Privacy Act

V2-01

System name:

Inspector General Complaints (July 14, 1999, 64 FR 37935).

System location:

Defense Security Service, Office of Planning and Inspections, 27130 Telegraph Rd., Quantico, VA 22134.

Categories of individuals covered by the system:

Past and present employees of Defense Security Service (DSS) and individuals who have made a complaint, or are the subject of a complaint; or whose request for action, assistance or information has been referred to the Office of Planning and Inspections.

Categories of records in the system:

Documents relating to the organization, planning and execution of internal/external investigations, records created as a result of investigations conducted by the Office of Planning and Inspections including reports of investigations, records of action taken and supporting papers. Files may include documents which have been provided by individual complainants or by others. These records include investigations of both organizational elements and individuals.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental Regulations; DoD Directive 5105.42, Defense Security Service; DoD Directive 5200.26, Defense Investigative Program.

Purpose(s):

Information in the system is collected to resolve a complaint, redress a problem or provide assistance, correct records, take or recommend disciplinary action, reevaluate or rescind previous actions or decisions, conduct or recommend formal investigations or inquiries, provide assistance or guidelines in following prescribed procedures for specific problems, provide advice on how to obtain exception to policy, and to inform the Director of DSS on activities of the Office of Planning and Inspections.

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 system of record 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 and computerized log.

Retrievability:

Paper records are filed by subject matter and case/accession number. Electronic records are filed by case/accession numbers.

Safeguards:

Files are contained in security containers accessible only to the Office of Planning and Inspections staff. Information from this record system is made available only to authorized personnel.

Retention and disposal:

Records are temporary and are destroyed two years after final action. Paper records are destroyed by shredding or burning. Electronic records are erased or overwritten.

System manager(s) and address:

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

Notification procedure:

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 27130 Telegraph Rd., Quantico, VA 22134.

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, Office of FOI and Privacy, 27130 Telegraph Rd., Quantico, VA 22134.

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.

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:

Personal interviews; DSS personnel office; consolidated civilian personnel offices; DSS comptroller; military personnel offices, finance offices, and medical record repositories; DSS investigative files.

Exemptions claimed for the system:

None.