LETTER TO MR, ROBERT JORDAN FROM JOHN F. BLAKE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00142R000200060014-2
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 15
• Document Creation Date: December 12, 2016
• Document Release Date: November 26, 2001
• Sequence Number: 14
• Publication Date: September 14, 1978
• Content Type: LETTER

STATIINTL
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le -00
Mr. Robert Jordan
Privacy Act Coordinator
Office of the Federal Register
Seventh Street and Pennsylvania Avenue, NW
Washington, DC 20408
Dear Mr. Jordan:
14 SEP 1978
DD/A Rettry
File
This is in response to your letter of 8 August 1978
outlining the requirements for updating our systems of
records subject to the Privacy Act.
Our review of those systems has been completed. There
were no changes to our systems during the period September
1977 to September 1978. On the proof copies you furnished
to us, minor typographical errors are noted, Also, CIA
records system 21, Privacy and Freedom of Information Acts
Requesters, was not included on the proof copies. A descrip-
tion of this system has been entered on the Part I proof
sheets for Law and for Government. This system's name has
also been entered on the proof sheet for Part II. A copy of
this system is enclosed as you requested. Please note that
under National Defense, the CIA Authors File system is
repeated.
Sincerely,
larMn r, Blake
John F. Blake
Deputy Director
for
Administration
Enclosure
IPS/DJM/jsr 13 Sept 78
Distribution:
Orig. - Adse w cy of attach
- DDA w 1 cy of attach
1 - AI/DDA
1 - C/ISAS w/attach
1 - IPS Chrono
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CENTRAL INTELLIGENCE AGENCY
Privacy Act Issuances
Notice of Incorporation by Reference
AGENCY: Central Intelligence Agency
ACTION: Incorporation by reference of Privacy Act
issuances.
SUMMARY:' Federal agencies are required by the Privacy
Act of 1974 to give annual notice of certain records
they maintain. The notices published last year were
compiled by the Office of the Federal Register into
"Privacy Act Issuances -- 1977 Compilation." The
purpose of this document is to incorporate by reference
the notices that appear in "Privacy Act Issuances -
1977 Compilation" and to publish in full the systems
that this Agency has amended since publication of the
1977 Compilation.
DATES: This document fulfills the annual notice
requirements of the Privacy Act for 1978.
FOR FURTHER INFORMATION CONTACT:
Information and Privacy Coordinator, Central
Intelligence Agency, Washington, DC 20505.
APPROVAL OF THE DIRECTOR
The notices of systems of records of this Agency
which appear in "Privacy Act Issuances -- 1977
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STATI NTL
STATI NTL
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Compilation" are incorporated by reference. The
Director of the Office of the Federal Register granted
approval to incorporate by reference these Privacy Act
issuances on 13 July 1978.
1977 COMPILATION UP-TO-DATE
Information about this Agency's systems of records
that appears in "Privacy Act Issuances -- 1977
Compilation" is complete and up-to-date. Since
publication of the 1977 Compilation, this Agency has
made no changes to its systems of records.
AVAILABILITY OF 1977 COMPILATION
"Privacy Act Issuance -- 1977 Compilation" is
available from Regional Depository Libraries at 50
locations around the country and can be examined at
these libraries free of charge. The 1977 Compilation
is also available at the General Services
Administration Federal Information Centers, which are
located at 38 central points around the country and may
be obtained from this Agency free of charge by writing
to the Information and Privacy Coordinator or by
calling It is also available for
purchase from the Superintendent of Documents, U.S.
Government Printing Office, Washington, DC 20402. Upon
request, the Office of the Federal Register will
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furnish a photocopy of the full text of a particular
records system published in the 1977 Compilation for a
nominal fee.
LOCATION OF NOTICES IN 1977 COMPILATION
Notices of this Agency's systems of records appear
in Volume 1 of the 1977 Compilation at page 48050 (Vol.
42, No. 184, pp. 48050 - 48074, 22 September 1977.)
The price of this Volume is $6.50.
