IMPLEMENTATION OF THE PRIVACY ACT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP86-00895R000100150001-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 5
• Document Creation Date: December 12, 2016
• Document Release Date: January 28, 2002
• Sequence Number: 1
• Publication Date: October 7, 1975
• Content Type: REGULATION

Approved For Release 2002/02/19 : CIA-RDP86-00895R000100150001-7
?
INSTRUCTION NO.
LI 70-15
SUBJECT
Implementation of the Privacy Act
REFERENCES:
(a)
(b)
(c)
HN
Privacy Act of 1974 -- PL 93-579
Federal Register dtd 28 Aug 75
LI 70-15
RECORDS
7 October 1975
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:
(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.
(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
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 70-15
RECO RDS
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 HN _ 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,
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
?record_._.must__.be.__mai.ntained that accounts for all disclosures made
_. ._ . ... ..............-----..._.._.....,.
t___
outside he Age-.nc y ? The f ollowing information must be included in
---
g file:
the accountin_ and maintained in the individual's
-2-
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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) ame and-address of the person or agency to whom the disclosure
.is de.._
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
is made that-the requestor has a "need to know."
a determination
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 (E0),
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 STATIN
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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EXCERPT'?`PRMY~g& ReA;Ui% 9u : C
-008958000100150001-7ATTACHMENT
System apace: Pricing Permit Files.
System rotation:
Central Intelligence- Agency
-` hington, n-,. C. 2050"'.-
O f individuais.covered by the system: Employees-
Catetor ce Of records In the system: Records'include name. vehi.
cle license nurnter. office designation. location. and extension.
Autho??it'y for tnainteuaace Of the system: Section :Oo(a), Federal
Records Act of 1950 (,44 U.S.C. Section 3101).
Federal Praperry yfartasement Regulation D-47 (GSA)-
Routiue uses of records maintained in the system. including cat;;c_
ries of ;at r and the puro sea of such uses: Used by Agency em-
ployees responsible for allocation and control of parking spaces at
the Headquarters Building.
Pc'.ices and prztcticm for storing,_ reorieviag, arming. retaining.
atsti disposing of. records in the sytenn- -
Storage: Paper.
Retrievability: By name, vehicle license nmber. assigned parking
space number and assigned reference number. -
Safeguards: Stored in safes. vaults or secure area- Access limited
to staff employees.
P.etzmtioq and disposed: 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. 20sos.. - -
Not.f}4ndoa Procedure! Individuals seeking to learn if this system
of records contains infotmration about. them should direct choir
?
tngttu es- to.
?rivacy Act Coordinator-
Central Intelligence Agency - -
W;sr?ngton. D.C. 20505.'
ndradflcation r vuu eatcnts? are specified in, the CIA rules
publiaited in the Federal Remoter (32-R 1901.13). Individuals must
.comply with these rules.
Record y'e`s 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 appenirtg an initial determination by CL-k
concerning access to or correction of records, are promulgated in
the CIA rules section of the F eceral Register:
Record source categories: Employees.
CIA-17.
System name: Vehicle Operators File.
System lecasion: - ?
Central Intelligence Agency
V/ashington, D.C. 20505.
Categories of individuals-covered by the system: Employees-
CateZaries of records in t.Lje system: Name, medical qualification
fcr'ms.-score sheets for drivers test, re ate s of per,. d s issued and
records re^g:riiag accideces_ Accidenr retort records irc!ude police
Gata and mvesag'txon. reports in addition to information on vehicle
involved
to
LI 70-15
tinent information. such as currant licenses, if necessary- to abfain
information relevant to any agency decision conce:..ing the hiring
or retention of an emPioycc, the issuance of a security clearance.
the lets 4 of a contract, or the issuance-of a license, grant or other
benefit
Policies and practices for storing, retrieing, ling, retaining,
and disposing of records in the sytem: --
SterU9Vr-P3p4
Retrievability: Individual name or driver's permit number.
Safeguards: Physically protected in a secure area. Access is
limited to employees who have the nerd-to-iasow.
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.
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.
Iderafication requirements are- specified in the CIA rules
Published in the Federal Register (32CFR 1901.13). Individuals must
comply with theca rules.
Record access procedure: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedure: 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 oromu1eated i..
woe LLB Hues section of use" rederal Register..
Record source categories: Individual'
Agency officials. -
Federal. State and local law enforcement agencies in cases when
employee is involved in an auto=accident,
CIA--18.
System dame: Personal Property Claim Records.
Central Int,! genre Agency .
Washington, D.C. 20505.
Categories of individuals covered by the system: Znualoyees and'
former employees.
