IMPLEMENTATION OF THE PRIVACY ACT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05054A000100100035-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 3
• Document Creation Date: December 12, 2016
• Document Release Date: July 14, 2000
• Sequence Number: 35
• Publication Date: October 7, 1975
• Content Type: REGULATION

Approved For Release 2001/11/01 : CIA-RDP78-05054A000100100035-9
INSTRUCTION NO. LI 70-15
LI 70-15 RECORDS
7 October 1975
SUBJECT Implementation of the Privacy Act
REFERENCES: (a)
(b) Privacy Act of 1974 -- PL 93-579
(c) Federal Register dtd 28 Aug 75
1. GENERAL
This instruction sets forth the requirements and responsibilities for imple-
menting the Privacy Act of 1974. Procedures contained in this instruction
became effective on 28 September 1975.
Office of Logistics (OL) has five records systems falling under the provi-
sions of the Privacy Act:
(a) Parking Permit Files - CIA 16
(b) Vehicle Operators Files - CIA 17
(c) Personal Property Claims Records - CIA 18
(d) Equipment and Supplies Accountability Records - CIA 19
(e) Logistics Security Clearance Records - CIA 20
(Instructions concerning access to and maintenance of personnel soft files
will be provided by the DD/A).
The Privacy Act requires notice be provided to the public, via the Federal
Register, of any records systems maintained by Government agencies that
contain information on citizens of the United States and aliens admitted
for permanent residence that is retrievable by individual name or identi-
fying number. Information published in the Federal Register provides an
individual with sufficient information about the records systems to enable
him to determine if the system contains any information about him. Proce-
dures by which the individual may request information, amendments or cor-
rections thereto, have been established by the Agency. The act also
provides for the individual to be advised of, and give written consent for,
disclosures of information made from these records systems that are not in
accordance with the routine uses as set forth in the Federal Register.
2. RESPONSIBILITIES
It is the responsibility of the chief of each staff or division maintaining
the records system identified in paragraph 1 to ensure that disclosures of
Approved For Release 2001/11/01 : CIA-RDP78-05054A000100100035-9
 Approved For Release 2001/11/01 : CIA-RDP78-05054A000100100035-9
INSTRUCTION NO. LI 70-15
LI 70-15 RECORDS
7 October 1975
information from the records are made in compliance with the provisions
of the Privacy Act and that safeguards to protect data from unauthorized
alterations are established. All employees charged with the maintenance
and operation of these systems must be made fully aware of their respon-
sibilities as set forth in - dtd 26 Sep 75, and should be familiar
with the description and uses of the particular system as published in the
Federal Register. Access to these files must be limited to the employees
of the office in which they are maintained.
a. Conditions of Disclosure
Disclosures of information from these records may be made to Agency
personnel who have a demonstrated "need to know." Unless the dis-
closure of information falls within one of the following categories,
written consent of the individual is required prior to the disclosure:
(1) Disclosure to employees, of the Agency which maintains the record,
who have a need for the record in the performance of their of-
ficial duties;
(2) Disclosure which is required under the Freedom of Information Act
(FOIA);
(3) Disclosure made for a routine use as defined in the notice of
records systems published in the Federal Register;
(4) Disclosure made to the Bureau of the Census;
(5) Disclosure to a person or another agency for statistical research
or reporting purposes;
(6) Disclosure to a law enforcement activity provided the head of the
agency or instrumentality has made written request to CIA;
(7) Disclosure upon showing of "compelling circumstances" affecting
the health or safety of an individual;
(8) Disclosure to the Congress or the Comptroller General; or
(9) Disclosure pursuant to a court order.
b. Accounting for Disclosures
A record must be maintained that accounts for all disclosures made
outside the Agency. The following information must be included in
the accounting and maintained in the individual's file:
Approved For Release 2001/11/01 : CIA-RDP78-05054A000100100035-9
 Approved For Release 2001/11/01 : CIA-RDP78-05054A000100100035-9
INSTRUCTION NO. LI 70-15
LI 70-15 RECORDS
7 October 1975
(1) Date, purpose, and listing of the record(s) disclosed (single
document, folder, etc.).
(2) Name and address of the person or agency to whom the disclosure
is made.
c. Safeguards
(1) Only those personnel who maintain the records shall have access
to the files.
(2) Disclosures of information will be made only after a determination
is made that the requestor has a "need to know."
3. PROCEDURES FOR PROCESSING PRIVACY ACT REQUESTS
Requests from outside the Agency for information from any of the OL records
systems will be initially received in the Information and Privacy Staff
(IPS), DD/A. These requests will be sent to the Executive Officer (EO),
OL, and then forwarded to the staff or division responsible for search and
reply. Replies to search requests, including any documents, will be returned
to the EO/OL who will make the determination whether the information may be
released to the requestor.
4. REPORTS
A weekly report must be submitted to the DD/A on man-hours expended in proc-
essing requests, plus any additional costs incurred to comply with the
act. This report will be submitted by the EO/OL.
25X1A
MICHAEL J MALANICK
Director o Logistics
W
ATT:
Excerpt from the Federal Register
-3-
Approved For Release 2001/11/01 : CIA-RDP78-05054A000100100035-9