16 August 1997
Source:
http://www.access.gpo.gov/su_docs/aces/aaces002.html
See also CIA Privacy Act Rules: http://jya.com/cia-par.htm (26K)
[To Table of Contents] From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-1] CENTRAL INTELLIGENCE AGENCY STATEMENT OF GENERAL ROUTINE USES The following routine uses apply to, and are incorporated by reference into, each system of records maintained by the CIA: 1. In the event that a system of records maintained by the Central Intelligence Agency to carry out its functions indicates, or relates to, a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program pursuant thereto, the relevant records in the system of records may be disclosed, as a routine use, to the appropriate agency whether federal, state, local or foreign, charged with the responsibility of investigating or prosecuting such violation, or charged with the responsibility to take appropriate administrative action, or charged with enforcing or implementing the statute, or rule, regulation or order issued pursuant thereto. 2. A record from this system of records may be disclosed, as a routine use, to a federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a Central Intelligence Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance or special access, or the performance of the Agency's acquisition functions. 3. A record from this system of records may be disclosed, as a routine use, to a federal, state, or local agency, or other appropriate entities, or individuals, in connection with the hiring or retention of an employee, the issuance of a security clearance or special access, the reporting or an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit, to the extent that the information is relevant and necessary to the entity's decision on the matter. 4. A record from this system of records may be disclosed, as a routine use, in the course of presenting evidence to a court, magistrate or administrative tribunal, including disclosures to opposing parties or their counsel or other representatives in the course of settlement negotiations, and disclosures made pursuant to statutes or regulations governing the conduct of such proceedings. 5. A record from this system of records may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation, as set forth in OMB Circular No. A-19, at any stage of the legislative coordination and clearance process as set forth in the Circular. 6. A record from a system of records may be disclosed, as a routine use, to NARA (GSA) in records management inspections conducted under the authority of 44 U.S.C. 2904 and 2906. 7. A record from this system of records may be disclosed, as a routine use, to a federal, state, or local agency, other appropriate entities or individuals, or, through established liaison channels, to selected foreign governments, provided such disclosure is compatible with the purpose for which the purpose for which the record was collected and is undertaken to enable the Central Intelligence Agency to carry out its responsibilities under the National Security Act of 1947, as amended, the CIA Act of 1949, as amended, Executive Order 12333 or any successor order, national security directives applicable to the Agency and classified implementing procedures approved by the Attorney General promulgated pursuant to such Orders and directives, as well as statutes, Executive orders and directives of general applicability. This routine use is not intended to supplant the other routine uses published by the Central Intelligence Agency.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-2] CENTRAL INTELLIGENCE AGENCY Table of Contents Applications Tracking System--CIA-1 Office of Data Processing Training and Skills Inventory--CIA-2 Computer Access File--CIA-3 Private Attorney Panel--CIA-4 Legal Subject Records--CIA-5 Career Training Files--CIA-6 Off-Campus Instructor Applicant Files--CIA-7 Agency Training Record--CIA-8 Language Learning Center--CIA-9 Language Qualifications Register and OTRTEST--CIA-10 Modern Language Aptitude Test Scores (MLAT)--CIA-11 External Training Files--CIA-12 Guest Speakers--CIA-13 Equal Employment Opportunity Complaint Records--CIA-14 Parking Permit Files--CIA-16 Vehicle Operators File--CIA-17 Personal Property Claims Records--CIA-18 Equipment and Supplies Accountability Records--CIA-19 Logistics Security Clearance Records--CIA-20 Privacy and Freedom of Information Acts Requesters--CIA-21 Polygraph Files--CIA-23 Supplemental Personnel (Soft) Files--CIA-24 Supplemental Personnel (Soft) Files--CIA-25 Supplemental Personnel (Soft) Files--CIA-26 Supplemental Personnel (Soft) Files--CIA-27 Supplemental Personnel (Soft) Files--CIA-28 Manpower Controls System--CIA-29 Applicant Files--CIA-30 Current Employees and Former Employees (official Personnel files and records related thereto)--CIA-31 Consultant and Independent Contractor Records--CIA-32 Prospective Contributors for Collection of Foreign Intelligence--CIA- 33 Clinical and Psychiatric Files (Employees)--CIA-34 Clinical and Psychiatric Files (Applicants)--CIA-35 Medical Facilities and Physicians--CIA-36 Psychological Test Data Files--CIA-37 Congressional Liaison Records--CIA-38 Publicity--CIA-39 CIA Authors File--CIA-40 Intelligence in Public Literature File--CIA-41 Briefing Program File--CIA-43 Foreign Map Source Files--CIA-44 Soviet-U.S. Contacts File--CIA-45 Academic Relations File--CIA-46 Professors and Placement Officers of Selected Colleges--CIA-47 Cryptographic Access File--CIA-48 Directorate of Operations Records Systems--CIA-49 Financial Records--CIA-50 Security Duty Office Events Reports--CIA-51 Community-Wide, Computer-Assisted, Compartmentation Control System-- CIA-52 Central Badge System--CIA-54 Security Analysis Records--CIA-56 Security Records--CIA-57 Inspector General Research Records--CIA-58 Unsolicited Correspondence from the General Public Addressed to the Director or Deputy Director of Central Intelligence--CIA-59 Personal and Professional Associates of the Director of Central Intelligence--CIA-60 Supplemental Personnel (Soft) Files--CIA-61 Office of Dating Processing Security Clearance Records--CIA-62 Security Access Records--CIA-63 Inquiries from Private Individuals about CIA and its Mission--CIA-64 Contact with the News Media and Index--CIA-65 Manuscript Review--CIA--66 Publishing and Speaking Engagement Clearances--CIA-67 CIA Personnel in Contact with Press--CIA-68 Language Use Assessment--CIA-69 Intelligence Community Staff Information Records System--CIA-70. National Intelligence Council (NIC) Records System--CIA-71. Inspector General Investigative Records--CIA-72.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-3] CENTRAL INTELLIGENCE AGENCY CIA--1 System name: Applications Tracking System. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Agency and contract employees, employees of contractor supporting Office of Data Processing, currently or formerly assigned to computer software development or maintenance projects in Applications. Categories of records in the system: Documentation of hours logged on each assigned programming or overhead project. Authority for maintenance of the system: Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Applications staff for periodic reporting to management man-hours expended to develop assigned programming projects and overhead hours. Used for tracking the usage and scheduling of all resources for developing software. Used to substantiate hours spent by contractor personnel on billable contractual activity. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic disk. Retrievability: Name and employee number. Safeguards: Limited to specifically designated and cleared personnel. Retention and disposal: Records are erased when hours of activity are no longer needed by management. System manager(s) and address: Director, Office of Data Processing Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Agency employees, contract employees, employees of contractor supporting the Office of Data Processing.
ADD CIA-2
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-5] CENTRAL INTELLIGENCE AGENCY CIA--3 System name: Computer Access File. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Agency employees having special access to Office of Data Processing computer systems. Agency cleared contractors who have been granted access to Office of Data Processing computer systems. Categories of records in the system: Individual's name, office, user identification code, badge number and computer systems to which the individual has access. Authority for maintenance of the system: Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Office of Data Processing Security Officers, computer system and data base managers, and Automated Data Processing Control Officers use the system to: Determine computer system(s), if any, to which an individual at CIA has access. Control access to computer systems through automated computer system verifications of individual's authorization for access to computer which he/she is attempting to use. Determine the name, office, room number and badge number associated with the user identification code of an individual suspected of a possible violation of computer systems security procedures. Identify individuals listed in audit trail records as having accessed a particular computer system or computer-based system of records. Produce mailing lists of ODP computer users. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic disk packs with ``back-up'' records on tapes and controlled hard copy computer listings used for reference. Applications and approval for access are maintained in paper files. Retrievability: Name and user identification code. Safeguards: Access to these records is limited to cleared persons whose official duties require such access. Personnel screening and computer system security protective mechanisms are employed to prevent unauthorized disclosure. Hard copy computer listings and paper files are maintained in combination lock safes or vaulted areas. Retention and disposal: Records of individuals who no longer have access to Office of Data Processing systems are deleted from computer-based system of records. As changes are made and new master computer listings are generated, the paper listings are destroyed by burning and the records on magnetic media are degaussed. There is no retention of these records. System manager(s) and address: Director, Office of Data Processing Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Employees. Contractor employees.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-6] CENTRAL INTELLIGENCE AGENCY CIA--4 System name: Private Attorney Panel. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Attorneys in private practice. Categories of records in the system: Name, address, date and place of birth, education, law firm (if any), State(s) admitted to Bar, and date and type of clearance. Authority for maintenance of the system: Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To provide a list of private attorneys for use on CIA classified projects. To provide a referral list for those employees whose employment with CIA must be protected. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Records are stored in a combination lock safe and access is only by personnel in the Office of General Counsel. Retention and disposal: Records on cleared but never used attorneys are destroyed 1 year after clearance is cancelled. Records of cleared and used attorneys are destroyed when deceased or when services are no longer of interest whichever is earlier. Destruction is by pulping. System manager(s) and address: General Counsel Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Attorneys, CIA employees and former employees, Martindale-Hubbell Law Directory.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-7] CENTRAL INTELLIGENCE AGENCY CIA--5 System name: Legal Subject Records. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Agency employees, defectors, individual plaintiffs in litigation cases, individuals asserting claims against CIA, contractors and consultants, authors, journalists and other individuals who become involved in legal relationships or matters with CIA. Categories of records in the system: Correspondence, affidavits, briefs and other legal documents, reports of investigation, Government forms, cables and internal CIA memoranda. Authority for maintenance of the system: Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To provide factual information for legal opinions. To provide factual information for litigation reports prepared for the Department of Justice. To provide factual information for dealing with Agency contractors and consultants. A record from this system of records may be disclosed as a ``routine use'' to a Federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Records are stored in combination lock safes and access is only by personnel in the Office of General Counsel. Retention and disposal: Permanent retention. System manager(s) and address: General Counsel Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Individuals identified in Categories of individuals covered by the system above, Federal agencies and other CIA records systems.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-8] CENTRAL INTELLIGENCE AGENCY CIA--6 System name: Career Trainee Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Applicants and employees selected for Career Training Program. Categories of records in the system: Name, biographic data, test results of applicant being considered for Career Training Program. Employee name, biographic data, test results, training evaluations, correspondence, trainee progress reports and supervisor reports on trainees during their interim assignments, and memoranda for the record. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L.80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Agency officials to determine an individual's selection for the Career Training Program. Used by Agency officials for monitoring training activity after selection. Used by Agency officials for job placement after completion of training program. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and microforms. Retrievability: By name. Safeguards: Stored in combination lock safe; access is limited to Career Trainee Program Officers, and Personnel Officers. Retention and disposal: Files are retained for duration of the employee's participation in the Career Training Program, then transferred to the Office of Personnel. Official transcripts are filed in the official personnel folders; remaining material is incorporated into individual's supplemental personnel (soft) file. Unsuccessful applicant records are returned to the Office of Personnel. System manager(s) and address: Director, Office of Training Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: The sources of information in these files are Program Officers, educational institutions, and the individual.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-9] CENTRAL INTELLIGENCE AGENCY CIA--7 System name: Off-Campus Instructor Applicant Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Agency employees who are applicants for part-time instructor positions in the Agency Off- Campus Program sponsored by University of Virginia. Categories of records in the system: Applicant forms for teaching in the Off-Campus Program. Correspondence with University of Virginia including application approvals and rejections and documents concerning contract administration. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Agency officials to administer Instructor Program for Off-Campus college courses provided to employees. Recommendations to University of Virginia for employing instructors. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name and discipline. Safeguards: Stored in combination lock safes. Access by CIA officials on need-to-know basis. Retention and disposal: Records are destroyed by pulping 3 years after termination of Agency employment. System manager(s) and address: Director, Office of Training Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Employee, educational institutions, student evaluation of the instructor and the University of Virginia.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-10] CENTRAL INTELLIGENCE AGENCY CIA--8 System name: Agency Training Record. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Agency employees and other Federal employees who have completed Office of Training courses, Agency-sponsored external training, and other Agency component-conducted training programs. Categories of records in the system: A machine run which lists the individual's transcript of Agency-sponsored training. Authority for maintenance of the system: Title 5, USC, Chapter 41. Central Intelligence Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Records are used by Agency officials for processing employee requests for Agency-sponsored training. Used by Agency officials to evaluate training requirements in connection with a proposed assignment. Agency Career Management and Training Officers use this record as a management tool in counseling employees concerning their career development. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Machine listing on COM. Retrievability: By name. Safeguards: Stored in combination lock safes. Access is restricted to Training Officers, Personnel Officers, Supervisors and the TSS/OTR Staff. Retention and disposal: Superseded COM reels are destroyed by burning upon receipt of updated reels. System manager(s) and address: Director, Office of Training Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Transcripts from educational institutions, certificates of successful completion from the training facility and training reports from the individual.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-11] CENTRAL INTELLIGENCE AGENCY CIA--9 System name: Language Learning Center Student Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Employees enrolled in the Language Learning Center. Categories of records in the system: Biographic data, test scores, training reports from instructors, training requests from sponsoring office and attendance reports. Authority for maintenance of the system: Title 5, U.S.C. Chapter 41. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Agency officials to monitor student performance. Transcript is entered in the Agency Training Record. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Records stored in secure areas. Access on a need-to-know basis. Retention and disposal: Retained for duration of student enrollment. Files are cut off at completion of training; all but final report is destroyed 90 days after cut off; final report is destroyed 5 years after cut off. Records are destroyed by pulping. System manager(s) and address: Director, Office of Training Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Employees and instructors.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-11] CENTRAL INTELLIGENCE AGENCY CIA--9 System name: Language Learning Center Student Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Employees enrolled in the Language Learning Center. Categories of records in the system: Biographic data, test scores, training reports from instructors, training requests from sponsoring office and attendance reports. Authority for maintenance of the system: Title 5, U.S.C. Chapter 41. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Agency officials to monitor student performance. Transcript is entered in the Agency Training Record. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Records stored in secure areas. Access on a need-to-know basis. Retention and disposal: Retained for duration of student enrollment. Files are cut off at completion of training; all but final report is destroyed 90 days after cut off; final report is destroyed 5 years after cut off. Records are destroyed by pulping. System manager(s) and address: Director, Office of Training Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Employees and instructors.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-13] CENTRAL INTELLIGENCE AGENCY CIA--11 System name: Modern Language Aptitude Test Scores (MLAT). System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Selected applicants and employees who have taken the Modern Language Aptitude Test. Categories of records in the system: Name, biographic data and test scores. Authority for maintenance of the system: Title 5, U.S.C. Chapter 41. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Language Learning Center personnel to evaluate student potential for learning a foreign language. Used by Personnel Officers in deciding appointment and job placement. Aptitude test scores are provided to Foreign Service Institute when employee is enrolled in their language program. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Stored in combination lock safes; access on a need-to-know basis. Retention and disposal: Destroyed upon termination of Agency employment. Unsuccessful applicant records are destroyed after 12 months. Destruction of records is by pulping. System manager(s) and address: Director, Office of Training Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Individual.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-14] CENTRAL INTELLIGENCE AGENCY CIA--12 System name: External Training Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Employees sponsored full-time external training programs. Categories of records in the system: Employee biographic data, correspondence with public and private educational institutions, transcript and grades, training requests and administrative documents related to enrollment, employees evaluation of training course and employee Training Obligation Agreement. Authority for maintenance of the system: Title 5, USC, Chapter 41. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Agency officials to determine employee's eligibility for Agency sponsored training. Used by Agency officials to enroll employees in private and public educational institutions. Used by Agency officials to evaluate courses for future enrollment of employees. Data for Agency Training Record. Notification of funds advanced and accountings are proved to the Office of Finance. A record from this system of records may be disclosed as a ``routine use'' to a Federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and punch cards. Retrievability: Name and employee number. Safeguards: Stored in combination lock safe; access on need-to-know basis. Retention and disposal: Destroyed 1 year after employee completes all course commitments. Destruction by pulping. System manager(s) and address: Director, Office of Training Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: The sources of information are from the individual, his sponsoring office, and the external training facility.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-14] CENTRAL INTELLIGENCE AGENCY CIA--12 System name: External Training Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Employees sponsored full-time external training programs. Categories of records in the system: Employee biographic data, correspondence with public and private educational institutions, transcript and grades, training requests and administrative documents related to enrollment, employees evaluation of training course and employee Training Obligation Agreement. Authority for maintenance of the system: Title 5, USC, Chapter 41. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Agency officials to determine employee's eligibility for Agency sponsored training. Used by Agency officials to enroll employees in private and public educational institutions. Used by Agency officials to evaluate courses for future enrollment of employees. Data for Agency Training Record. Notification of funds advanced and accountings are proved to the Office of Finance. A record from this system of records may be disclosed as a ``routine use'' to a Federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and punch cards. Retrievability: Name and employee number. Safeguards: Stored in combination lock safe; access on need-to-know basis. Retention and disposal: Destroyed 1 year after employee completes all course commitments. Destruction by pulping. System manager(s) and address: Director, Office of Training Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: The sources of information are from the individual, his sponsoring office, and the external training facility.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-16] CENTRAL INTELLIGENCE AGENCY CIA--14 System name: Equal Employment Opportunity Complainant Records. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Current or former contract, staff or detailed military personnel of the Agency as well as applicants for employment. Categories of records in the system: Data collected by an EEO Investigator which bears on the charges of discrimination brought by the complainant. File contains sworn affidavits from the complainant, the alleged discriminating officer(s), and other individuals directly involved, as well as other documents, records, or other statistical evidence considered pertinent to the case or which assists the Agency in making its decision. Authority for maintenance of the system: Equal Employment Opportunity Act of 1972, Pub. L. 92-261. Executive Orders 11478 and 5 CFR 713.222. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To provide information in the adjudication of complaints. To provide information for review by the Civil Service Commission. To provide information for Federal court review. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By complainant name. Safeguards: Filed in combination lock safes; limited access by staff only. Retention and disposal: Cases resolved within Agency are destroyed by pulping after resolution of case. System manager(s) and address: Director, Equal Employment Opportunity Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Information obtained from the complainant, the alleged discriminating official, and other individuals as well as documents, records, and statistics gathered in the investigation.
[No CIA-15]
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-17] CENTRAL INTELLIGENCE AGENCY CIA--16 System name: Parking Permit Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Employees. Categories of records in the system: Records include name, vehicle license number, office designation, location, and extension. Authority for maintenance of the system: Section 506(a), Federal Records Act of l950 (44 U.S.C. 3101). Federal Property Management Regulation D-47 (GSA). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Agency employees responsible for allocation and control of parking spaces at the Headquarters Building. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name, vehicle license number, assigned parking space number and assigned reference number. Safeguards: Stored in safes, vaults or secure area. Access limited to staff employees. Retention and disposal: Records marked void upon updating of information or upon cancellation of parking permit. Files destroyed upon overall reallocation of parking permits done periodically (approximately once a year). System manager(s) and address: Director, Office of Logistics Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Indentification requirements are specified in the CIA rules published in the Federal Register (32 CFR l901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Employees.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-18] CENTRAL INTELLIGENCE AGENCY CIA--17 System name: Vehicle Operators File. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Employees. Categories of records in the system: Name, medical qualification forms, score sheets for driver's test, registers of permits issued and records regarding accidents. Accident report records include police data and investigation reports in addition to information on vehicle involved. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Agency employees for issuing official U.S. Government driver's licenses and renewals. For review by CIA officials in accident cases. A record from this system of records may be disclosed as a ``routine use'' to a Federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to any agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: Individual name or driver's permit number. Safeguards: Physically protected in a secure area. Access is limited to employees who have the need-to-know. Retention and disposal: Destroyed by burning three years after license is no longer valid. Accident reports are destroyed six years after case is closed. System manager(s) and address: Director, Office of Logistics Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Individual. Agency officials. Federal, State and local law enforcement agencies in cases when employee is involved in an auto accident.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-19] CENTRAL INTELLIGENCE AGENCY CIA--18 System name: Personal Property Claim Records. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Employees and former employees. Categories of records in the system: Claimant name, address, nature and loss or damage to personal effects, including inventory of items. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Claims Review Board determines amount of financial loss sustained by claimant. Reimbursement for property loss. A record from this system of records may be disclosed as a ``routine use'' to a Federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Information is stored in safes or secure areas. Access is limited to staff employees working on such cases. Retention and disposal: Records are destroyed by burning two years after final action on case. System manager(s) and address: Director, Office of Logistics Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Individual concerned and various Agency staff elements involved in processing and adjudication of claims.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-20] CENTRAL INTELLIGENCE AGENCY CIA--19 System name: Equipment and Supplies Accountability Records. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Employees. Categories of records in the system: Name, signature, office location, telephone extension and item of government equipment on loan or charged to the employee. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Agency officials who control and account for government nonexpendable items. A record from this system of records may be disclosed as a ``routine use'' to a Federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Physically protected in secure areas. Only employees charged with the responsibility of controlling government property have access. Retention and disposal: Signature card is returned to individual charged upon return of item. Record is destroyed by burning after inventory adjustment to property records. System manager(s) and address: Director, Office of Logistics Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Individual concerned and appropriate accountable property officers.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-21] CENTRAL INTELLIGENCE AGENCY CIA-20 System name: Logistics Security Clearance Records. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Commercial contractors and vendors, persons in the private sector associated with the Agency, and individuals in other government agencies contacted for liaison purposes. Categories of records in the system: Biographic data including name, address, position, Social Security Account Number, and security clearance held. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by staff employees in conducting Agency business with the commercial sector and liaison with other government agencies. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper, magnetic disk. Retrievability: By individual or company name, and Social Security Account Number. Safeguards: Paper product is stored in vaulted area or in combination lock safes. Access is on a need-to-know basis and coded password identifier. Retention and disposal: Records destroyed by degaussing or pulping upon expiration of clearance. Clearances may be revalidated three years after initial approval. System manager(s) and address: Director, Office of Logistics, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Information obtained from individual concerned and certification of clearance from Office of Security.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-22] CENTRAL INTELLIGENCE AGENCY CIA-21 System name: Privacy and Freedom of Information Acts Requesters. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Individuals who make requests to CIA under provisions of the Privacy Act, the Freedom of Information Act, and Executive Order 11652. Categories of records in the system: Files contain all correspondence and other documents related to the receipt, processing, and final disposition of requests received by the Agency for information under the Privacy Act, the Freedom of Information Act, and Executive Order 11652. Authority for maintenance of the system: Privacy Act of 1974--Pub. L. 93-579, Freedom of Information Act of 1974, as amended, and Executve Order 11652. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by staff employees for reference purposes in formulating responses to Privacy Act, Freedom of Information Act, and Executive Order 11652 requests, and for reference in processing cases under appeal and litigation; to provide documentation for referral to other Federal agencies for their review pursuant to Executive Order 11652, and the Third Agency Rule; and, as a source of information for compiling reports required by the Acts. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper, electronic index and log. Retrievability: By name, case number. Safeguards: Paper files are stored in combination lock safes; automatic data processing index and log files need coded identifier for activation. Access on need to know basis. Retention and disposal: From the date of last entry, Freedom of Information Act requests are destroyed after two years, and Privacy Act requests are destroyed after five years. Records are destroyed by burning. System manager(s) and address: Chief, Information and Privacy Division, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Requests received pursuant to the Privacy Act, the Freedom of Information Act and Executive Order 11652.