Deputy Director
for
Administration
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CENTRAL INTELLIGENCE AGENCY
Professors and Placement Officers of Selected Colleges.
Category of individuals: Those key individuals in selected colleges
who may be able to assist the Office of Ecomomic Research in its
professional recruiting effort for economics analysts.
Category of records: Names and parent organizations.
System manager:
Director, Office of Economic Research
Central Intelligence Agency
Washington, D.C. 20505.
lEC266109 0147(04)
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V.-77E4*r' aPra: :44.1111m0,71plip
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CENTRAL INTELLIGENCE AGENCY
Clinical and Psychiatric Files (Employees).
Category of individuals: CIA employees and their dependents; mili-
tary and Federal civilian employees to CIA detailees and their de-
pendents; and retired or separated employees and their dependents.
Category of records: 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.
System manager:
Director, Office of Medical Services
Central Intelligence Agency
Washington, D.C. 20505.
Medical Facilities and Physicians.
Category of individuals: Lists of medical facilities and names of
physicians in the Metropolitan Washington, area.
Category of records: Name, business address, and phone numbers
of physicians and medical facilities.
System manager:
Director, Office of Medical Services
Central Intelligence Agency
Washington, D.C. 20505.
1EC266109 0399(10)
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CENTRAL INTELLIGENCE AGENCY
Private Attorney Panel.
Category of individuals: Attorneys in private practice.
Category of records: Name, address, date and place of birth, edu-
cation, law firm (if any), State(s) admitted to Bar, and date and type
of clearance.
System manager:
General Counsel
Central Intelligence Agency
Washington, D.C. 20505.
Legal Subject Records.
Category of individuals: Agency employees, defectors, individual
plaintiffs in litigation cases, individuals asserting claims aganist CIA,
contractors and consultants, authors, journalists and other individuals
who become involved in legal relationships or matters with CIA.
Category of records: Correspondence, affidavits, briefs and other
legal documents, reports of investigation, Government forms, cables
and internal CIA memoranda.
System manager:
General Counsel
Central Intelligence Agency
Washington, D.C. 20505.
Privacy and Freedom of Information Acts Requesters
Category of individuals: Individuals who make requests to CIA under
provisions of the Privacy Act, the Freedom of Information Act, and Executive
Order 11652.
Category of records: 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.
System, manager:
Chief, Information and Privacy Staff
Central Intelligence Agency
Washington, DC 20505
lEC266109 0534(15)
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GOVERNMENT/
PRIVACY
CENTRAL INTELLIGENCE AGENCY
Privacy and Freedom of Information Acts Requesters
Category of individuals: Individuals who make requests to CIA under
provisions of the Privacy Act, the Freedom of Information Act, and Executive
Order 11652.
Category of records: 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.
System manager:
Chief, Information and Privacy Staff
Central Intelligence Agency
Washington, DC 20505
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Should
7 read:
contacted
Should
read:
OT
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CENTRAL INTELLIGENCE AGENCY
Guest Speakers
Category of individuals: Individuals under consideration for guest
weaker engagements in CIA training courses. Individuals include
members of the academic journalistic and business world as well as
present and former senior Agency and other Government officials.
Category of records: Name, biographic data including academic
credentials, published materials, correspondence and administrative
records.
System manager:
Director, Office of Training
Central Intelligence Agency
Washington, D.C. 20505.
Logistics Security Clearance Records
Category of individuals: Commercial contractors and vendors, per-
in t.;sc private sector associated withi the Agency, and individuals
in other government agencies cont*cted'for liaison purposes.
Megory of records: Biograp c data including name, address, po-
eition, and security clearance held.
System manager:
Director, Office of Logistics
Central Intelligence Agency
Washington, D.C. 20505.
Polygraph Film
Category of individuals: Applicants for employment, emplyees, and
certain individuals considered for assignment to the Agency.
Category of records: Polygraph report, charts, and notes.
System manager:
Director, Office of Security
Central Intelligence Agency
Washington, D.C. 20505.
Current Employees and Former Employees (official Personnel files and
records relatedthereto).
