IMPLEMENTATION OF THE PRIVACY ACT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05054A000100100038-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 12, 2016
• Document Release Date: July 14, 2000
• Sequence Number: 38
• Publication Date: October 7, 1975
• Content Type: REGULATION

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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
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INSTRUCTION NO. LI 70-15
LI 70-1,5 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 iri the individual's file:
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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 RE UESTS
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 monthly report must be submitted to IPS 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,
MICHAEL J,'/MALANICK
Director: o Logistics
ATT:
Excerpt from the Federal Register
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to
LI 70-15
r k4ik I 81-: CUB-M-O A000100100038-6 ATTACHMENT
CIA-16.
System name: Parking Permit Files.
System location:
Central Intelligence Agency
Washington, D:C. 20505.
Categories of Individuals" covered by the system: Employer-'s.
Categories of records in the system: Records include name, vehi-
cle license number, office designation, location, and extension.
Authority for maintenance: of the system: Section 506(a), Federal
Records Act of 1950 (.44 U.S.Cd, Section 3101).
Federal Property Nfanagement Regulation D-47 (GSA)..
Routine uses of records maintained in the system, including catego-
ries. of users and the purposes of such uses: Used by Agency em-
ployees 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 sytem:
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 in-
formation or upon cancellation of parking permit:
System manager(s) and address:.
Director, Office of Logistics
Central Intelligence Agency
Washington, D.C. 20505.. .
Notificadon Procedure: Individuals seeking to learn if this system
of records contains information about them should. direct their
inquiries, to:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505/ .
Indentafication requirements- are specified in- the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals must
,comply with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the. notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to. individual records, for disputing the con-
tents 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.
CIA.-17.
System name: Vehicle Operators File. -
System location:
Central Intelligence Agency ~
Washington, D.C. 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-Public Law 80.253.
Central - Intelligence Agency Act of 1949, as Amended-Public
Law 8I-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.,. Section
3102). -
Routine uses of records maintained In the system, Including catego-
ries of users and the purposes of such uses: Used, by Agency em-
ployees 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
t
and disposing of records In the sytem:
StoragerPaper.
tinent 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,
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 D C 20505
X
Notification procedure: Individuals seeking to learn if. this system
of records contains information about, them should direct their
inquiries to: --
Privacy Act Coordinator
Central Intelligence.Agency
Washington, D.C. 20505.
Identification requirements are- specified in the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals must'
comply with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record Procedures: The Central Intelligence Agency's
regulations for access to individual- records, for disputing the, con-
tents. 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. - I
Federal. State and local law enforcement agencies in cases when
employee is involved in an auto; accident.
CIA-18.
System came: Personal. Property Claim Records.
System location:
Central Intelligence Agency -
Washington, D.C. 20505.
Categories of individuals covered by the system: Employees and
former employees. .
Categories of records in. the system: Claimant name, address, na-
ture and loss or damage. to personal effects, including inventory of
items. S -
Authority for maintenance of the system: National Security Act of
1947, as.Amended-Public Law 80-253..
Central Intelligence Agency Act of 1949, as Amended-Public
Law 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 catego-
ries 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 oe other per-
tinent 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
beq~fit. -
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
rou
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 Approved For Release 2001/11/01
Storage: Pape..
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.
Syste*n manager(s) and address:
Director, Office of Logistics
Central Intelligence Agency
Washington, D.C 20505.
Notification procedure: Individuals seeking to learn if this systen.
of records contains information about them should direct their
inquiries to:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals must
comply with these rules.
Record access procedures: Request. from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the con-
tents 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 Agen-
cy staff elements involved in processing and adjudication of claims.
CIA-RDP78-05054A000100106388-6
Notification procedure: diva uals see to learn if this system
of records contains information about them should direct their
-
inquiries to.
Privacy Act Coordinator
Conti-al - Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals must
comply with these rules.
Record access Procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: the Central intelligence .Agency's
regulations for access to individual records, for disputing the con-
tents thereof, and for appealing an initial d:tern:ination 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.. -
-
CIA-20.
System name: Logistics Security Clearance Records. -
Central Intelligence Agency -
Washington, D.C. 20505.
Ca)egorges of individuals covered by the system: Commercial con-
tractors Ad vendors, persons in the private sector associated with.
the Agency, and individuals in other government agencies con-
tacted for liaison purposes.
Categories of records. In the system: Biographic data including
aar.he, address, position,. and security clearance held-
Authority for maintenance of the system: National Security Act of
1947, as Amended-Public Law 80-253. -
Central Intelligence Agency Act of 1949," as Amended-Public
Law 81-110. -
Section 506(a), 'Federal Records Act of 1950 (44 U.S.C., Section
1101).. - -- - -
Routine uses of records maintained Inthe system, including catego-
ies of users and the purposes of such uses: Used by staff employees
a conducting Agency business with - the commercial sector and
laison with other government agencies.
Policies- and practices for storing, retrieving, accessing, retaining,
mid disposing of records In the sytent:
CIA-19.
System name: Equipm~at and Supplies Accountability Records
System location:
Central Intelligence Agency -
Washington, D.C. 20505.
Categories of individuals covered by the system: Employees.
Categories of records in the system: Name, signature, office loca-
_ lion, 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-Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended-Public
Law. 81-110.
Section 506(a),. Federal Records Act of 1950 (44 U.S.C., Section
3101),
-- -
-
rcuuusac - ,.. , ..w- --- -
ries of users and the purposes of. such uses: Used by Agency officials
who control and account for government nonexpendable'items.
A recslid 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 per-
tinent 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 sytem:
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 or 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, D.C. 20:505.
Storage: Paper..
Retrievability: By individual or company name-
Safeguards. Information stored in safes, vaults or secure areas.-
kccess is limited so-staff-employees with the need-to-know.
Retention and disposal: Records destroyed upon expiration of
learance.. Clearances. may be_ revalidated- three years after initial
System manager(s) and address: - ? . -
Director, Office of Logistics
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure:. Individuals -seeking' to learn if this system
tf records contains information about them should direct their
nquiries toe - - -
Privacy Act Coordinator
Central Intelligence Agency - -
D.C. 20505.
Washington
.
Identification requirements -are specified in the CIA.- rules
tublished. in the Federal Register (32CFR 1901.13). Individuals must
:omply with these rules. - -
Record.aceess procedures: Request-from individuals should be ad-.
tressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
egulations- for access to?individnal records, for disputing the con-
ents thereof, and for appealing an initial determination by CIA-.
'oncerning access to or correction of records, are- promulgated in
Ito CIA rules section of the Federal Register. - -
Record -source categories: Information obtained from individual
concerned and certification of.clearance from Office of Security.
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