LETTER TO THE HONORABLE WALTER F. MONDALE FROM MICHAEL J. MALANICK

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP86-00895R000100140002-7
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 13
• Document Creation Date: December 12, 2016
• Document Release Date: March 29, 2002
• Sequence Number: 2
• Publication Date: September 1, 1977
• Content Type: LETTER

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1 sE;' 1977
The Honorable Walter F. Mondale
President of the Senate
Washington, DC 20510
Dear Mr. President:
Pursuant to the Privacy Act of 1974, Public Law 93-579,
transmitted herewith is a report of the proposed establishment
of two new record systems. We plan to submit the appropriate
notifications to the Feder Register on 31 August for public
comment.
Sincerely,
/
Michael J. Malanick
Acting Deputy Director
for
Administration
Enclosure
IPS/DM/cb/29 Aug 77
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1 SL.' 1977
The Honorable Thomas P. O'Neill, Jr.
The Speaker of the Joule of Representatives
Washington, DC 20515
Dear Mr. Speaker:
Pursuant to the Privacy Act of 1974, Public Law 93-579,
transmitted herewith is a report of the proposed establishment
of two new record systems. We plan to submit the appropriate
notifications to the Federal Resister on 31 August for public
rely,
Sinc/5/
Michael J. Malanick
Acting Deputy Director
for
Administration
Enclosure
IPS/DM/cb/29 Aug 77
Orig. - Adse. w/encl (2 copies)
I - IPS Chrono w/encl
l - IPS Subject w/encl
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1 SEv1977
MEMORANDUM FOR: Thomas B. Lance, Director
Office of Management and Budget
Washington, DC 20503
ATTENTION : Walter M. Hasse, Deputy
Associate Director of Information Systems
FROM : Michael J. Malanick
Acting Deputy Director for Administration
SUBJECT Proposed Establishment of Two Record Systems
Pursuant to the Privacy Act of 1974, Public Law 93-579,
transmitted herewith is a report of the proposed establishment
of two new record systems. We plan to submit the appropriate
notifications to the Federal Register on 31 August for public
comment.
Michael J. Malanick
Attachments
IPS/DM/cb/29 Aug 77
Orig. - Adse. w/encl. (2 copies)
1 - IPS Chrono w/encl
1 - IPS Subject w/encl
I - DDA w/encl
'1- AI/DDA w/encl
r - ISAS w/encl
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1 SE-1977
MEMORANDUM FOR: David F. Linowes
Chairman, Privacy Protection
Study Commission
FROM : Michael J. Malanick
Acting Deputy Director for Administration
SUBJECT Proposed Establishment of Two Record Systems
Pursuant to the Privacy Act of 1974, Public Law 93-579,
transmitted herewith is a report of the proposed establishment
of two now record systems. We plan to submit the appropriate
notifications to the federal Register on 31 August for public
% S/
Michael J. Malanick
Attachments
IPS/DM/cb/29 Aug 77
Orig. - Adse w/encl (2 copies)
1 - IPS Chrono w/encl
1 - IPS Subject w/encl
j- DDA. w/encl
Lt- AI/DDA w/encl
1 - ISAS w/encl
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REPORT OF THE PROPOSED ESTABLISHMENT OF
TWO NEW RECORD SYSTEMS SUBJECT TO THE PRIVACY ACT
1. In accordance with OMB Circular No. A-108, Transmittal
Memorandum No. 1, dated 20 October 1975, the Central Intelligence
Agency is-submitting herewith a report of two new records systems
2. Proposed Systems of Records. Two new records systems,
Personal and Professional Associates of the Director of Central
Intelligence and Supplemental Personnel (Soft) Files (which per-
tains to personnel assigned to the Intelligence Community Staff),
are described below and submitted for your review.
a. System Name: Personal and. Professional Associates
of the Director of Central Intelligence.
(1) Purpose: The purpose of this system is to
insure that information pertaining to professional
and personal associates of the Director is maintained.
in a current manner. Information in this system
vrould be comprised of such items as the position of
the associate along with his/her home and business
addresses and phone numbers.
(2) Authority for Maintenance of the System:
Central Intelligence Agency Act of 1949, as
amended - Public Law 81-110, and Section. 506(a),
Federal Records Act of 1950 (4.4 U.S.C., Section
3101).
(3) Impact on Privacy Rights: All personally
identifiable information is based on professional and
private contact the Director has had with the
associate and the associate with him. The system
will permit immediate retrieval of information
consistent with. the 'responsibilities of the Director
of Central Intelligence.
(4) ' Sys'tem .S'afeg'uards : Access is limited to the
Director's -imme late staff on a need-to-know basis.
Hard copy printouts are stored in a vaulted area; the
automatic data processing disc pack requires a coded.
identifier for activation.
(5) ' 'Rule' 'Ch:anges : No rule changes are required.
(6) Proposed system notice for publication in the
F'e-deral Register is attached (Tab A) .