[No CIA-22]
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-23] CENTRAL INTELLIGENCE AGENCY CIA--23 System name: Polygraph Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Applicants for employment, employees, and certain individuals considered for assignment to the Agency. Categories of records in the system: Polygraph report, charts, and notes. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Executive Order 10450. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by the Office of Security to make determinations of security eligibility for employment pursuant to Executive Order l0450. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and tape cassettes. Retrievability: By name. Safeguards: Files are maintained in a vault; access is permitted only while in the custody of polygraph staff members. Retention and disposal: Indefinite. Records are destroyed by burning when they become inactive. System manager(s) and address: Director, Office of Security Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: The source of all information obtained is from the polygraph interviews. Systems exempted from certain provisions of the act: Pursuant to authority granted in section (j) of the Act (5 U.S.C. 552a(j)), the Director of Central Intelligence has determined to exempt polygraph records from all sections of the Act except 552a (b), (c)(1) and (2), (e)(1), (e)(4) (A) through (F), (e)(5), (6), (7), (9), (10), and (11), and (i). These records are exempted to prevent access, accountability, and judicial review of records which intimately reveal an Agency security method.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-24] CENTRAL INTELLIGENCE AGENCY CIA--24 System name: Supplemental Personnel (Soft) Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Current or former staff or contract employees and detailed military personnel. Categories of records in the system: Memoranda of discussions, working copies of personnel and contract actions including procedural checklists, performance appraisals, travel and shipping orders. Information concerning conduct, training, special qualifications or restrictions, dependency and residence, emergency notifications, biographic data, Letters of Instruction. Also, cables and dispatches of administrative and operational significance, and photographs. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used as a supplement to the official personnel folders by authorized operating officials to facilitate and expedite processing or procedural requirements and transactions of employees. Serves as a management tool for administrative and operating officials for purposes of employee assignment, promotion, and career development considerations and determinations. To refer or provide information in response to or by direction of a court order, or where there is an indication of a violation or potential violation of law whether civil, criminal, or regulatory in nature, to the appropriate agency charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing a statute or law, regulation or order issued pursuant thereto. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper, and magnetic disc. Retrievability: By name, office and end date of assignment. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to authorized officials. Access to information on magnetic disc is on limited need-to-know basis using controlled password identifier. Retention and disposal: Upon intra-Agency transfer, transfer file to gaining component personnel office. Upon separation from Agency, transfer material for inclusion in Official Personnel Folder to Office of Personnel; maintain remaining file 6 months and destroy. Destruction is by pulping for paper. Magnetic discs are erased upon completion of reassignment. System manager(s) and address: Chief, DDI Administrative Staff Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Employee. Career Service Panel. Agency officials.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-25] CENTRAL INTELLIGENCE AGENCY CIA--25 System name: Supplemental Personnel (Soft) Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Current or former staff or contract employees and detailed military personnel. Categories of records in the system: Memoranda of discussions, working copies of personnel and contract actions including procedural checklists, performance appraisals, travel and shipping orders. Information concerning conduct, training, special qualifications or restrictions, dependency and residence, emergency notifications, biographic data, Letters of Instruction. Also, cables and dispatches of administrative and operational significance, and photographs. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used as a supplement to the official personnel folders by authorized operating officials to facilitate and expedite processing or procedural requirements and transactions of employees. Serves as a management tool for administrative and operating officials for purposes of employee assignment, promotion, and career development considerations and determinations. To refer or provide information in response to or by direction of a court order, or where there is an indication of a violation or potential violation of law whether civil, criminal, or regulatory in nature, to the appropriate agency charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing a statute or law, regulation or order issued pursuant thereto. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and magnetic media. Retrievability: By name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to authorized officials. Retention and disposal: Retained one year after separation from the Agency when material of soft file is reviewed to determine and destroy any duplicate records which are contained in the official personnel folder, and ensure filing of material in operational files, as appropriate. System manager(s) and address: Chief, Personnel Officer, DDS&T Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Employee. Career Service Panel. Agency officials.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-26] CENTRAL INTELLIGENCE AGENCY CIA--26 System name: Supplemental Personnel (Soft) Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Current or former staff or contract employees and detailed military personnel. Categories of records in the system: Memoranda of discussions, working copies of personnel and contract actions including procedural checklists, performance appraisals, travel and shipping orders. Information concerning conduct, training, special qualifications or restrictions, dependency and residence, emergency notifications, biographic data, Letters of Instruction. Also, cables and dispatches of administrative and operational significance, and photographs. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used as a supplement to the official personnel folders by authorized operating officials to facilitate and expedite processing or procedural requirements and transactions of employees. Serves as a management tool for administrative and operating officials for purposes of employee assignment, promotion, and career development considerations and determinations. To refer or provide information in response to or by direction of a court order, or where there is an indication of a violation or potential violation of law whether civil, criminal, or regulatory in nature, to the appropriate agency charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing a statute or law, regulation or order issued pursuant thereto. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and magnetic media. Retrievability: By name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to authorized officials. Retention and disposal: Retained one year after separation from the Agency when material of soft file is reviewed to determine and destroy any duplicate records which are contained in the official personnel folder, and ensure filing of material in operational files, as appropriate. System manager(s) and address: Career Management Officer/DDA Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Employee. Career Service Panel. Agency officials.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-27] CENTRAL INTELLIGENCE AGENCY CIA--27 System name: Supplemental Personnel (Soft) Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Current or former staff or contract employees and detailed military personnel. Categories of records in the system: Memoranda of discussions, working copies of personnel and contract actions including procedural checklists, performance appraisals, travel and shipping orders. Information concerning conduct, training, special qualifications or restrictions, dependency and residence, emergency notifications, biographic data, Letters of Instruction. Also, cables and dispatches of administrative and operational significance, and photographs. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used as a supplement to the official personnel folders by authorized operating officials to facilitate and expedite processing or procedural requirements and transactions of employees. Serves as a management tool for administrative and operating officials for purposes of employee assignment, promotion, and career development considerations and determinations. To refer or provide information in response to or by direction of a court order, or where there is an indication of a violation or potential violation of law whether civil, criminal, or regulatory in nature, to the appropriate agency charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing a statute or law, regulation or order issued pursuant thereto. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to authorized officials. Retention and disposal: Upon intra-Agency transfer, transfer file to gaining component personnel office. Upon separation from the Agency, maintain in Division for 2 years then transfer material for inclusion in Official Personnel Folder to Office of Personnel; hold remaining file 6 months and destroy. Destruction is by pulping. System manager(s) and address: Chief, Career Management Staff, DDO. Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Employee. Career Service Panel. Agency officials.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-28] CENTRAL INTELLIGENCE AGENCY CIA--28 System name: Supplemental Personnel (Soft) Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Current or former staff or contract employees and detailed military personnel. Categories of records in the system: Memoranda of discussions, working copies of personnel and contract actions including procedural checklists, performance appraisals, travel and shipping orders. Information concerning conduct, training, special qualifications or restrictions, dependency and residence, emergency notifications, biographic data, Letters of Instruction. Also, cables and dispatches of administrative and operational significance, and photographs. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used as a supplement to the official personnel folders by authorized operating officials to facilitate and expedite processing or procedural requirements and transactions of employees. Serves as a management tool for administrative and operating officials for purposes of employee assignment, promotion, and career development considerations and determinations. To refer or provide information in response to or by direction of a court order, or where there is an indication of a violation or potential violation of law whether civil, criminal, or regulatory in nature, to the appropriate agency charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing a statute or law, regulation or order issued pursuant thereto. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to authorized officials. Retention and disposal: After intra-Agency transfer, resignation, or retirement, screen folder immediately transferring items that should be filed in the Official Personnel file, operational items to appropriate operating files, and process the remaining material as follows: Intra-Agency transfer--forward file to gaining office; retirement from Agency--hold retirement cases 18 months and destroy; and, resignation from Agency--hold resignation cases 1 year and destroy. System manager(s) and address: Administrative Officer, Office of the DCI Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Employee. Career Service Panel. Agency officials.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-29] CENTRAL INTELLIGENCE AGENCY CIA--29 System name: Manpower Control System. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Current and former Agency personnel and military or civilian personnel on detail to the Agency. Contract employees since January l969. Applicants in process for employment for whom clearance has been requested. Recipients of Agency awards. Participants, and beneficiaries designated by deceased employees who were participants, in the Agency's retirement system and Voluntary Investment Plan. Categories of records in the system: Data on employment history, fitness reports, qualifications and skills, insurance and medical benefits, retirement status, Voluntary Investment Plan accounts, emergency designees, home and work addresses, Agency awards, military reserve data, cases in process for employment, ceilings, position and staffing patterns. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3l0l). Central Intelligence Agency Retirement Act of l964 for Certain Employees, as amended--Pub. L. 88-643. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To provide statistical reports for CIA management on strength, distribution and utilization of manpower, average grades and salaries, minorities, projected retirements, profiles of Agency skills and qualifications, comparative rates on promotions, separations, new employees, reasons for separations. To provide rosters and statistics for heads of Career Services to assist them in administering their career development and evaluation programs, including promotion rates and headroom, fitness report ratings, qualifications, changes in their Career Services. To provide staffing patterns, grade and salary data for office heads required for staffing and budget projections. To provide salary, leave, benefits and entitlements for the payroll system. To provide rosters and statistics for components within the Office of Personnel responsible for administering recruitment, hospitalization, insurance, retirement, and Volunteer Investment Programs. To provide records of employees entering on duty and employee separations and current status tapes or rosters to Agency components of concern. To provide statements of accounts to employees. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic tape and disk. Retrievability: By name, employee number, organization code, social security number, or position number. Safeguards: Tapes and disks are maintained in a special room in a vaulted area with access only by special badge. All tapes are under control of a tape librarian. Each tape has a ``security'' profile which the requester of the tape must match. All requests for recurring or special reports must be approved by the Chief of the Statistical Reporting Branch or his authorized designee. Data is released only as related to personnel under the requester's direct supervision and control or to individuals responsible for administering a particular Agency program. On-line query to the system is limited to personnel responsible for the maintenance, update, and preparation of input data to the system and to employees in the Statistical Reporting Branch by controlled password. Retention and disposal: Permanent retention of subsystems currently in operation. When system is fully operational, a record schedule, including disposal, will be implemented. System manager(s) and address: Director, Office of Personnel Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR l901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Applicants, employees and parent Federal agency of detailee.