Privacy Act

V4-04

System name:

Applicant Records (July 14, 1999, 64 FR 37935).

System location:

Primary location: Defense Security Service, Deputy Director, Support Services, 881 Elkridge Landing Road, Building 10, Linthicum, MD 21090-2902.

Decentralized locations can be obtained from the above address.

Categories of individuals covered by the system:

Applicants for positions with the Defense Security Service.

Categories of records in the system:

Temporary records submitted before August 1997, of DSS applicants, stated interest in and/or qualifications for employment.

Authority for maintenance of the system:

FPM Chapters 332 and 333; and 5 U.S.C. 301, Departmental Regulations.

Purpose(s):

Identification of unsolicited applicants and determination of eligibility for positions with DSS; disclosure to other agencies for verification of information submitted.

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 files, loose-leaf binders, paper files of 3x5 cards.

Retrievability:

Filed by type of position for which the applicant applied, or alphabetically by last name of applicant, or numerically by sequential control number.

Safeguards:

Records are maintained in files accessible only to authorized personnel who are properly screened, cleared, and trained.

Retention and disposal:

Records are temporary. Applications of those not interviewed are returned to the applicants. All other records are destroyed two years after the last action.

System manager(s) and address:

Deputy Director, (Support Services), Defense Security Service, 881 Elkridge Landing Road, Building 10, 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 Privacy, 27130 Telegraph Rd., Quantico, VA 22134.

Record access procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Security Service, Privacy Act Branch, 881 Elkridge Landing Road, Building 10, Linthicum, MD 21090-2902.

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, 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:

Personnel officers, personnel clerks, and personnel specialists of DSS and the Office of Personnel Management; the subject individual.

Exemptions claimed for the system:

None.