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b. System Name: Supplemental Personnel (Soft) Files
(1) Purpose: This system supplements the official
personnel rile and is used by authorized officials to
facilitate and expedite processing or procedural re-
quirements and serves as a management tool for officials
in making determinations regarding an employee assign-
ment, promotion, and career development.
(2) Authority for Maintenance of the System :
Central Intelligence Agency Act of 1949, as amended - Public
Law 81-110, and Section 506(a), Federal Records Act of.
1950 (44 U.S.C., Section 3101).
(3) Impact on Private Rights Personally identifiable
information consists of memoranda of discussions and
personnel actions to include performance appraisals.
Also, information concerning training, special qualifi-
cations or restrictions, biographic data, and other
documentation consistent with the purpose of this
system.
(4) System Safe uards: Files are maintained, in
vaulted areas or approved metal filing cabinets; file
release is on a controlled-loan basis to authorized
officials.
(5) Rule Changes: No rule changes are required.
(6) Proposed system notice for publication in the
Federal Register is attached (Tab B).
Michael J. Malanick
.Acting Deputy Director
for
Administration
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TAB
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CIA.--60
-Sys"ten name
Personal and Professional Associates of the Director
of Central Intelligence.
System location:
Central Intelligence Agency
Washington, D.C-. 20505
-Cate Dries of individuals 'covered by the s- .sttem :
Personal and professional associates of the Director
of Central Intelligence.
Cate Dries of records in 'the _system :
Home and usiness addresses; home and business phone
numbers; category of association with the DCI (e.g.
personal/professional).
Authority for mairitenarice of -the sy stemtem:
Central Inte1Iigencee Agency Act X949, as amended-
-Public Law 81-110. Section 506(a), Federal. Records
Act of 1950 (44 U.S.C., Section 3101).
Routine uses of the records maintained in the_ste.
-including categories' o_ 'user's an the purposes- of such
uses:
TEe' system is used by administrative personnel,
Office of the Director, to insure that information
pertaining to the Director's associates is main-
tained in a current manner.
Policies a:jid ractices for storing, retrieving,
accessing, taining an~lc d~sposin of re'corcls in the
system:
Storage: Hard copy computer print-out and magnetic
disc pack.
Petrievability: By name, city, or type of
association.
'4d_egr1ards : I-lard copy computer print-out stored in
; vioulted area; access is controlled by the Director's
.i.rnuiedi.ate 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
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print-.out is :stored in, the Qf f ice of th.e Dir.e.ctor and.
.becomes-, 'a part of the Director's. personal. -comes
ponden.ce/files. ' This hard copy is replaced as changes
occur and the preceding copy: destroyed by pulping.
Magnetic disc pack. Is corrected as changes occur and
when no longer of use it is erased.
System manager and addres's :
Executive Assistant to t e Director
Central Intelligence'Agency
Washington, D.C. 20505
No't i'fi ?cat on ' -r oc educe :
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, 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' 'acces's 'procedures:
Requests - rom in ivl uals should. be addressed as
directed in the notification section above.
Contesting record rocedures:
The Cent a- 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 'F'ederal? Reg'is'ter.
Record source categorie's :
elected pu- 11c by category of relationship with the
DCI.
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TAB
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C PA ~: _: 6 l
_Sys't'em name :
Supplemental Personnel. (Soft) Files.,
-Sys tei l.oIcat-i?on :
Central Intelligence Agency
Washington, D.C. `20505
-C'ate'gories' -of -individuals' "covered' b the 'system:
Current and former staff or contract employees and
detailed personnel..
tatego'ries of -re-cords in "the 'syst'e
Memoranda off`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,
Authors for the1 maintenance of the 'system:
~ T i t i o n - a - S e c u r i t y Act of 19-TT;-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 ca e' Dries of risers and 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
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violation or charged xith" enforcing or implementing
s.tatute_ or law, re.gulati.on or order issued pursuant
thereto. a
Poic>;es "arid ractice's---for ?'st-oring,' retr:ievixi ,
accessing-, retaining,' and ises"osing o records "s in the
Storage: Paper.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas
or approved: metal filing cabinets; file release is or, 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.
Sy s-tem manager -a-nd 'ad dre's's
:
Me , Support to
Intelligence Community Staff
Washington, D.C. 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, D.C. 2050S
Identification requirements are specified in the CIA
r. ules , published in the "Federal Register (32 CPR
19101.13) . Individuals must comply with these rules.
Record access rocedures:
lYequest from individuals should be addressed as
indicated in the notification section above.
-Contest-iii - re"card roced. ure - s :
The Central Intelligence Agency's regulations for
access-to individual records, for disputing the
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contents th_er.eof, and for appealing an.init al
d.etermixiation by CIA concerning access to, or
correction of records, 'are promulgated in. th_e CI.A.
rules section of the Fe-d.'eral' :Register-.
Record source caftegori:es :
Employee
Career Service Panel
IC officials.
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