Category of individuals: Current of ormer staff or contract em-
ployees and detailed military and ci tan personnel, and current and
former members of Advisory Groups.
Category of records: 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, qualifi-
cation registers, photographs, and information relating to the suitabil-
ity and fitness of the individual, complaints and grievances, external
employment assistance, Voluntary Investment Plans, financial and
educational assistance, recreation programs, oat processing, United
Givers and Savings Bond, blood donors.
System manager:
Director, Office of Personnel
Central Intelligence Agency
Washington, D.C. 20505.
Prospective Contributors for the Collection of Foreign Intelligence.
Category of individuals: Individuals who voluntarily indicate a
willingness to contribute to Foreign Intelligence.
Category of records: Psychological assessment data.
System manager:
Director, Office of Technical Service
Central Intelligence Agency
Washington, D.C. 20505.
1EC266109 0624(18)
624
Clinical and Psychiatric Files (Employees).
Category of individuals: CIA employees and their dependents; mili-
tary and Federal civilian employees to CIA detailees and their de-
pendents; and retired or separated employees and their dependents.
Category of records: 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.
System manager:
Director, Office of Medical Services
Central Intelligence Agency
Washington, D.C. 20505.
Psychological Test Data Flies.
Category of individuals: Applicants, CIA employees and depend-
ents, detailees and dependents, retired or separated employees and
dependents.
Category of records: Results of psychological testing and assess-
ment reports.
System manager:
Director, Office of Medical Services
Central Intelligence Agency
Washington, D.C. 20505.
Congressional Liaison Records.
Category of individuals: Matters of liaison with Congressional Of-
fices are filed in the name of the member of the Office involved.
Category of records: Liaison record.
Correspondence file.
Newspaper and publication clippings.
System manager:
Legislative Counsel
Central Intelligence Agency
Washington, D.C. 20505.
Publications About CIA.
Category of individuals: Authors of publication, CIA employees,
and other individuals mentioned in newspaper articles about CIA.
Category of records: Ncwspaper articles:
By-lined articits mentioning CIA.
Articles mentioning CIA.
Correspondence concerning arrangements for press interviews
with CIA officers.
System manager:
Assistant to the Director for Public Affairs
Office of the Director
Central Intelligence Agency
Washington, D.C. 20505.
CIA Authors File.
Category of individuals: CIA employees (current and past) who
have pubisheil commercially.
Category of records: Name of author and title and source of publi-
cation.
System manager:
Director, Office of Central Reference
Central Intelligence Agency
Washington, D.C. 20505.
CIA Authors File.
Category of individuals: CIA emp:oyees (current and past) who
have published commercially.
4887RIPAPRIrlittmlurrIllorAllr1WFMrtl, .
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NATIONAL DEFENSE 625
Category of records: Name of author and title and source of publi-
cation.
System manager:
Director, Office of Central Reference
Central Intelligence Agecny
Washington, D.C. 20505.
Intelligence and Public Literature File.
Category of individuals: Individuals who have written on the gen-
eral topic of intelligence and have been reviewed in the public media;
individuals identified as being involved in intelligence activities.
Category of records: Media articles on personalities and events re-
lating to subject of intelligence.
System manager:
Director, Office of Central Reference
Central Intelligence Agency
Washington, D.C. 20505.
library Open literature Ready Reference File.
Category of individuals: Individuals appearing in news media.
Category of records: Articles concerning individuals of intelligence
interest.
System manager:
Director, Office of Central Reference
Central Intelligence Agency
Washington, D.C. 20505.
Briefing Program File.
Category of individuals: Those individuals both foreign and U.S.,
who have visited CIA for official briefings under the CIA Briefing
Program.
Names, dates of visits, and parent organizations of visitors.
System manager:
DDI Executive Officer
and Assessments Staff
Central Intelligence Agency
Washington, D.C. 20505.
Foreign Map Sources Files.
Category of individuals: Selected U.S. and foreign individuals and
firms having a potential to provide foreign maps.
Category of records: Names, extracts from open literature, intelli-
gence reports, records of map acquisitions.
