of birth, citizenship, and date and level of security
clearance granted.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
E.O. 12829; E.O. 9397 (SSN); E.O. 10865; E.O. 10909; DoD Directive
5105.42, Defense Security Service; DoD Regulation 5200.2-R, DoD
Personnel Security Program; and DoD 5220.22-M, National Industrial
Security Program Operating Manual.
PURPOSE(S):
Records serve to provide a listing of key management personnel at
civilian contractor facilities falling under the National Industrial
Security Program for use by the Defense Security Service, Operation
Center-Columbus. Information will be used to track, monitor and
expedite personnel clearance processing of those personnel who require
a security clearance in conjunction with the facility clearance in
order to expedite initial facility clearance processing and to assist
in maintaining facility clearances in a valid status.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The 'Blanket Routine Uses' published at the beginning of DSS'
compilation of systems of records notices apply to this system.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated records are maintained in computer disk packs, magnetic
tapes and associated data processing files.
RETRIEVABILITY:
Records are accessed by Social Security Number or name, or both.
SAFEGUARDS:
Specific codes are required to access the automated records.
RETENTION AND DISPOSAL:
Records are retained as long as the individual is a key management
person at a DoD contractor facility in the National Industrial Security
Program, and are destroyed immediately upon notification that the
individual no longer occupies such a position. Electronic records are
erased or overwritten.
EXCEPTION: Records released in accordance with the Privacy Act or
the Freedom of Information Act are retained for two years from date of
release.
SYSTEM MANAGER(S) AND ADDRESS:
Defense Security Service, Director, Operations Center-Baltimore,
881 Elkridge Landing Road, Linthicum, MD 21090-2902.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Chief, Defense Security Service, Office of FOI and PA, 1340
Braddock Place, Alexandria, VA 22314-1651.
A request for information must contain the full name and Social
Security Number of the subject individual.
Personal visits will require a valid driver's license or other
picture identification and are limited to the Defense Security Service,
Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
RECORD ACCESS PROCEDURE:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Defense Security Service, Office of FOI and PA, 1340 Braddock Place,
Alexandria, VA 22314-1651.
A request for information must contain the full name and Social
Security Number of the subject individual.
Personal visits will require a valid driver's license or other
picture identification and are limited to the Defense Security Service,
Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
Contesting record procedures:
DSS' rules for accessing records, contesting contents, and
appealing initial agency determinations are contained in DSS Regulation
01-13; 32 CFR part 321; or may be obtained from the Defense Security
Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA
22314-1651.
RECORD SOURCE CATEGORIES:
Reports from civilian contractors participating in the National
Industrial Security Program. Business records of civilian contractors
participating in the National Industrial Security Program. Federal,
state, county and municipal records.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
V9-01
System name:
Litigation Case Files (February 22, 1993, 58 FR 10904).
Changes:
* * * * *
Authority for maintenance of the system:
Delete entry and replace with `5 U.S.C. 301, Departmental
Regulations and DoD Directive 5105.42, Defense Security Service.'
* * * * *
V9-01
System name:
Litigation Case Files.
System location:
Defense Security Service, Office of the General Counsel, 1340
Braddock Place, Alexandria, VA 22314-1651.
Categories of individuals covered by the system:
Indivduals who have been the subject of adverse actions generated
by the agency employee relations process, Merit Systems Protection
Board (MSPB) appellants and Equal Employment Opportunity Commission
(EEOC) complainants, Freedom of Information Act (FOIA) and Privacy Act
litigants, and individuals involved in litigation against DIS or other
government agencies.
Categories of records in the system:
Legal or factual memoranda, legal briefs, correspondence,
decisions, claims, grievances, MSPB, EEO, FOIA and Privacy Act
materials.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations and DoD Directive 5105.42,
Defense Security Service.
Purpose(s):
To collect documentation pertinent to litigation, disciplinary
matters, and administrative actions concerning the Agency. Information
is compiled to support various legal-related activities of the
Department of Defense, Department of Justice, the Office of
[[Page 44715]]
Personnel Management, or other adjudicative agencies of the U.S.
Government as may be necessary or required in the disposition of an
individual case.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' published at the beginning of DSS'
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records:
Storage:
Paper records in file folders and electronic records.
Retrievability:
Alphabetically by surname of individual.
Safeguards:
Records are kept in locked cabinets and are accessible only to
authorized personnel.
Retention and disposal:
Records are held 5 years after date of last action, then retired to
the Washington National Records Center. They are destroyed when 25
years old.
