[Federal Register Volume 64, Number 177 (Tuesday, September 14, 1999)]
[Notices]
[Pages 49776-49779]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-23825]
-----------------------------------------------------------------------
DEPARTMENT OF DEFENSE
Defense Security Service
Privacy Act of 1974; System of Records
AGENCY: Defense Security Service, DoD.
ACTION: Notice to alter a system of records.
-----------------------------------------------------------------------
SUMMARY: The Defense Security Service is proposing to consolidate two
existing exempt systems of records (V8-01, Industrial Personnel
Security Clearance File into V5-03, Case Control Management System
(CCMS)) under one notice. This consolidation also requires that the
existing exemption rule for V5-03 be altered to add a ``(k)(5)''
exemption for the records formerly under V8-01.
DATES: This proposed action will be effective without further notice on
October 14, 1999, unless comments are received which 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 systems of
records notices subject to the Privacy Act of 1974, (5 U.S.C. 552a), as
amended, have been published in the Federal Register and are available
for the address above.
The proposed system report, as required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was submitted on August 30, 1999, to
the House Committee on Government Reform, the Senate Committee on
Governmental Affairs, and the Office of Management and Budget (OMB)
pursuant to paragraph 4c of Appendix I to OMB Circular No. A-130,
``Federal Agency Responsibilities for Maintaining Records About
Individuals,'' dated February 8, 1996 (February 20, 1996, 61 FR 6427).
[[Page 49777]]
Dated: September 8, 1999.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
V5-03
System name:
Defense Integrated Management System (DIMS) (February 22, 1993, 58
FR 10904).
CHANGES:
* * * * *
SYSTEM NAME:
Delete entry and replace with ``Case Control Management System
(CCMS).''
System location:
Delete entry and replace with ``Primary location: Defense Security
Service, Operation Center--Baltimore, 881 Elkridge Landing Road,
Linthicum, MD 21090-2902.
Decentralized locations: Remote terminals processing CCMS data are
located at DSS's twelve Operating Locations (OL) and Operation Center--
Columbus. Operating Locations addresses can be obtained from the
Primary location.''
Categories of individuals covered by the system:
Delete entry and replace with ``Any person who is the subject or
co-subject of an ongoing or completed Defense Security Service (DSS)
investigation to include employees and major stockholders of DoD
affiliated government contractors who have been issued, now possess,
are, or have been in process for personnel security clearance
eligibility determinations.''
Categories of records in the system:
Delete entry and replace with ``CCMS is composed of investigations
conducted by DSS and clearance actions taken for contractors.
Information may include investigative assignment records, which may
serve as the basis for the investigation, or which serve to guide and
facilitate investigative activity; information used to open and conduct
the investigation; records on the type of investigation, on the type
and number of leads assigned to DSS field elements and leads sent to
National Agencies for investigations in progress and the results of
those leads received from the National Agencies. The system also
identifies the current status of an investigative request (open/closed)
and the status of individual leads being conducted, to include
additions to, deletion of or amendment to those leads. The system also
consists of records pertaining to clearance information on contractors,
which may include name, Social Security Number, case number, date and
level of security clearance granted, results of interim or final
eligibility determinations, clearance applications, record of
clearance, foreign clearance and travel information, clearance
processing information, adverse information and other internal and
external correspondence and administrative memoranda relative to the
clearance.''
* * * * *
Purpose(s):
Delete entry and replace with ``To determine the existence,
location, and status of subject cases; to control workload and prepare
statistical reports; to inform federal agencies or requesters of the
status of on-going investigative or personnel security action request
and to manage the granting of interim and final clearances for
contractor personnel.''
* * * * *
Retention and disposal:
Delete entry and replace with ``File data composed of the Official
Reports of Investigation (ROIs) and associated material (clearance
applications/forms) on closed investigations completed by DSS are
transferred to the Personnel Security Investigative File Automation
Subsystem (V5-01) and will be retained for a period corresponding to
the retention of investigative files described in V5-01. Clearance data
on contractors reflecting the existence of an open case, record of a
National Agency Check (NAC) in progress/completed, record of clearance,
are entered into the DCII data base and retained for a period
corresponding to the retention of DCII files described V5-02. Data
pertaining to favorable adjudicative actions on contractors will be
retained for 2 years following the termination of employment.
Unfavorable adjudicative actions (clearance denied/suspended/revoked)
will be retained for 5 years following the termination of the
clearance. In cases involving the death of an individual holding a
clearance, the clearance data will be retained until the subject would
have attained the age of 80 years. Data released in accordance with the
Privacy Act or Freedom of Information Act (FOIA) will be retained for 5
years. Historical data (non-personal statistical data on numbers of
cases opened/closed, number of leads, types of investigations, number
of clearances granted/denied, etc.) will be retained indefinitely.''
Paper records are destroyed by burning or shredding; electronic
records are deleted.''
