Privacy Act

V4-07

System name:

Adverse Actions, Grievance Files, and Administrative Appeals (August 17, 1999, 64 FR 44704).

System location:

Defense Security Service, Employee Relations Office, 27130 Telegraph Rd., Quantico, VA 22134.

Categories of individuals covered by the system:

All agency employees and some former employees who are directly affected by grievances, complaints, and adverse actions.

Categories of records in the system:

Case files and related records pertaining to administrative inquiries into allegations of misconduct, statements of witnesses, employee's statements, reports of interviews and hearings, hearing notices, letters of decision, records of appeals and reconsideration requests, reversals of actions, notices of proposed action with supporting documents.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental Regulations, Chapter 77; and E.O. 9397 (SSN).

Purpose(s):

Records are used in the investigation and preparation of a case for initial disposition, and possible subsequent determinations in the event of appeal or reconsideration. Records are available for use by the examiner of the original case, or at the appellate level, both within and outside DSS.

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:

Storage:

Paper records in file folders.

Retrievability:

Filed alphabetically by name.

Safeguards:

Records are maintained in locked containers accessible only to authorized personnel.

Retention and disposal:

Disciplinary action files are destroyed four years after the case is closed. Grievance and administrative appeals files are destroyed four years after the case is closed. Letters of Reprimand are destroyed within two years of the date the case is closed. Performance-based action files are destroyed one year after the case is closed. Destruction is accomplished by burning or shredding.

System manager(s) and address:

Defense Security Service, Chief, Employee Relations Office, 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 PA, 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, Office of FOI and PA, 27130 Telegraph Rd., Quantico, VA 22134.

Individuals need to provide full name and all maiden and alias names under which files may be maintained. Note: Social Security Numbers 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, Office of FOI and PA, 27130 Telegraph Rd., Quantico, VA 22134.

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, 27130 Telegraph Rd., Quantico, VA 22134.

Record source categories:

Supervisors, complainants, investigators, and appropriate law enforcement agencies.

Exemptions claimed for the system:

None.