System manager:
Director, Office of Geographic and
Cartographic Research
Central Intelligence Agency
Washington, D.C. 20505.
Soviet-US. Contacts File.
Category of individuals: Prominent U.S. citizens, such as members
of Congress and high-ranking government officials, who have met
prominent Soviets and meetings reported in the press.
Category of records: Names and titles of individuals, dates and
places of meetings, subjects discussed as reported in the Soviet and
U.S. press.
System manager:
Director, Office of Central Reference
Central Intelligence Agency
Washington, D.C. 20505.
Academic Relations File.
Category of individuals: Scholars with whom the DDI maintains
contact for the purpose of exchanging research and analyses.
Category of records: Names and addresses.
System manager:
Coordinator for Academic Relations
Central Intelligence Agency
Washington, D.C. 20505.
Directorate of Operations Records System.
Category of individuals: Individuals who are of foreign intelligence
or foreign counterintelligence interest to the CIA, either because of
their actual, apparent, or potential association with foreign intelli-
tEC266109 0625(18)
gence or foreign counterintelligence activities, or because they are of
actual or potential use to CIA.
Category of records: Categories of records include administrative,
management and policy, personality, operational, and impersonal sub-
jects based primarily on foreign intelligence and foreign counterintel-
ligence reports.
System manager:
Chief, Information Services Staff, DDO
Central Intelligence Agency
Washington, D.C. 20505.
Security Duty Office Event Reports.
Category of individuals: Individuals who contact the Security
Duty Office.
Category of records: Name, date and subject matter of contact by
individual.
System manager:
Director, Office of Security
Central Intelligence Agency
Washington, D.C. 20505.
Special Clearance System.
Category of individuals: Federal, civilian and military personnel
and representatives from private industry who possess special access
clearances.
Category of records: Name, date of birth, social security number,
date of background investigation, organization, and clearances held.
System manager:
Director, Office of Security
Central Intelligence Agency
Washington, D.C. 20505.
Security Analysis Records.
Category of individuals: Any individual who comes to the atten-
tion of the Agency because of a counterintelligence interest that con-
cerns Agency personnel or Agency security.
Category of records: Biographic information and data concerning
an individual's involvement in specific intelligence and counterintelli-
gence activities.
System manager:
Director, Office of Security
Central Intelligence Agency
Washington, D.C. 20505.
Security Records.
Category of individuals: Applicants, staff and contract employees,
former employees, consultants, contractors, military detailees, indi-
viduals 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 associned
with the Agency who have completed an accident report form, and
Federal, civilian and military personnel with whom the Agency con-
ducts liaison.
Category of records: Investigation requests.
System manager:
Director, Office of Security
Central Intelligence Agency
Washington, D.C. 20505.
Inspector General Research Records.
Category of individuals: 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.
Category of records: CIA documents that are pertinent to an Ex-
ecutive commission and Legislative committee reviews of Agency
activities.
System manager:
Inspector General
Central Intelligence Agency
Washington, D.C. 20505.
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PRIVACY ACT DIGEST
Unsolicited Correspondence from the General Public Addressed to the
Director or Deputy Director of Central Intelligence.
Category of individuals: Members of the General public who have
written to the Director or Deputy Director of Central Intelligence.
Category of records: Correspondence from the general public and
Agency letters of response.
System manager:
Executive Secretary
Central Intelligence Agency
Washington, D.C. 20505.
Personal and Professional Associates of the Director of Central
Intelligence.
Category of individuals: Personal and professional associates of the
Director of Central Intelligence.
Category of records: Home and business addresses; home and busi-
ness phone numbers; category of association with the DCI (e.g. per-
sonal/professional).
System manager:
Executive Assistant to the Director
Central Intelligence Agency
Washington, D.C. 20505.
1EC266109 0626(18)
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CENTRAL INTELLIGENCE AGENCY
Privacy Act Coordinator, Central Intelligence Agency, Washing-
ton, DC 20505.