System manager(s) and address:
Defense Security Service, Office of the General Counsel, 1340
Braddock Place, Alexandria, VA 22314-1651.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Defense Security Service, Office of FOI and PA, 1340 Braddock
Place, Alexandria, VA 22314-1651.
A request for information must contain the full name and Social
Security number of the subject individual.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system should address written inquiries to the Defense Security
Service, Privacy Act Office, 1340 Braddock Place, Alexandria, VA 22314-
1651.
A request for information must contain the full name and Social
Security number of the subject individual.
Personal visits will require a valid driver's license or other
picture identification and are limited to the Defense Security Service,
Privacy Act Office, 1340 Braddock Place, Alexandria, VA 22314-1651.
Contesting record procedures:
DSS' rules for accessing records, contesting contents, and
appealing initial agency determinations are contained in DSS Regulation
01-13; 32 CFR part 321; or may be obtained from the Defense Security
Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA
22314-1651.
Record source categories:
Information is provided by DSS field elements, Employee Relations
Branch; Director, DSS Office of Affirmative Action and Equal
Opportunity Policy; Directorates of Industrial Security and
Investigations; Office of the Secretary of Defense; other DoD
components.
Exemptions claimed for the system:
None.
V10-01
System name:
Investigation and Inspection Supplier Contract Files (February 22,
1993, 58 FR 10904).
Changes:
* * * * *
System location:
Delete entry and replace with `Primary location: Defense Security
Service, Office of the Comptroller, 1340 Braddock Place, Alexandria, VA
22314-1651.
Secondary locations: Defense Security Service Operating Locations
(OLs) within the U.S. Specific addresses can be obtained from the
Primary location.'
* * * * *
Storage:
Delete entry and replace with `Paper records in file folders and
electronic files on disk and magnetic tapes.'
* * * * *
V10-01
System name:
Investigation and Inspection Supplier Contract Files.
System location:
Primary location: Defense Security Service, Office of the
Comptroller, 1340 Braddock Place, Alexandria, VA 22314-1651.
Secondary locations: Defense Security Service Operating Locations
(OLs) within the U.S. Specific addresses can be obtained from the
Primary location.
Categories of individuals covered by the system:
Individual contractors who perform personnel security
investigations or industrial security inspections on an as-needed basis
for the Defense Security Service.
Categories of records in the system:
Records may contain any or all of the following: Contractor
Information Sheet, copies of contracts, Purchase Orders, Request for
Payment, Request for Bulk Funds Order, Order for Supplies and Services,
Contract Distribution, Public Voucher for Purchases and Services Other
than Personal. Operating Location Chiefs and field office supervisors
may file other documentation, originals or copies, such as resumes,
applications, or DD Forms 398, Personnel Security Questionnaires.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; DoD Directive 5105.42,
Defense Security Service (32 CFR part 361); and E.O. 9397 (SSN).
Purpose(s):
To retain personal identification information provided by
individual contract suppliers.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' published at the beginning of DSS'
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records:
Storage:
Paper records in file folders and electronic files on disk and
magnetic tapes.
Retrievability:
Regional and field office copies are filed alphabetically by
surname of individual. Acquisition and accounting copies are filed by
contract number.
Safeguards:
Records are kept in secured areas accessible only to authorized
personnel and electronic records are accessed only
[[Page 44716]]
by authorized personnel using assigned system passwords.
Retention and disposal:
Operating Location and field office copies are destroyed upon
termination of the contract. Acquisition and accounting copies are
destroyed three years after final payment.
System manager(s) and address:
Defense Security Service, Office of the Comptroller, 1340 Braddock
Place, Alexandria, VA 22314-1651.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Defense Security Service, Office of FOI and PA, 1340 Braddock
Place, Alexandria, VA 22314-1651.
A request for information must contain the full name and Social
Security number of the subject individual.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system of records should address written inquiries to the Defense
Security Service, Privacy Act Office, P.O. Box 1211, Baltimore, MD
21203-1211.
A request for information must contain the full name and Social
Security number of the subject individual.
Personal visits will require a valid driver's license or other
picture identification and are limited to the Defense Security Service,
Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651.
Contesting record procedures:
DSS' rules for accessing records, contesting contents, and
appealing initial agency determinations are contained in DSS Regulation
01-13; 32 CFR part 321; or may be obtained from the Defense Security
Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA
22314-1651.
Record source categories:
Contract supplier who is subject of the file.
Exemptions claimed for the system:
None.
[FR Doc. 99-21237 Filed 8-16-99; 8:45 am]
BILLING CODE 5001-10-F