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-30] CENTRAL INTELLIGENCE AGENCY CIA-30 System name: Applicant Files. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Persons who apply for employment with CIA. Categories of records in the system: Personal, medical and employment history statements, educational transcripts, personal references, interview reports, test results, correspondence, photographs, review comments, and processing records. Authority for maintenance of the system: Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3301). National Security Act of 1947, as amended--Pub. L. 90-253. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used to review applicant's qualifications for CIA position; for security background investigation; and for medical screening for determination by authorized Agency official to offer employment. A record from this system of records may be disclosed as a ``routine use'' to a Federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Approved containers or area when not in use--controlled loans to authorized officials. Retention and disposal: Applications rejected in the initial review because they do not meet requirements for Agency employment will be returned to the applicant without creating any record. Applications which appear to meet requirements for Agency employment, but which are subsequently rejected, are retained for two years and then destroyed by burning or pulping. Files on applicants who may be of interest at a later date are retained indefinitely. System manager(s) and address: Director, Office of Personnel, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Applicant. Educational institutions. Physicians. Letters of Reference. Agency officials. Federal agencies.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-31] CENTRAL INTELLIGENCE AGENCY CIA--31 System name: Current Employees and Former Employees (official Personnel files and records related thereto). System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Current or former staff or contract employees and detailed military and civilian personnel, and current and former members of Advisory Groups. Categories of records in the system: Personal and employment history statements, personnel actions, fitness reports, commendations, biographic profile, retirement status, training, emergency/casualty cases, awards, travel arrangements, medical and insurance claims, correspondence, qualification registers, photographs, and information relating to the suitability and fitness of the individual, complaints and grievances, external employment assistance, Voluntary Investment Plans, financial and educational assistance, recreation programs, exit processing, United Givers and Savings Bond, blood donors. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Central Intelligence Agency Retirement Act of 1964 for Certain Employees, as amended--Pub. L. 83-643. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To administer personnel assignments, performance evaluations, promotions, adverse actions, counseling, retirement determinations of qualifications, separations, medical or insurance claims, statistical reports, and otherwise make decisions on the rights, benefits or entitlements, and utilizations of individuals. To prepare transcripts in response to a request from another government agency relative to employment considerations by that agency. Employment and credit verifications. To update the Agency Qualifications Record System. To refer or provide information in response to or by direction of court order or where there is an indication of a violation or potential violation of law whether civil, criminal, or regulatory in nature to the appropriate agency charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute or rule, regulation, or order issued pursuant thereto. To provide a data source for production of summary descriptive statistics and analytical studies in support of the function for which the records are collected and maintained, or for related personnel management functions or manpower studies; or to locate specific individuals for personnel research or other personnel management functions. To respond to inquiries from attorneys and insurance companies relative to litigation of an accident claim. A record from this system of records may be disclosed as a ``routine use'' to a Federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and microfilm. Retrievability: By name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to authorized officials. Retention and disposal: Agency portion of the official file is destroyed by burning 75 years after birth of employee or 60 years after date of earliest document. System manager(s) and address: Director, Office of Personnel Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Other government agencies. Educational institutions. Employee. Agency officials.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-32] CENTRAL INTELLIGENCE AGENCY CIA--32 System name: Consultant and Independent Contractor Records. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Consultants and independent contractors who are generally self-employed and who are engaged under contract to provide technical, management and scientific advice and services to the Agency. Categories of records in the system: Performance evaluations, administrative documents on compensation and benefit commitments, termination agreements and correspondence, biographic data, appointment or contract data. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To administer contractual provisions--benefits, compensation, transportation, termination; performance evaluation, references, and to otherwise make decisions on the rights, benefits or entitlements and utilizations of the individual. As a source for managerial statistical and analytical studies, and other related personnel management functions or manpower studies. A record from this system of records may be disclosed as a ``routine use'' to a Federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and microfilm. Retrievability: By name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to authorized officials, maintained during active employment and retained after separation in accordance with established record disposal schedules. Retention and disposal: Records are destroyed by pulping 75 years after birth of individual or 60 years after date of earliest document. System manager(s) and address: Director, Office of Personnel Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR l901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Individual. Agency officials. References as indicated by the individual.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-33] CENTRAL INTELLIGENCE AGENCY CIA--33 System name: Prospective Contributors for the Collection of Foreign Intelligence. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Individuals who voluntarily indicate a willingness to contribute to Foreign Intelligence. Categories of records in the system: Psychological assessment data. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Agency officials use the psychological assessment data to assist them in reaching a decision concerning an affiliation with the Agency. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper form; converted to microfilm after two years. Retrievability: By name. Safeguards: Files are stored in security approved containers. Access is on a need-to-know basis. Retention and disposal: Files are maintained for two years then microfilmed. Files are destroyed by burning after microfilming. System manager(s) and address: Director, Office of Technical Service Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Individuals and Agency officials.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-34] CENTRAL INTELLIGENCE AGENCY CIA--34 System name: Clinical and Psychiatric Files (Employees). System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: CIA employees and their dependents; military and Federal civilian employees to CIA detailees and their dependents; and retired or separated employees and their dependents. Categories of records in the system: Contains all physical examinations, laboratory data, X-rays, private physician reports, reports of on- the-job injuries and illnesses; results of psychiatric screening and testing; reports of psychiatric interviews; records of immunizations, and related medical material. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Title 5, U.S.C., section 7901. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: By Agency personnel for evaluation of suitability for assignment, fitness-for-duty, health maintenance and in reviewing applications for medical disability retirement. By the Civil Service Commission in the case of an employee under that system who applied for medical disability. By the Office of Workers' Compensation Programs, Department of Labor, in the case of an employee who applies for its compensation. To provide information to Federal agencies for employees who are being assigned or detailed to those agencies. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Files are maintained in paper form filed in an identifying jacket. Certain information--medical history, laboratory and assignment data--are contained on magnetic tape and punch cards. Printouts from the automated data processing are filed in the subject's medical file. Retrievability: Access is by a file identification number which is, in turn, cross referenced to a name. Safeguards: Files are stored in vaulted main file room. During periods when files are undergoing active processing they are secured in locked safes. Unauthorized entry into the vaulted file room is controlled via an alarm system. Access to computer information is controlled by limiting the number of medical personnel approved for such access by an identifying password. Access to the main vault file room, locked safes and the Agency Records Center is controlled by limiting the number of personnel authorized such access. Retention and disposal: Files are retained until such time as the employee retires or separates from the Agency--at which time, they are retired to the Agency Records Center. To meet statutory requirements, they are then retained for a period of 75 years from date of birth. Destruction of records will be accomplished through burning. Magnetic tapes are degaussed. System manager(s) and address: Director, Office of Medical Services Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: The individual supplies his/her medical history and additional information is developed through routine medical processing. Reports from private physicians and/or medical facilities when permission is granted by the individual concerned.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-35] CENTRAL INTELLIGENCE AGENCY CIA--35 System name: Clinical and Psychiatric Files (Applicants). System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Applicants for Agency Employment. Categories of records in the system: Contains all physical examinations, laboratory data, X-rays, private physician reports, reports of previous on-the-job injuries and illnesses, results of psychiatric screening and testing, reports of psychiatric interviews, records of immunizations, and related medical material. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Title 5, U.S.C., section 7901. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Office of Medical Services to evaluate the medical suitability of applicants for employment. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and X-ray film. Retrievability: By name. Safeguards: Files are stored in vaulted main file room. During periods when files are undergoing active processing they are secured in locked safes. Unauthorized entry into the vaulted file room is controlled by an alarm system. Access to computer information is controlled by limiting the number of medical personnel approved for such access by an identifying password. Access to the main vault file room, locked safes and the Agency Record Center is controlled by limiting the number of personnel authorized such access. Retention and disposal: Successful applicant files are converted to employee files. Files are retained until such time as the employee retires or separates from the Agency--at which time, they are then retired to the Agency Record Center. To meet statutory requirements, they are then retained for a period of 75 years from date of birth. Destruction of records is accomplished through burning. Applicant files not processed are retained for a period of two years; records are then destroyed by burning. System manager(s) and address: Director, Office of Medical Services Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: The individual supplies his/her medical history and additional information is developed through routine medical processing. Reports from private physicians and/or medical facilities when written permission is granted by the individual concerned.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-36] CENTRAL INTELLIGENCE AGENCY CIA--36 System name: Medical Facilities and Physicians. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Lists of medical facilities and names of physicians in the Metropolitian Washington area. Categories of records in the system: Name, business address, and phone numbers of physicians and medical facilities. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Title 5, U.S.C., Section 7901. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To provide information to employees upon request for external medical referral. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name, facility, and medical specialty. Safeguards: Maintained in locked file cabinets. Access on a need-to-know basis. Retention and disposal: Lists are continuously maintained. When updated, old lists are destroyed by burning. System manager(s) and address: Director, Office of Medical Services Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of theFederal Register. Record source categories: Agency physicians and contract medical personnel.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-37] CENTRAL INTELLIGENCE AGENCY CIA--37 System name: Psychological Test Data Files. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Applicants, CIA employees and dependents, detailees and dependents, retired or separated employees and dependents. Categories of records in the system: Results of psychological testing and assessment reports. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: In the case of employees, dependents and detailees, to determine the individual's skills and aptitudes and suitability for a particular assignment or training as distinct from his general suitability for employment (Psychiatric screening). Data developed to validate new tests and techniques as part of on- going research efforts. To prepare reports which summarize test results and to assist Agency officials in selection of candidates for employment and career management planning for employees. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper, microfilm, magnetic tape and punch cards. Retrievability: By name. Safeguards: Medical files are stored in vaulted main file room. During periods when files are undergoing active processing they are secured in locked safes. Access to computer information is controlled by limiting the number of medical personnel approved for such access by an identifying password. Access to the main vault file room, locked safes and the Agency Records Center is controlled by limiting the number of personnel authorized such access. Retention and disposal: Files on employees, dependents and detailees are retained in Headquarters until retirement or separation at which time they are retired to the Agency Records Center, where they are retained 30 years and then destroyed by the Records Center by burning. Successful applicants' files are treated the same as employees. Unsuccessful applicant files are retained for a period of three years and then destroyed by burning or pulping. System manager(s) and address: Director, Office of Medical Services, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notifications section above. Contesting record procedures:The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: The individual through the completion of a variety of psychological tests and interview sessions with Agency medical officers.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-38] CENTRAL INTELLIGENCE AGENCY CIA--38 System name: Congressional Liaison Records. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Matters of liaison with Congressional Offices are filed in the name of the member of the Office involved. Categories of records in the system: Liaison record. Correspondence file. Newspaper and publication clippings. Authority for maintenance of the system: Section 506(a), Federal Records Act 1950 (44 U.S.C.3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Handle requests from members and Committees. Coordinate Agency position on proposed legislation. Prepare Agency position papers. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and magnetic media. Retrievability: By the name of the Member of Congress. Safeguards: All records are stored in a combination lock safe; access is restricted only to OLC personnel. Retention and disposal: Records for which OLC is office of record are permanent. Non-record or temporary items are cut off annually, transferred to Records Center, recalled after 5 years and screened for selected files which are incorporated into permanent records. Residual material is destroyed by pulping. System manager(s) and address: Legislative Counsel Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Agency officials. Offices of Members of Congress, Congressional committees and other Government agencies.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-39] CENTRAL INTELLIGENCE AGENCY CIA-39 System name: Publicity. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Authors of articles, CIA employees, and other individuals mentioned in newspaper articles about CIA. Categories of records in the system: Newspaper articles: By-lined articles mentioning CIA. Articles mentioning CIA. Correspondence between media personalities and the Office of Public Affairs. Authority for maintenance of the system: Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Agency officials researching articles on the CIA. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Files are stored in a vaulted room; access upon request on a need-to-know basis. Retention and disposal: Permanent. System manager(s) and address: Office of Public Affairs, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or corrections of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Newspaper articles and correspondence.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-40] CENTRAL INTELLIGENCE AGENCY CIA--40 System name: CIA Authors File. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: CIA employees (current and past) who have published commercially. Categories of records in the system: Name of author and title and source of publication. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used for author display exhibit in CIA Library. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Manual card file. Retrievability: By name of author. Safeguards: Located in limited access building. Retention and disposal: Records destroyed when obsolete or no longer needed by pulping. System manager(s) and address: Director, Office of Central Reference Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Individual authors.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-41] CENTRAL INTELLIGENCE AGENCY CIA--41 System name: Intelligence in Public Literature File. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Individuals who have written on the general topic of intelligence and have been reviewed in the public media; individuals identified as being involved in intelligence activities. Categories of records in the system: Media articles on personalities and events relating to subject of intelligence. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used to provide Agency and other USIB components a ready-reference file on open literature relating to intelligence. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders and archives boxes of media articles. Retrievability: By name of author or general topics. Safeguards: File is open to any Agency or Intelligence Community employee on an official task; requests for access to classified portions are screened on the basis of official ``need-to-know.'' Retention and disposal: Articles and topics are discarded when no longer used. System manager(s) and address: Director, Office of Central Reference Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Foreign and domestic news media; intelligence reports.
[No CIA-42]
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-42] CENTRAL INTELLIGENCE AGENCY CIA--43 System name: Briefing Program File. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Those individuals, both foreign and U.S., who have visited CIA for official briefings under the CIA Briefing Program. Categories of records in the system: Names, dates of visits, and parent organizations of visitors. Authority for maintenance of the system: National Security Act of 1947, as Amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as Amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used in planning briefing programs. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: 3 x 5 index cards. Retrievability: By name. Safeguards: Kept in secure area; only authorized officials have access to the file. Retention and disposal: Destroy 5 years after cut-off. Cut off at end of each calendar year. Screen. Destroy duplicate copies and housekeeping records. Maintain remainder in current file area for 5 years and destroy. Destruction by pulping. System manager(s) and address: DDI Executive Officer and Assessments Staff Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Official correspondence from parent organizations of individuals to be briefed.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-43] CENTRAL INTELLIGENCE AGENCY CIA--44 System name: Foreign Map Sources Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Selected U.S. and foreign individuals and firms having a potential to provide foreign maps. Categories of records in the system: Names, extracts from open literature, intelligence reports, records of map acquisitions. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To provide information in support of foreign map acquisition. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Kept in secure area; only authorized personnel have access. Retention and disposal: Destroy data on individual source when procurement action is complete or source potential is ended. Destruction by pulping. System manager(s) and address: Director, Office of Geographic and Cartographic Research Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Individuals, intelligence reports, open literature.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-44] CENTRAL INTELLIGENCE AGENCY CIA--45 System name: Soviet-U.S. Contacts File. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Prominent U.S. citizens, such as members of Congress and high-ranking government officials, who have met prominent Soviets at meetings reported in the press. Categories of records in the system: Names and titles of individuals, dates and places of meetings, subjects discussed as reported in the Soviet and U.S. press. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used to prepare briefing material for U.S. officials who plan to visit the USSR or hold discussions with Soviets in the United States. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Computer tapes and paper. Retrievability: Name of Soviet or U.S. participants, date, general subject, and locations of meetings. Safeguards: Requests for information are screened for appropriateness. Files are stored in combination locked safes. Retention and disposal: File started in 1974 and still considered experimental; continuation will depend upon utility; no file destruction to date. System manager(s) and address: Director, Office of Central Reference Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Soviet and U.S. press.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-45] CENTRAL INTELLIGENCE AGENCY CIA--46 System name: Academic Relations File. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Scholars with whom the DDI maintains contact for the purpose of exchanging research and analyses. Categories of records in the system: Names and addresses. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C., section 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Reference for correspondence; mailing of unclassified Agency publications. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: 5 x 8 index cards. Retrievability: By name. Safeguards: Kept in secure area; only authorized officials have access. Retention and disposal: Reviewed every 2 years and records are destroyed on individuals no longer associated with the program. Destruction is by pulping. System manager(s) and address: Coordinator for Academic Relations Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Correspondence and personal contact.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-46] CENTRAL INTELLIGENCE AGENCY CIA--47 System name: Professors and Placement Officers of Selected Colleges. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Those key individuals in selected colleges who may be able to assist the Office of Economic Research in its professional recruiting effort for economics analysts. Categories of records in the system: Names and parent organizations. Authority for maintenance of the system: Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used in Office of Economic Research recruiting program. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: List. Retrievability: By name. Safeguards: Kept in secured area; only authorized officials have access. Retention and disposal: Review annually and destroy records on individuals no longer associated with the activity. Destruction is by pulping. System manager(s) and address: Director, Office of Economic Research Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Professional contacts established by the Office of Economic Research and Agency recruiters.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-47] CENTRAL INTELLIGENCE AGENCY CIA--48 System name: Cryptographic Access File. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Agency staff personnel, contract employees, and contractor employees who have been authorized access to cryptographic information. Categories of records in the system: Biographic information including name, date of birth, social security number, and Agency component or commercial employer and date of clearance of person being granted access. Authority for maintenance of the system: Executive Order 10450. Pub. L. 81-513, dated May 13, 1950. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Control and accountability of cryptographic access clearances. Certify to Agency officials and to other agencies and private contractors names of individuals who possess a cryptographic clearance. Users of this information are the Office of Security and Office of Communications. A record from this system of records may be disclosed as a ``routine use'' to a Federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and computer. Retrievability: By name. Safeguards: Information on paper media is stored in combination lock safes or in a secure area; access is limited to authorized employees on a need-to-know basis. Information stored on the computer system is subject to safeguards established by the Office of Security. Retention and disposal: Paper files are retained until the clearance is rescinded. Destruction of paper records is accomplished through burning. Computer records are revised when clearance is rescinded. System manager(s) and address: Director, Office of Communications Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: The source of biographic information is the Office of Security or official correspondence notifying Office of Communications of a change in the individual's status. Employee.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-48] CENTRAL INTELLIGENCE AGENCY CIA--49 System name: Directorate of Operations Records System. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Individuals who are of foreign intelligence or foreign counterintelligence interest to the CIA, either because of their actual, apparent, or potential association with foreign intelligence or foreign counterintelligence activities, or because they are of actual or potential use to CIA. Categories of records in the system: Categories of records include administrative, management and policy, personality, operational, and impersonal subjects based primarily on foreign intelligence and foreign counterintelligence reports. Authority for maintenance of the system: National Security Act of 1947, as Amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Immigration and Nationality Act, as amended--Pub. L. 82-414. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To provide information within CIA and to selected Federal agencies and military departments for the conduct of foreign intelligence operations. To provide information within CIA and to the FBI, other selected Federal agencies, and military departments for the conduct of foreign counterintelligence operations. To conduct national Agency name checks for other agencies as required by National Security Council Directive and the Immigration and Nationality Act of l952 in the interest of the security of the United States. To provide information to the Immigration and Naturalization Service. A record from this system of records may be disclosed as a ``routine use'' to a Federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. To provide information to U.S. and, through established liaison channels, selected foreign government agencies in national security or criminal cases. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper, microforms, and magnetic media. Retrievability: By name. Safeguards: Strict controls have been imposed to minimize the risk of compromising information held. Employees are allowed access to the index and files only after undergoing special training. There are degrees of compartmentation which are designed to limit access to information on a strict ``need-to-know'' basis. Records are kept of each disclosure of a record to another agency as required by this act. Retention and disposal: Retention is based on approved records disposition schedules. Destruction is by pulping, degaussing, or burning. System manager(s) and address: Chief, Information Services Staff, DDO Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Other U.S. agencies and organizations. Foreign sources and individuals. Predecessor organizations. Overt publications. Private citizens. State and local agencies.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-49] CENTRAL INTELLIGENCE AGENCY CIA--50 System name: Financial Records. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Current and former Agency staff personnel, contract personnel, consultants, independent contractors, detailed military and civilian personnel, and survivors of deceased CIA retirement system annuitants Categories of records in the system: Records required to administer compensation payments, payments to CIA Retirement System (CIARDS) annuitants, authorized or required payroll deductions or contributions for Federal, state and city income tax, retirement, insurance, Credit Union, etc., and leave entitlements. Personnel actions, contracts, W-4s, W-2s, withholding authorizations, banking instructions for dissemination of employees' salary checks. Official travel orders, record of funds advanced and transportation furnished, copies of travel claims and accountings. Records and statements concerning the status of funds advanced to individuals for official purposes. Correspondence and copies of all financial documentation accumulated in the collection and settlement of amounts due the Agency from former employees. Financial accounts and records concerning employees'/former employees' participation in the Voluntary Investment Plan. Membership application, payroll deduction authorization, quarterly status statement, funds withdrawal requests. Certifying officers; contracting officers; and authorizing letter and signature card. Authority for maintenance of the system: Central Intelligence Agency Retirement Act of l964 for Certain Employees, as amended--Pub. L. 88-643. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by CIA personnel to fulfill statutory requirements with regard to the computation, payment, and recording of compensation due Agency personnel and annuities due to CIARDS annuitants and to report Federal, state, and local taxing authorities tax information as required by law; used by CIA officials to report and remit to appropriate Federal, state, and local agencies tax withholdings, individual and CIA contributions for retirement, life and health insurance programs, and other deductions as required or authorized by the individual. Used by CIA personnel concerned with the administration, processing, audit and certification of travel and transportation accounts. Used by CIA personnel as an administrative control to ensure that official funds advanced to individuals are properly and fully accounted for. Used by CIA personnel to pursue and document efforts made to collect amounts due the Agency from former Agency personnel. Used by CIA personnel in the financial administration of the Voluntary Investment Plan and to inform participants of their equity in the Plan. Used within CIA by Agency personnel charged with responsibility for determining that the commitment and expenditure of Agency funds is authorized, approved, and certified by officials to whom such authority has been delegated. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper, punch cards, microfilm, magnetic tape and disks. Retrievability: By name, employee number, and component of assignment. Safeguards: Records are located in either vaulted, limited access areas or in combination lock safes. Access to the records is strictly limited to Agency personnel who either work with the records or have an official need for the information. Retention and disposal: Method of disposal is by burning, degaussing or shredding, whichever is the most appropriate for the particular medium in which the record is maintained. Records are retained in accordance with established record disposal schedules. System manager(s) and address: Director, Office of Finance Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Individuals and Agency officials.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-50] CENTRAL INTELLIGENCE AGENCY CIA--51 System name: Security Duty Office Event Reports. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Individuals who contact the Security Duty Office. Categories of records in the system: Name, date and subject matter of contact by individual. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Brief senior Security Officers concerning contacts made by individuals and events involving the Agency and Agency facilities. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Records are maintained in office which is manned on a 24- hour basis. Information is disclosed to Agency officials on a need- to-know basis. Retention and disposal: Records are maintained only for time period when subject is of interest to the Agency. Records are destroyed by burning. System manager(s) and address: Director, Office of Security Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: General public, employees and Federal, state and local officials.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-51] CENTRAL INTELLIGENCE AGENCY CIA--52 System name: Community-Wide, Computer-Assisted, Compartmentation Control System. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Federal, civilian and military personnel and representatives from private industry who possess special access clearances. Categories of records in the system: Name, date of birth, social security number, date of background investigation, status of clearance, organization, and clearances held. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To certify throughout the Intelligence Community and related industry the individuals whose names are contained in this Special Register for purposes of controlling access to special classified materials. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Cards, computer tapes and paper. Retrievability: By name, social security number, and organization. Safeguards: The records are stored in a secure area. Access to the storage area is restricted to those who have the proper clearances and have a need-to-know. Retention and disposal: Records are retained and destroyed in accordance with records control schedules approved by the Archivist of the United States. System manager(s) and address: Director, Office of Security Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Agency personnel, and other Federal agencies, and private industry.
[No CIA-53]
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-52] CENTRAL INTELLIGENCE AGENCY CIA--54 System name: Central Badge System. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Agency employees and individuals who required building access badges. Categories of records in the system: Name, date and place of birth, social security number, photographs and fingerprints. Authority for maintenance of the system: Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). National Security Act of 1947, as amended--Pub. L. 80-253. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by the Office of Security to identify and control access to Agency facilities. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper, photographs and magnetic media. Retrievability: Name and badge number. Safeguards: Records are maintained in vault. Access is limited to individuals on need-to-know basis. Retention and disposal: Retained for duration of employment or association with the Agency. Records are destroyed by burning two years after resignation or termination of the association. System manager(s) and address: Director, Office of Security Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Employee records and/or the individual requesting identification badge.
[No CIA-55]
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-53] CENTRAL INTELLIGENCE AGENCY CIA--56 System name: Security Analysis Records. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Any individual who comes to the attention of the Agency because of a counterintelligence interest that concerns Agency personnel or Agency security. Categories of records in the system: Biographic information and data concerning an individual's involvement in specific intelligence and counterintelligence activities. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Inform Agency officials of potential or actual CI information involving Agency personnel or facilities. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: All records are maintained in a vaulted area. Access is limited on a need-to-know basis. Retention and disposal: Permanent retention. System manager(s) and address: Director, Office of Security Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Employees. U.S. Government agencies. Foreign intelligence sources.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-54] CENTRAL INTELLIGENCE AGENCY CIA--57 System name: Security Records. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Applicants, staff and contract employees, former employees, consultants, contractors, military detailees, individuals of security interest, persons of substantive affiliation with or service to the Agency, persons on whom the Agency has conducted an investigation, Agency employees and other individuals associated with the Agency who have completed an accident report form, and Federal, civilian and military personnel with whom the Agency conducts liaison. Categories of records in the system: Investigation requests. Biographic data (name, sex, D/POB, social security number, and employer and employee address at time record was created). Authorizations for the release of high school and college transcripts and copies of those transcripts. Investigative reports. Appraisal summaries reflecting the rationale for granting or refusing a security clearance. Documentation of the final action taken by the Office of Security concerning any given investigation. Secrecy agreements. Documentation concerning the granting or refusing of special clearances; levels of clearances held; approvals for personnel reassignments; notations that polygraph or other special interviews were performed; memoranda concerning security violations; notices of termination of affiliation with the Agency. Report of accidents and investigative reports. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Executive Order 10450. Executive Order 11807. Section 19(a), Occupational Safety and Health Act of 1970--Pub. L. 91- 596. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The system is used to ascertain whether there is any existing information concerning a person who is of immediate interest to the CIA. The system is routinely used when: A person applies for CIA employment; A person is a candidate or associated with a candidate for some project or assignment; A question arises as to whether a certain individual has been security approved, or considered for security approval by the CIA; There is a need to obtain the security file of an individual who is known (or assumed) to be the subject of a file; and CIA receives a request for investigative information from another Federal agency. Records from this system are also used to prepare briefings on Agency accident experience; to determine accident causes and recommend remedial action; and to prepare quarterly and annual statistical reports for the Department of Labor. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper, microfilm, computer disks and magnetic tapes. Retrievability: By name. Safeguards: Records are safeguarded by combination lock security containers, or are stored within a vaulted area. Access is restricted to individuals who are certified on an ``Access List.'' The Access List is validated each month and published so that responsible officials can insure that records are accessed only for official purposes. Retention and disposal: Files which contain Agency-developed investigative reports on an individual are retained a maximum of 50 years, then destroyed by burning or pulping. Liaison contact files are kept for three years and then destroyed by burning or pulping, except where there is a documented request to continue the liaison. System manager(s) and address: Director, Office of Security Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Current and former employees, consultants, contractors, contract employees, military detailees, applicants for employment, persons of substantive affiliation with or service to the Agency, Federal, state and local agencies, educational institutions, employers, personal and business references provided by the individual under investigation and acquaintances of the individual.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-55] CENTRAL INTELLIGENCE AGENCY CIA--58 System name: Inspector General Research Records. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Agency personnel and other individuals whose names appear in documents assembled primarily from other Agency records systems by the Inspector General in relation to an Executive commission and Legislative committee reviews of Agency activities conducted between 1972 and 1976. Categories of records in the system: CIA documents that are pertinent to an Executive commission and Legislative committee reviews of Agency activities. Authority for maintenance of the system: Central Intelligence Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The system is used by Agency officials for reference use in connection with Executive and Legislative reviews of Agency activities. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: Name or subject. Safeguards: Information is stored is safes. Access is limited to Agency personnel. Retention and disposal: Permanent. System manager(s) and address: Inspector General Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Requests from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual record, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Agency employees.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-56] CENTRAL INTELLIGENCE AGENCY CIA--59 System name: Unsolicited Correspondence from the General Public Addressed to the Director or Deputy Director of Central Intelligence. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Members of the General public who have written to the Director or Deputy Director of Central Intelligence. Categories of records in the system: Correspondence from the general public and Agency letters of response. Authority for maintenance of the system: Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The system is used by the Executive Secretary, Office of the Director, to insure that correspondence is acknowledged. Certain correspondence is forwarded to other Government agencies for appropriate action. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Records are in a vaulted area; access is controlled by the Executive Secretary. Retention and disposal: Subject file of substantive correspondence requiring action beyond acknowledgment reply is permanent. Routine correspondence and acknowledgments are reviewed at 2 year intervals and destroyed by pulping when no longer needed, or destroyed 5 years after original contact if no interest activated within 5 years, or incorporated into Subject file if interest is activated and case warrants. Employment applications: originals referred to Office of Personnel; duplicates so noted and files cut off annually and destroyed by pulping when 2 years old. System manager(s) and address: Executive Secretary Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains their correspondence should direct their inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Requests from individuals should be addressed as indicated in the Notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-57] CENTRAL INTELLIGENCE AGENCY CIA--60 System name: Personal and Professional Associates of the Director of Central Intelligence. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Personal and professional associates of the Director of Central Intelligence. Categories of records in the system: Home and business addresses; home and business phone numbers; category of association with the DCI (e.g. personal/professional). Authority for maintenance of the system: Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The system is used by administrative personnel, Office of the Director, to insure that information pertaining to the Director's associates is maintained in a current manner. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Hard copy computer print-out and magnetic disc pack. Retrievability: By name, city, or type of association. Safeguards: Hard copy computer print-out stored in a vaulted area; access is controlled by the Director's immediate office staff. Automatic data processing disc pack requires coded identifier for activation. Access on a need-to-know basis. Retention and disposal: The hard copy computer print-out is stored in the Office of the Director and becomes a part of the Director's personal correspondence/files. This hard copy is replaced as changes occur and the preceding copy destroyed by burning. Magnetic disc pack is corrected as changes occur and when no longer of use it is erased. System manager(s) and address: Executive Assistant to the Director Central Intelligence Agency Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains their name and address should direct inquiries to: Information and Privacy Coordinator Central Intelligence Agency Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Requests from individuals should be addressed as directed in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promugated in the CIA rules section of the Federal Register. Record source categories: Selected public by category of relationship with the DCI.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-58] CENTRAL INTELLIGENCE AGENCY CIA--61 System name: Supplemental Personnel (Soft) Files. System location: Central Intelligence Agency Washington, DC 20505. Categories of individuals covered by the system: Current and former staff or contract employees and detailed personnel. Categories of records in the system: Memoranda of discussions, working copies of personnel and contract actions including procedural checklists, performance appraisals, travel and shipping orders. Information concerning conduct, training, special qualifications or restrictions, dependency and residence, emergency notifications, biographic data, Letters of Instruction. Also, cables and dispatches of administrative and operations significance, and photographs. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Section 506(a) Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used as a supplement to the official personnel folders by authorized operating officials to facilitate and expedite processing or procedural requirements and transactions of employees. Serves as a management tool for administrative and operating officials for purposes of employee assignment, promotion, and career development considerations and determinations. To refer or provide information in response to or by direction of a court order, or where there is an indication of a violation or potential violation of law whether civil, criminal, or regulatory in nature, to the appropriate agency charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing a statute or law, regulation or order issued pursuant thereto. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to authorized officials. Retention and disposal: After transfer, resignation or retirement, screen folder immediately transferring items that should be filed in the Official Personnel file, operational items to appropriate operating files, and process the remaining material as follows: Transfer--Forward file to gaining office; retirement--hold retirement cases 18 months and destroy; and, resignations--hold resignation cases 1 year and destroy. System manager(s) and address: Chief, Support Staff Intelligence Community Staff Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator Central Intelligency Agency Washington, DC 20505. Identification requirements are specified in the CIA rules, published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Employee, Career Service Panel, IC officials.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-59] CENTRAL INTELLIGENCE AGENCY CIA--62 System name: Office of Data Processing Security Clearance Records. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Commercial contractors and vendors, persons in the private sector associated with the Agency, and individuals in other government agencies contacted for liaison purposes. Categories of records in the system: Biographic data (name, date and place of birth, Social Security Account Number), company name and security clearances held. Authority for maintenance of the system: National Security Act of 1947, as amended-Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended-Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Staff employees in conducting Agency business with the commercial sector and liaison with other government agencies. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic disc. Paper product is stored in combination lock safes or vaulted areas. Retrievability: By individual or company name, and Social Security Account Number. Safeguards: Access is limited to staff employees having a need-to-know and a coded password identifier. Retention and disposal: Records destroyed by degaussing or pulping upon expiration of clearance. Clearances may be revalidated three years after initial approval. System manager(s) and address: Director, Office of Data Processing, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contests thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Information obtained from individual concerned and certification of clearance from Office of Security.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-60] CENTRAL INTELLIGENCE AGENCY CIA--63 System name: Security Access Records. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Agency employees and other badged individuals accessing Agency buildings. Categories of records in the system: Badge number, building/entrance, year, Julian day, hour, entry or exit code. Authority for maintenance of the system: National Security Act of 1947, as amended-Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended Pub. L. 81-110. Section 506(a), Federal Records Act of 1950 (44 USC 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: For routine administrative, managerial and security purposes in order to: a. Determine the frequency of access to Agency buildings of certain badged individuals to facilitate administration of badge reissuance criteria; b. Provide selected Agency managers with statistical data on building access patterns for resource planning purposes; c. Ascertain whether a given badged individual has accessed a specific Agency building entrance, including the date and time of such access. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and magnetic media. Retrievability: Badge number, Julian date, time (hours/minutes), building/entrance, and entry or exit code. Safeguards: Records are maintained in a vault or combination lock safes. Access by Agency employees having a need-to-know and a coded password identifier. Retention and disposal: Records on individuals are retained for a maximum of six years after date of access. Records are destroyed by degaussing, pulping or burning. System manager(s) and address: Director of Security Central Intelligency Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Agency's magnetically encoded badge system, after-hours building log and ``Visitor-No-Escort'' badge record cards.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-61] CENTRAL INTELLIGENCE AGENCY CIA--64 System name: Inquiries from Private Individuals about CIA and its Mission. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Members of the general public who have written to CIA on matters of interest to the Office of Public Affairs. Categories of records in the system: Correspondence from the general public and the Agency's letter of response. Authority for maintenance of the system: Section 506(a), Federal Records Act of 1950 (44 USC 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To ensure responsiveness to legitimate public concerns about the mission and function of CIA. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Files are stored in vaulted room or in combination lock safes; access is on a need-to-know basis. Retention and disposal: Destroyed by pulping after two years. System manager(s) and address: Office of Public Affairs, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or corrections of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Correspondence from the general public for the Office of Public Affairs.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-62] CENTRAL INTELLIGENCE AGENCY CIA-65 System name: Contact with the News Media and Index. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Media representatives. Categories of records in the system: Written record of telephonic discussions with members of the press, radio, television or other news media. Includes daily memorada to Director Central Intelligence--``Contacts with the Press.'' Cards 5 X 8 contain name and date of telephone call and index the written record of discussion. Authority for maintenance of the system: Section 506(a), Federal Records Act of 1950 (44 USC 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Agency officials to record the interests of journalists and to account for Agency information provided to them. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Files stored in a vaulted room or combination lock safes; access upon request on a need-to-know basis. Retention and disposal: Permanent. System manager(s) and address: Office of Public Affairs, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Requests from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or corrections of records, are promulgated in CIA rules section of the Federal Register. Record source categories: Telephone inquiries from news media representatives and response.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-63] CENTRAL INTELLIGENCE AGENCY CIA-66 System name: Manuscript Review. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Present and former employees. Categories of records in the system: Manuscripts submitted for review. Authority for maintenance of the system: Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Review manuscripts of proposed publications or speeches authored or given by present or former employees to prevent unauthorized disclosure of classified information. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Files are stored in a vaulted room or combination lock safes; access is on a need-to-know basis. Retention and disposal: Permanent. System manager(s) and address: Offices of Public Affairs, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's requirements for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or corrections of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Present and former employees.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-64] CENTRAL INTELLIGENCE AGENCY CIA-67 System name: Publishing and Speaking Engagement Clearances. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Present and former employees. Categories of records in the system: Clearances for speeches and published works proposed for or in the public domain. Authority for maintenance of the system: Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Agency officials to review and provide clearance for external speaking and publishing activities and to be aware of information released into the public domain. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Files are stored in a vaulted room or combination lock safes; access is on a need-to-know basis. Retention and disposal: Destroyed by pulping after three years. System manager(s) and address: Office of Public Affairs, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator, Central Intelligence Agency. Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or corrections of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Current and former CIA employees.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-65] CENTRAL INTELLIGENCE AGENCY CIA-68 System name: CIA Personnel in Contact wih Press. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Present and former CIA employees. Categories of records in the system: Card index of CIA employees who have reported a media contact. Authority for maintenance of the system: Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To maintain a record of employee press contacts. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Files are stored in a vaulted room; access upon request on a need-to-know basis. Retention and disposal: Permanent. System manager(s) and address: Office of Public Affairs, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct inquiries to: Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505 Identification requirements are specified in the CIA rules published in the Federal Register (32 CFR 1901.13). Individual must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or corrections of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: Present and former employees.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-66] CENTRAL INTELLIGENCE AGENCY CIA-69 System name: Language Use Assessment. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Agency employees who have used their language abroad. Categories of records in the system: Name, Social Security number, biographical date, and date relating to use of foreign language(s) abroad. Authority for maintenance of the system: Title 5, U.S.C. Chapter 41. Central Intelligence Act of 1949, as amended--Pub. L. 81-110. Sec. 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Office of Training and Education Language School personnel for research on a variety of matters relating to language learning and testing. Data generated will be stored in a computer system in the Agency and will be used solely for research purposes. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Agency computer system. Retrievability: By Social Security number. Safeguards: Stored in locked computer files; access by password on a strict need- to-know basis. Retention and disposal: Maintained indefinitely in computer files for ongoing research needs. System manager(s) and address: Director of Training and Education, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the CIA rules published in the Code of Federal Regulations (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Requests from individuals should be addressed as indicated in the Notification Section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section of the Code of Federal Regulations (32 CFR part 1901).