Applications Tracking System
Office of Data Processing Training and Skills I Iventory
Computer Access File
Legal Subject Records
Career Trainee Files
Off-Campus Instructor Applicant Files
Agency Training Record
Language Learning Center Student Files
Language Qulifications Register
Modern Language Aptitude Test Scores
External Training Files
Equal Employment Opportunity Complainant Records
Employee Grievance Folders
Parking Permit Files
Vehicle Operators Files
Personal Property Claim Records
Equipment and Supplies Accountability Records
Polygraph Files
Supplemental Personnel (Soft) Files
Supplemental Personnel (Soft) Files
Supplemental Personnel (Soft) Files
Supplemental Personnel (Soft) Files
Supplemental Personnel (Soft) Files
Manpower Control System
Applicant Files
Current Employees and Former Employees (official Personnel files
and records related thereto)
Consultant and Independence Contractor Records
Clinical and Psychiatric Files
Clinical and Psychiatric Files (Applicants)
Psychological Test Data Files
Publications About CIA
CIA Authors Files
Cryptographic Access File
Financial Records
Central Badge System
Security Records
Inspector General Research Records
Supplemental Personnel (Soft) Files
Privacy and Freedom of Information Acts Requesters
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PRIVACY ACT ISSUANCES
rendes sad practices ler steriss, retrieving, acceming, retaining.
emel Mopeds& of records to the mom:
Sewage: Paper.
Robievabitity: By same.
ildsguards: Pleysically protected ia secure areas. Only employees
charted with the responsibility of entrains governesses* property
bore access.
Reeenties seed deposal: Siemer, card I retursed to individual
charged emu reins of item Record is destroyed by burning after
breatory adjustimest to property records.
*mem sasager(s) sod addreic
Director, Office of Logistics
Cenral Inagua: Agency
Washingtos. D.C. 20505.
Nstillcatiee procedure: ladividuals seeking to bars ff this system
et records cosines isformatios about them daub direct their
inspirits Is: ?
bformatios sad Privacy Coordinator
?Cestral latelligesce Agency
WasIsiagtos. D.C. 20505.
blestificatios requiremests are wecified in the CIA rubs
poblished to the Federal Register (32CFR 1901.13). ladividuab mut
empty with these rules.
lamed wens procederm: Request from iodividuals should be ad-
dressed as indicated to the utfficatios soaks above.
Canterbg mord procedural The Cenral latenigesce Agracy's
regulation for access to individual records, for disputing the con-
tests thereof, sad for appealing as iakial determination by CIA
? cowers* access to or correctios of records, ate promulgated to
the CIA nties section of the Federal Register.
Record seem catoomise: ladividual coacerned sad appropriste
acceentable property officere.
CIA ? 31
illestma name: Logistics Security Clearaace Records.
Epees leaden:
Central bteligeace Agescy
Washiagios, D.C. 20505.
Caesserias of bdiviitisab covered by the system: Commercial cos-
Sectors sod veadors, person to the private sector associated with
the Ageecy. sod iedividuals to other government sprain coo-
Iseted for Nsisoa purposes.
Cosmeriss of mere to the system: liograpbic data Mind*
rame, address, position, aid security cleanses held.
Award, Mr midstream: el the prim: Nation! Security Act of
1547 as Ameaded?Public Law 80-253.
Cenral labligeoce Agency Act of 1949, as Ameaded?Public
Law S1-110.
Iodise 5011(s). Federal Records Act of 1950 (44 U.S.C.. ionise
31111).
Reethes sees of more mthitabed to the mean, be:hiding Maio
elm of seen sod the purpose' el sods user Used by staff employees
to cooductieg Agency business with the commercial sector sod
Ibises with other government agencies.
Mao sod practices ke rocbg, ender*, aressing, ritabbs,
sod disposing of records to the grim:
Owego Paper.
RetrInabIllty: By bdividual or company name.
fiefogoardo Informatics. stored to safes: vaults or mew areas.
