Privacy Act

V9-01

System name:

Litigation Case Files (August 17, 1999, 64 FR 44704).

System location:

Defense Security Service, Office of the General Counsel, 27130 Telegraph Rd., Quantico, VA 22134.

Categories of individuals covered by the system:

Indivduals who have been the subject of adverse actions generated by the agency employee relations process, Merit Systems Protection Board (MSPB) appellants and Equal Employment Opportunity Commission (EEOC) complainants, Freedom of Information Act (FOIA) and Privacy Act litigants, and individuals involved in litigation against DSS or other government agencies.

Categories of records in the system:

Legal or factual memoranda, legal briefs, correspondence, decisions, claims, grievances, MSPB, EEO, FOIA and Privacy Act materials.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental Regulations and DoD Directive 5105.42, Defense Security Service.

Purpose(s):

To collect documentation pertinent to litigation, DSS ciplinary matters, and administrative actions concerning the Agency. Information is compiled to support various legal-related activities of the Department of Defense, Department of Justice, the Office of Personnel Management, or other adjudicative agencies of the U.S. Government as may be necessary or required in the DSS position of an individual case.

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:

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 DSS posing of records:

Storage:

Paper records in file folders and electronic records.

Retrievability:

Alphabetically by surname of individual.

Safeguards:

Records are kept in locked cabinets and are accessible only to authorized personnel.

Retention and DSS posal:

Records are held 5 years after date of last action, then retired to the Washington National Records Center. They are destroyed when 25 years old.

System manager(s) and address:

Defense Security Service, Office of the General Counsel, 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.

A request for information must contain the full name and Social Security number of the subject individual.

Record access procedures:

Individuals seeking access to records about themselves contained in this system should address written inquiries to the Defense Security Service, Privacy Act Office, 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 Office, 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:

Information is provided by DSS field elements, Employee Relations Branch; Director, DSS Office of Affirmative Action and Equal Opportunity Policy; Directorates of Industrial Security and Investigations; Office of the Secretary of Defense; other DoD components.

Exemptions claimed for the system:

None.