Privacy Act

V4-11

System name:

DSS Drug-Free Workplace Files (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:

Employees of, and applicants for positions with, the Defense Security Service.

Categories of records in the system:

Records relating to the selection, notification, and urinalysis testing of employees and applicants for illegal drug use; collection authentication and chain of custody documents; and laboratory test results.

Authority for maintenance of the system:

5 U.S.C. 7301 and 7361; Pub. L. 100-71; E.O. 12564, Drug-Free Federal Workplace and 9397 (SSN); and Department of Defense Directive 1010.9, DoD Civilian Employee Drug Abuse Testing Program.

Purpose(s):

The system contains Drug Program Coordinator records on the selection, notification, and testing (i.e., urine specimens, drug test results, chain of custody records, etc.) of employees and applicants for employment for illegal drug use.

Records contained in this system are also used by the Defense Security Service's Medical Review Officer; the Administrator of any Employee Assistance Program in which the employee is receiving counseling or treatment or is otherwise participating; and supervisory or management officials having authority to recommend or take adverse actions.

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:

In order to comply with provisions of 5 U.S.C. 7301, the DSS 'Blanket Routine Uses' do not apply to this system of records.

To a court of competent jurisdiction where required by the United States Government to defend against any challenge against any adverse personnel action.

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

Storage:

Paper records are maintained in file folders. Electronic records exist on DSS kettes or other machine-readable media.

Retrievability:

Records are retrieved by employee or applicant name, Social Security Number, collection site, and/or date of testing.

Safeguards:

Paper records and DSS kettes are maintained in locked containers accessible only to authorized personnel. All employee and applicant records are maintained and used with the highest regard for the individual's privacy. Only persons with a need-to-know and trained in the handling of information protected by the Privacy Act have access to the system.

Retention and DSS posal:

Records are destroyed after two years. Records regarding applicants not accepted for employment will be destroyed 6 months after the testing date. Destruction of paper records is accomplished by shredding or burning. Electronic records are erased or overwritten.

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.

The individual must provide their full name, Social Security Number, the title, series, and grade of the position they occupied or applied for when the drug test was conducted, and the month and year of the test.

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

The request for access must contain the individual's full name and Social Security Number.

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:

Urine specimen collection facilities, drug testing laboratories, Medical Review Officers, and test subjects.

Exemptions claimed for the system:

None.