Privacy Act

V7-01

System name:

Enrollment, Registration and Course Completion Record (August 17, 1999, 64 FR 44704).

System location:

Primary location: Defense Security Service, Training Office, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.

Decentralized locations: Department of Defense Polygraph Institute. Specific addresses can be obtained from the Primary location.

Categories of individuals covered by the system:

Individuals who are scheduled for or who have attended courses of instruction offered by the DSS Training Office or DoD Polygraph Institute. Guest speakers and assigned instructors/faculty.

Categories of records in the system:

Information may include individual's name and other personal identifying and administrative data pertaining to attendance at the DSS Training Office or Polygraph Institute to include employer, course completion, and other similar data.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental Regulations; E.O. 9397 (SSN); E.O. 10865; E.O. 10909; DoD Directive 5105.42, Defense Security Service; and DoD Directive 5200.32, Department of Defense Security Institute.

Purpose(s):

Used by DSS Training Office or Polygraph Institute personnel to prepare class rosters and provide basic administrative information on attendees.

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:

Records are retained in electronic format on disk and magnetic tape. Some hard copy paper records still exist and are maintained in file folders.

Retrievability:

Data is retrievable by Social Security Number or by student's name.

Safeguards:

Paper records are maintained in locked security containers accessible to only authorized personnel. Only authorized personnel using assigned system passwords access electronic data.

Retention and disposal:

Electronic and paper records are retained for ten years at which time they are either erased from the system or destroyed by shredding.

System manager(s) and address:

Director, Training Office, Defense Security Service, 881 Elkridge Landing Road, Linthicum, MD 21090-2902.

Director, Department of Defense Polygraph Institute, Building 3195, Fort McClellan, AL 36205-5114.

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.

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

Record source categories:

The student, his/her employer, and the DSS Training Office or Polygraph Institute.

Exemptions claimed for the system:

None.