Privacy Act

V1-01

System name:

Privacy and Freedom of Information Request Records (July 14, 1999, 64 FR 37935).

System location:

Freedom of Information records are located at the Defense Security Service, Office of FOI and Privacy, 27130 Telegraph Rd., Quantico, VA 22134.

Privacy Act records are located at the Defense Security Service, Privacy Act Branch, P.O. Box 46060, Baltimore, MD 21240-6060.

Categories of individuals covered by the system:

Individuals who have submitted requests or who were the subject of requests under the Freedom of Information Act (5 U.S.C. 552) and the Privacy Act of 1974 (5 U.S.C. 552a), as amended.

Categories of records in the system:

Copies of all correspondence by requesters; correspondence and other documentation pertaining to requests for information released or withheld; summaries and logs of actions taken regarding requests.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552 as amended by Pub. L. 93-502, Freedom of Information Act; 5 U.S.C. 552a, Pub. L. 93-579, the Privacy Act of 1974, as amended; Department of Defense Regulation 5400.7- R, Freedom of Information Act Program (32 CFR part 286); and Department of Defense Regulation 5400.11- R, DoD Privacy Program (32 CFR part 310).

Purpose(s):

To facilitate responses to individual requests for information; to document actions taken in subsequent requests (including correction and amendment actions), appeals, or litigation; to provide a basis for reports and implementing directives.

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 record system notices apply to this system.

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

Storage:

Paper records are maintained in file folders, backup copies exist on diskettes or other machine-readable media.

Retrievability:

Information is retrieved by the name of the subject of the request.

Safeguards:

Records are maintained in security containers and only authorized personnel are permitted access.

Retention and disposal:

Records are destroyed two years after date of reply EXCEPT when access to all or any part of the requested information has been denied, destruction occurs 5 years after date of reply; when subsequent administrative action has occurred under the governing act, all originals and copies shall be destroyed 4 years after final denial by the agency or 3 years after final adjudication by the courts, whichever is later. Destruction of paper records is accomplished by shredding or burning. Machine readable media are erased or overwritten.

System manager(s) and address:

Deputy Director, Defense Security Service, Office of FOI and Privacy, 27130 Telegraph Rd., Quantico, VA 22134.

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 Privacy, 27130 Telegraph Rd., Quantico, VA 22134 for Freedom of Information request records and the Defense Security Service, Privacy Act Branch, P.O. Box 46060, Baltimore, MD 21240-6060 for Privacy Act records.

Record access procedures:

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Defense Security Service, P.O. Box 46060 Baltimore, MD 21240-6060.

A request for information must contain the full name of the subject individual.

Personal visits will require a valid driver's license or other picture identification and are limited to the Privacy Act Branch, 881 Elkridge Landing Road, Building 10, 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 Privacy, 27130 Telegraph Rd., Quantico, VA 22134.

Record source categories:

Information in this system is obtained from requesters, from other federal agencies with collateral interest in a request, and from records which were the subject of requests.

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.