Privacy Act

V5-04

System name:

Counterintelligence Issues Database (CII-DB) (August 17, 1999, 64 FR 44704).

System location:

Defense Security Service, Information Assurance and Counterintelligence Office (IACI), 27130 Telegraph Rd., Quantico, VA 22134.

Categories of individuals covered by the system:

Persons of Counterintelligence interest in the following categories: Military personnel who are on active duty; applicants for enlistment or appointment; members of Reserve units; National Guard members; DoD civilian personnel, who are paid with appropriate or non appropriated funds; industrial or contractor personnel who are working in private industry in firms which have contracts involving access to classified DoD information or installations; Red Cross; ROTC cadets; former military personnel and individuals residing on, have authorized official access to, or conducting, operating any business or other functions at any DoD installation or facility. Persons who have solicited from industrial contractors/DoD installations information which may appear to be sensitive in nature.

Categories of records in the system:

Records involving either suspected or actual Counterintelligence (CI) issues detected in Personnel Security Investigations (PSI) or Industrial Security Administrative Inquires (AI). The database will include subject name, title, origin of the issue, location of employment, residence, country, date action was received, date action was closed, agency where action was referred, narrative summary of issue, identity of any additional sources (person/agency/company) who may of provided DSS with CI information, type of action, type of issue, agent's name, company name, target technology, country of origin and miscellaneous agents notes and recommendations.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security Requirements for Government Employment; DoD Directive 5200.2, Department of Defense Personnel security Program; DoD Dir 5200.27 (Section IV A and B), Acquisition of information concerning Persons and organizations not affiliated with the DoD; DoD Dir 5220.28, Application of Special Eligibility and Clearance Requirements in the SIOP-ESI program for contractor employees.

Purpose(s):

Provides a central database to document, refer, track, monitor and evaluate CI indicators/issues surfaced during PSI and through AIs.

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:

Computerized database, paper records, microfilm, diskettes, are maintained at the IACI.

Retrievability:

Information in the automated system is retrieved through any entry in the data base to include name and file number.

Paper files are retrieved by name or file number.

Safeguards:

Paper records are contained and stored in regulation safes , filing cabinets and on magnetic tape which is located in a secure area with limited access. The database is maintained in secure office space with password entry to the system. Access is provided on a need-to-know basis only.

Retention and disposal:

Automated records are maintained for 15 years. CI paper records relating to the automated system and not associated with a PSI will be retained for one year; Files developed on persons who are being considered for affiliation with the Department of Defense will be destroyed within one year if the affiliation is not completed.

Information within the purview of DoD Directive 5200.27 will be retained no longer than one year.

System manager(s) and address:

Defense Security Service, Information Assurance and Counterintelligence, 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.

Requesters should provide full name and any former names used, date and place of birth, and Social Security Number.

Record access procedures:

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to 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:

Federal, State and local law enforcement/intelligence agencies; Industrial Security Administrative inquiries and Personnel Security Investigations.

Exemptions claimed for the system:

Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1- R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).

Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.

Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3).

Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.

An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 321. For additional information contact the system manager.