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-67] CENTRAL INTELLIGENCE AGENCY CIA-70 System name: Intelligence Community Staff Information Records System. System location: Intelligence Community Staff, Washington, DC 20505. Categories of individuals covered by the system: Individuals who have an employment, detailee, liaison, or contractual relationship with the Intelligence Community Staff or with Intelligence Community agencies, and individuals who are of foreign intelligence or counterintelligence interest to the Intelligence Community, including individuals identified as being involved in activities related to intelligence matters such as the possible compromise of classified information or activities otherwise implicating intelligence sources and methods as well as other information protected by statute or Executive order. Categories of records in the system: Records include administrative information; intelligence requirements, analysis, and reporting; Intelligence Community operational records; bibliographic information about individuals of intelligence interest; articles, public-source data, and other published information on individuals and events of interest to the Intelligence Community; actual or purported compromises of classified intelligence; countermeasures in connection therewith; identification of classified source documents and distribution thereof; investigative data related to compromises of classified intelligence. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Executive Order 12333. Executive Order 12356. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Intelligence Authorization Act for Fiscal Year 1987--Pub. L. 99-569. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To provide classified and unclassified information within the Central Intelligence Agency and to appropriate Intelligence Community and U.S. Government officials for the conduct of authorized activities. To inform and provide information to U.S. Government officials regarding compromises of classified information including the document(s) apparently compromised, implications of disclosure upon intelligence sources and methods, investigative data on compromises, and statistical and substantive analysis of the data. A record from this system of records may be disclosed as a ``routine use'' in order to facilitate any security, employment, detail, liaison, or contractual decision by the Intelligence Community Staff or any U.S. Government organization. Records may further be disclosed in response to or by direction of a court order, or where there is an indication of a violation or potential violation of law, whether civil, criminal, or administrative in nature, to the appropriate Federal, state, or local agency charged with the responsibility of prosecuting such violation or charged with implementing or enforcing a statute or law, regulation, or order issued pursuant thereto. Records also may be disclosed to other agencies if necessary for the protection of intelligence sources and methods and in support of intelligence analysis and reporting. Additionally, records from this system are used to prepare periodic statistical reports for U.S. Government officials related to the control and dissemination of classified information. The statement of general routine uses applicable to and incorporated by reference into systems of records maintained by the Central Intelligence Agency are incorporated into this system of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and magnetic media attached to automated information systems operated by agencies of the Intelligence Community. Retrievability: By category of information contained therein, including by name. Safeguards: All records are maintained in safes or vaulted areas. Access is limited on a need-to-know basis. Retention and disposal: Records destroyed when obsolete or no longer needed. Destruction by pulping, burning, or erasure or destruction of magnetic media. System manager(s) and address: Director, Intelligence Community Staff, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to the Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the Central Intelligence Agency rules published in the Code of Federal Regulations (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Procedure section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by the Central Intelligence Agency concerning access to or correction of the records, are promulgated in the Central Intelligence Agency rules section of the Code of Federal Regulations. Record source categories: Individuals themselves; other U.S. agencies and organizations; media, including periodicals, newspapers, and broadcast transcripts; public and classified reporting, intelligence source documents, investigative reports, correspondence.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-68] CENTRAL INTELLIGENCE AGENCY CIA-71 System name: National Intelligence Council (NIC) Records System. System location: Central Intelligence Agency, Washington, DC 20505 Categories of individuals covered by the system: Individuals who have an employment, detailee, liaison, contractual or operational relationship with the Central Intelligence Agency or with Intelligence Community agencies, and individuals who are of foreign intelligence, counterintelligence or security interest to the CIA or Intelligence Community, including individuals identified as being involved in activities related to intelligence matters such as the possible compromise of classified information or activities otherwise implicating intelligence sources and methods and other information protected by statute or Executive order. Categories of records in the system: Records include administrative information; intelligence requirements, analysis, and reporting; National Intelligence Council operational records; bibliographic information about individuals of intelligence or security interest; articles, public-source data, and other published information on individuals and events of interest to the CIA; actual or purported compromises of classified information; countermeasures in connection therewith; investigative data related to compromises of classified information; other policy and operational data based primarily on foreign intelligence, counterintelligence, and security reporting. Authority for maintenance of the system: National Security Act of 1947, as amended--Pub. L. 80-253. Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110. Executive Order 12333. Executive Order 12356. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Intelligence Authorization Act for Fiscal Year 1988--Pub. L. 100-178. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To provide classified and unclassified information within the Central Intelligence Agency and to appropriate Intelligence Community and U.S. Government officials for the conduct of authorized activities. To inform and provide information to U.S. Government officials regarding compromises of classified information including the document(s) apparently compromised, implications of disclosure upon intelligence sources and methods, investigative data on compromises, and statistical and substantive analysis of the data. A record from this system of records could be disclosed as a ``routine use'' in order to facilitate any security, employment, detail, liaison, or contractual decision by the CIA or any U.S. Government organization. Records further could be disclosed in response to or by direction of a court order, or where there is an indication of a violation or potential violation of law, whether civil, criminal, or administrative in nature, to the appropriate Federal, state, or local agency charged with the responsibility of prosecuting such violation or charged with implementing or enforcing a statute or law, regulation, or order issued pursuant thereto. Records also could be disclosed to other agencies if necessary for the protection of intelligence sources and methods and in support of intelligence analysis and reporting. Additionally, records from this system could be used to prepare periodic substantive reports for U.S. Government officials related to the control and dissemination of classified information. The statement of general routine uses applicable to and incorporated by reference into systems of records maintained by the Central Intelligence Agency are incorporated into this system of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and magnetic media integral to automated information systems operated by the National Intelligence Council. Retrievability: By category of information contained therein, including by name. Safeguards: Files are maintained in accordance with Executive Order 12356 and Information Security Oversight Office Directive Number 1. Retention and disposal: Files are destroyed in accordance with Chapters 29 and 33 of Title 44 United States Code and Information Security Oversight Office Directive Number 1. System manager(s) and address: Chairman, National Intelligence Council, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to the Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the Central Intelligence Agency rules published in the Code of Federal Regulations (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the Notification Procedure section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by the Central Intelligence Agency concerning access to or correction of the records, are promulgated in the Central Intelligence Agency rules section of the Code of Federal Regulations. Record source categories: Individuals themselves; other U.S. agencies and organizations; public media, including books, periodicals, newspapers, and broadcast transcripts; unclassified and classified official reporting, intelligence source documents, investigative reports, and correspondence.
From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:cia-69] CENTRAL INTELLIGENCE AGENCY CIA-72 System name: Inspector General Investigative Records. System location: Central Intelligence Agency, Washington, DC 20505. Categories of individuals covered by the system: Agency employees, persons with a contractual or other relationship with the Agency, persons who are interviewed by or provide information to the Office of Inspector General, persons involved with or knowledgeable about a matter being investigated by the Office of Inspector General, and persons who have filed grievances with the Office of Inspector General or Agency components. Categories of records in the system: Reports of interviews, signed statements, correspondence, reports of investigations, forms, cables, internal CIA memoranda, prior criminal or non-criminal records of individuals covered by the system, and other materials relating to employee grievances and matters of interest to or being investigated by the Office of Inspector General. Authority for maintenance of the system: Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-110, 50 U.S.C. 403 et seq. Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101) National Security Act of 1947, as amended--Pub. L. 80-253 Executive Order 12333 Executive Order 12356 Intelligence Authorization Act of 1994 Routine uses of records maintained in the system, including categories of users and the purposes of such uses: a. Records in the system are used and disclosed by members of the Office of Inspector General in the investigation of matters of interest or concern to the Director of Central Intelligence, Inspector General, and senior Agency officials, including grievances and allegations of misconduct by Agency employees, and to provide information to Agency management regarding personnel matters, and for evaluating current and proposed programs, policies and activities, selected assignments, and requests for awards or promotions. b. Records in the system that indicate a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or particular program, or by rule, regulation or order pursuant thereto, or that indicate a violation or potential violation of a contractual obligation, may be disclosed to the appropriate agency, whether Federal, state, local, foreign, or international, charged with the responsibility for investigating or prosecuting such violation, enforcing or implementing such statute, rule, regulation, or order, or with enforcing such contract. c. Records in the system may be disclosed to a Federal, state, local, foreign, or international agency, or to an individual or organization, when necessary to elicit information relevant to an Office of Inspector General investigation, inquiry, decision, or recommendation. d. Records in the system may be disclosed to a Federal, state, local, foreign, or international agency when requested in connection with the assignment, hiring, or retention of an individual, the issuance or revocation of a security clearance, letting of a contract, or any authorized inquiry or investigation to the extent that the information is relevant to the requesting agency's decision on the matter. e. Records in the system may be disclosed to any Federal agency when documents, witness statements, or other information obtained from that agency are used in compiling the system record, or when the record is relevant to the official responsibilities of that agency. f. Unclassified records in the system, or unclassified portions thereof, including information identifying individuals covered by the system, may be disclosed to the public when the matter under investigation has become public knowledge or the Inspector General determines that such disclosure is necessary to preserve confidence in the integrity of the Inspector General process, or is necessary to demonstrate the accountability of CIA employees, officers, or individuals covered by the system, unless it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy. g. Records in the system pertaining to an employee grievance may be disclosed to any party to that grievance and the facilitator except for records that disclose the identity of a non-party who provided a statement during the grievance process. h. Records in the system may be disclosed in the course of presenting evidence to a court, magistrate, or administrative tribunal, including disclosures in the course of settlement negotiations, or pursuant to statutes or regulations governing the conduct of such proceedings. i. Records in the system may be disclosed to representatives of the Department of Justice or of any other agency that is responsible for representing Agency interests in connection with a judicial, administrative, or other proceedings. Records may also be disclosed to the Department of Justice to the extent necessary to obtain its advice on any matter relevant to an Office of Inspector General investigation. j. Records in the system may be disclosed to the Senate Select Committee on Intelligence and the House Permanent Select Committee on Intelligence, or other congressional committees, or the staffs thereof, in connection with their oversight and legislative functions. k. Records in the system may be disclosed to the President's Foreign Intelligence Advisory Board, and the Intelligence Oversight Board, and any successor organizations, when requested by those entities, or when the Inspector General determines that disclosure will assist in the performance of their oversight functions. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Computer disk, microfilm, magnetic disk, and paper. Retrievability: By name. Safeguards: Files are stored in vaulted areas or approved metal filing cabinets. Access to information on magnetic disk is on a limited need-to-know basis and controlled by password identifiers. Retention and disposal: Records are retained and destroyed in accordance with the records control schedules approved by the Archivist of the United States. System manager(s) and address: Inspector General, Central Intelligence Agency, Washington, DC 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: Information and Privacy Coordinator, Central Intelligence Agency, Washington, DC 20505. Identification requirements are specified in the Central Intelligence Agency rules published in the Code of Federal Regulations (32 CFR 1901.13). Individuals seeking information from this system of records must comply with these rules. Record access procedures: Requests from individuals should be addressed to the Agency's Information and Privacy Coordinator as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by the Central Intelligence Agency concerning access to or correction of the records, are promulgated in the Central Intelligence Agency rules section of the Code of Federal Regulations (32 CFR part 1901). Record source categories: Agency employees and contractors, Federal, state, and local officials, private citizens, and foreign nationals.
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