Privacy Act

V3-01

System name:

EEO Complaints and Affirmative Employment Program Plans (July 14, 1999, 64 FR 37935).

System location:

Primary location: Defense Security Service, Director, Office of Affirmative Action and Equal Opportunity Policy, 27130 Telegraph Rd., Quantico, VA 22134.

Decentralized segments and EEO Counselors may be contacted through the DSS Office of Affirmative Action and Equal Opportunity located at the Defense Security Service, 27130 Telegraph Rd., Quantico, VA 22134.

Categories of individuals covered by the system:

DSS employees and applicants for employment who have been counseled by an EEO counselor, and DSS employees and applicants for employment who have filed a complaint of DSS crimination.

Categories of records in the system:

Administrative records and investigative files regarding complaints of DSS crimination, affirmative action plans and statistical analyses of the work force, Special Emphasis Program Council (SEPC) planning activities, Equal Employment Opportunity Commission mandates and decisions, court decisions, legislative mandates.

Authority for maintenance of the system:

29 CFR part 1614; Federal Personnel Manual 713; DoD 1440.1- R, Department of Defense Civilian Equal Employment Opportunity Program; DSS Regulation 8-11, Defense Security Service, Affirmative Employment and Equal Opportunity Program; Equal Employment Opportunity Commission Management Directive MD -110.

Purpose(s):

To administer, monitor, and evaluate the agency's EEO employment DSS crimination complaint processing system; prepare Affirmative Employment Program plans for the agency; identify and analyze problem barriers relative to equal opportunity in the workplace; perform work force analyses in relation to equal opportunity on all employment practices such as hiring, recruitment, promotion, training, awards, separations, and DSS ciplinary actions to include adverse actions; analyze, develop and evaluate the results of affirmative employment action items; establish agency equal opportunity policy.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

In addition to those DSS closures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be DSS closed 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 DSS posing of records in the system:

Storage:

Paper records, magnetic media to include DSS k and tape.

Retrievability:

By case number, alphabetically by last name of complainant, and subject.

Safeguards:

Paper records are kept in locked file cabinets, Access is restricted to authorized DSS personnel having a need for the information. Electronic records are housed in secured areas and access is protected by `fail - safe' system software.

Retention and DSS posal:

Records are considered to be temporary. A select few, based on historical significance, may be determined to be permanent. Employment DSS crimination complaint files are destroyed four years after the date of the last action. Affirmative employment plans and reports of on site reviews are destroyed five years from the date of the plan.

System manager(s) and address:

Defense Security Service, Director, Office of Affirmative Action and Equal Opportunity Policy, 27130 Telegraph Rd., Quantico, VA 22134.

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 Privacy, 27130 Telegraph Rd., Quantico, VA 22134.

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

Access to counseling records by individuals concerned may be obtained at the facility where counseling took place.

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:

Employees of DSS , applicants for employment, Equal Employment Opportunity Commission, and Office of Personnel Management.

Exemptions claimed for the system:

None.