* * * * *
Record source categories:
Delete entry and replace with `Subject's of DSS investigations and
DSS investigative reports; records of other DoD activities and
components, federal, state, county and municipal records.'
exemptions claimed for the system:
Add to the entry `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.'
V5-03
System name:
Case Control Management System (CCMS).
System location:
Primary location: Defense Security Service, Operation Center-
Baltimore, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.
Decentralized locations: Remote terminals processing CCMS data are
located at DSS's twelve Operating Locations (OL) and Operation Center-
Columbus. Operating Locations addresses can be obtained from the
Primary location.
Categories of individuals covered by the system:
Any person who is the subject or co-subject of an ongoing or
completed Defense Security Service (DDS) investigation to include
employees and major stockholders of DoD affiliated government
contractors who have been issued, now possess, are, or have been in
process for personnel security clearance eligibility determinations.
Categories of records in the system:
CCMS is composed of investigations conducted by DSS and clearance
actions taken for contractors. Information may include investigative
assignment records, which may serve as the basis for the investigation,
or which serve to guide and facilitate investigative activity;
information used to open and conduct the investigation; records on the
type of investigation, on the type and number of leads assigned to DSS
field elements and leads sent to National Agencies for investigations
in progress and the results of those leads received from the National
Agencies. The system also identifies the current status of an
investigative request (open/closed) and the status of individual leads
being conducted, to include
[[Page 49778]]
additions to, deletion of or amendment to those leads. The system also
consists of records pertaining to clearance information on contractors,
which may include name, Social Security Number, case number, date and
level of security clearance granted, results of interim or final
eligibility determinations, clearance applications, record of
clearance, foreign clearance and travel information, clearance
processing information, adverse information and other internal and
external correspondence and administrative memoranda relative to the
clearance.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; DoD Directive 5105.42,
Defense Security Service (32 CFR part 361); DoD Regulation 5200.2,
Personnel Security Program (32 CFR part 156); and E.O. 9397 (SSN).
Purpose(s):
To determine the existence, location, and status of subject cases;
to control workload and prepare statistical reports; to inform federal
agencies or requester of the status of on-going investigative or
personnel security action request and to manage the granting of interim
and final clearances for 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:
CCMS is stored on disk as part of a central database that 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 or disk failure.
Retrievability:
CCMS records are retrieved by name or Social Security Number.
History file records may also contain a case control number (CCN),
which can be used to retrieve records.
SAFEGUARDS:
Generalized validation is provided through online and batch edit
criteria that must be honored before an information request or update
will occur. Remote terminals must pass through the DSS Firewall or
equivalent access controls, both of which have encryption that exceeds
the DES standard. All data transfers and information retrievals that
use remote communication facilities are encrypted to at least the DES
standard. The DSS computer facility housing the CCMS is protected by
security guards at all times and access to the computer room is
controlled by a combination lock to prevent unauthorized access.
Organizations that receive our information and provide responses are
responsible for ensuring that only individual's in their organizations
who have appropriate authority and need-to-know gain access to CCMS
data.
RETENTION AND DISPOSAL:
File data composed of the Official Reports of Investigation (ROIs)
and associated material (clearance applications/forms) on closed
investigations completed by DSS are transferred to the Personnel
Security Investigative File Automation Subsystem (V5-01) and will be
retained for a period corresponding to the retention of investigative
files described in V5-01. Clearance data on contractors reflecting the
existence of an open case, record of a National Agency Check (NAC) in
progress/completed, record of clearance, are entered into the DCII data
base and retained for a period corresponding to the retention of DCII
files described V5-02. Data pertaining to favorable adjudicative
actions on contractors will be retained for 2 years following the
termination of employment. Unfavorable adjudicative actions (clearance
denied/suspended/revoked) will be retained for 5 years following the
termination of the clearance. In cases involving the death of an
individual holding a clearance, the clearance data will be retained
until the subject would have attained the age of 80 years. Data
released in accordance with the Privacy Act or Freedom of Information
Act (FOIA) will be retained for 5 years. Historical data (non-personal
statistical data on numbers of cases opened/closed, number of leads,
types of investigations, number of clearances granted/denied, etc.)
will be retained indefinitely.
Paper records are destroyed by burning or shredding; electronic
records are deleted.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Operations Center-Baltimore, 881 Elkridge Landing Road,
Linthicum, MD 21090-2902.
NOTIFICATION PROCEDURES:
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, Privacy Branch, PO Box 46060, Baltimore, MD
21240-6060.
Individual should provide full name and all maiden and alias names
under which files may be maintained. For verification purposes, the
Social Security Number 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,
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:
Subject's of DSS investigations and DSS investigative reports;
records of other DoD activities and components, federal, state, county
and municipal records.
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.
Investigatory material compiled solely for the purpose of
determining suitability, eligibility, or qualifications for federal
civilian employment,
[[Page 49779]]
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 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.
[FR Doc. 99-23825 Filed 9-13-99; 8:45 am]
BILLING CODE 5001-10-M