Access is limited to staff employees with the seed-to-how.
libation mid !boreal: Records destroyed epos *spiritism of
camases. Clemson may be rwaRdsted three yews after labial
serr?vg
Sue= essamier(s) mod oddment
Director, Office of Logistics
Ceatral latelligesce Array
Washisgtos, D.C. 20505.
Medicatioa prooders: ladividuale amities to leant ff this system
of records contain information abut them Auld direct their
brairies
Isformatios sod Privacy Coordioater
Coatis] btenioeace Ague,
Viabilities. D.C. 311505.
Ideatificatios requirements are specified is the CIA mks
pubbsbed I the Federal Register (32CF1 1901.13). bdividuals mita
comply with these rules.
Record mom procedures: Request from iedividuals Arab be ad-
dressed as indicated in the ratification sectios above.
Consisting record ponderer The Cestral latelligeace Aaracy's
regulation, for access to bdividual records, for deputies the com-
bats thereof, sad for appealing as initial determinatioa by CIA
concern's: access to or correctios of records, are promulgated is
the CIA rules section of the Federal Register.
Beard wares categories: laformatios obtabed bow ledividual
oescerned sad certification of clearance from Office of Security.
CIA-21
System meow Privacy and Freedom of bformatios Acts
Requesters.
System iscaties:
Cenral lstefligeacc Aracy
Waskingtoe, D.C. 20505.
Cragerire of lastivideals ward by the system: ladividuals wbo
make requests to CIA seder provisions of the Privacy Act, the
Freedom of laformatios Act, rad Executive Order 11652.
Caragerles of rem* to the system: Fins contain al correspos-
duce sad other documests related to the receipt. processins. sad
Sial dispositios of requests received by the Ascacy for idomastios
seder the Privacy Act. the Freedom of Inform:sibs Act, msd Ex-
ecutive Order 11632.
Antberity Ise malatessace of Ibe system: Privacy Act of
1974?Public Law 93-579; Freedom of lafonsation Act of 1974. w
Amended; aid Executive Omier 11652.
? Reeder sem of records unstained In ties erstem; bided* eneogo-
rim of seers sod the purposes of mit ems: Used by staff employees
for reference purposes is formulating responses to Privacy Act.
Freedom of Information Act, mid Executive Order 11652 requests.
sad for reference to processing cases under appeal and litigatios; to
provide documentation for referral to other Federal agencies for
their review punnet to Executive Order 11652, aid lbs Third
AltelecY Rule; and, as a source of informatioa for compiling veports
required by tbs Acts.
Pencils sad practices ter storing, retrieving, seterdsg. ribbing.
aid dbpodag of records to the system:
Storage: Paper, electrosic index sod kg.
RwrIevabillty: Ily name, case number.
Selegoards: Paper flies are stored I combiutios lock Wes; as-
somatk data processing bides and log fins need coded identifier for
activation. Access on seed to know basis.
Retention sod disposal: From the date of hist entry, Freedom of
Information Act requests are destroyed after two years, aid Priva-
cy Act, requests are destroyed after foe yams. Records we
destroyed by barna'.
Bream masieger(s) sod osidnom
Chief, laformatioa aid Privacy Staff
Coated lateDigence Arany
Waskingtos, D.C. 20505. ? ?
Medication procedure: ladividuals seek* to isms ff this webs
of records oratitins Wormed*s about them should direct OM
inquiries to:
laformatios sad Privacy CoordinaSor
Coeval Intelligesce Ageacy,
Washingtos, D.C. 20505.
Identification requirements ws specffied to the CIA subs
published to the Federal Regina. (32 CFR 1901.13). lodividusla
must comply with those roles.
Record scam precedaree: Request from individesh thumb be ad-
dressed as bdicated to the sotificatios 'ratios above.
Contesting record procedures: The Central latelligeen Agesecy's
regubtioas for access to isdividual records, for disputing the con-
teats thereof, mod for appealing an initial determinstios by CIA
coaceraias access to or correctios of records, are promolptsd to
the CIA rules oration of the Federal Register.
Reowd worm categories: Requests received perused to the
Privacy Act. the Freedom of Infoemstios Act amd Executive Order
11652.
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