Cattgures of records in the system: Claimant name, address, na-
cure and loss or damage to personal effscts, including inventory of
items-
.Authority for maintenance of the system: National Security Act of
19a7, as-Amended-Public Law 'W-251
Contra! Intelligence Agency Act 'of 1949, as Amended-i'ub(ic
Law 31-110.
Section 506(a), Federal Records Act of 1950 (44 t;-S.C., Section
3101). - `
Routine uses of records maintained in the system. including caret? o-
ries of users and the pur
orts
f
p
o
sect uses: s Revie,v Boa d
Authority for mainten, ese of the system: National Security Act of dete nru es amount of financial loss sustained by ;IaLmant.
as Amended-ptblic Law ?306253.
Reimbursement for property loss. C .r.+rnl Intelligence Agency Act of 1949, as :1merded--.Pubiic A r, cord from this system of records may be ~!ise!osed as Law S1-110. _ "routine use, to a Federal. state or local a:3ency .^aia ilizg:iv1,
Section SCE(a), Federal Records Act of 1950 (4-4 U.S.C.- c= 'rl or other relevaant atLforce c t infer-adun v~ oche. per-
31Se Section in"
L=:-eut :orrnedon, Such as c;:rre^t liC`:1SL3, if necess:r/
ltouane uses refer-;a ten e?evant to '.sr a,;enc': ~-ecision concerdr~ t e -i,
of records maintained in the system. including catrgo- retendcrt of an coiployec, the issuance of a security clear ea r;
riCO c1 rotas and the rurwxr~ of suck useaaa: Lased. by Agency '
ployees for iss leeaofi, of a contrc:, or the issuvzce of a, license, z=it Cr o~.?:
uirg cf:.c i U.a'. Croverrtent driver's Licenses and
rcaz?~als. ce^af~t.
er rs eW !o (~ Policies and rretirra for storin'3, retrie,ing, acc sing, ret.uainc-,
y A off:g?a.s in aeadent eases, and di5 nsiug of r-r.:ores in the sytem:
1 record tro?L1 this sva.e:- of ; code may be disclosed Si a P
..'r'e'el'! ewte.? to a state -or Ce.il ,.
=in L.IL111^y Ci
V':l.
-r1:1::;:11 Cr ether CeIC'/a;,t r;^!C CL",.'^rt ~ .t~
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Storage: Paper. Notification procedure- tz dividuads seeking to learn if this system
RRetrievability: By name..
Safenuards: Lnict-aton s stored in safes or secure areas. Access
is :ii.-uted to staff employees wor-ong on such cases.
Retention and disposal: Records are destroyed by burning two
years after final action on case.
Sys= maunecr(s) and addrem
Director. CI.ftce of Logistics
Czntrs! lnte-irence Agency
Was ~.oa. D.C. _0505.
Notiricatiou procedure Individuals seeking to icon if this system
of records contains information about them should direct their
inquiries to: ' -
Privacy Act Coordinator
Central Intelligence Agency
Washin ton, D.C. 20`05.
Idearfitien requirements are specified in the CIA rules
published in the Federal Register (32CrR 1901.13). Individuals must
comply with these rules: -
Record acc= procedures: Regt:emt. from individuals should be ad-
dressed as indicated in the notification section above.
Coute-ring record procedures: The. Central Lntelligence Agency's.
regWatioas for?acc?ss to individual records, for disputing the con-
teats thereof, and for appealing an initial determination by CIA
concerning access to or correction. of records. are promulgated in
the C"A rules section of the Federal Register. .
Record source cttegorrs: Individual concerned and carious Agen-
cy staff elements involved in processing and adjudication of claims.
CIA---19.
System riam_e Equipm nt and Supplies Accountability Records
System lr[on:
Central Inu-iligencn Agency
Washington. D.C_ 20501
Catenorici of individuals covered by the system: Employees.
Catesotim of records in the system: Name, signature. office loca-
tiou. t iephone extension and item of government equipment an
lean or charred to the employee.
Authority for u:nintenance of the system- National Security Act of
1947. . as Attended-Public Lzw 80-253.
Central Intelligence Agency Act of 1949. as Amended-Public Storage: Paper.
. Law? 81-110_ Retrievability: BY individual or company name.
Section f)6(a),. Federal Records Act of. 050 (4a U.S.C.. Section -
of records contains information about them should direct their
inquiries to:
Privacy Act Coordinator
Central Intelligence Agency
Washington. D.C. 220505.
Identification req^.ti.re nts are specified in the CLk rules
published in the Federal Register (32_CFR 1501.13). Individuals must
comply with these n:1es
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record prwwethires: -111e Central Intciligeneo Agency's
regulations for access to it livid al re,_c-ds. for disputing the con-
tents thereof. and for appc-rliag nn initial c~tc? n iration. by CIA
concerning access to or correcnen of records: are, promulgated in
the CIA rules section of the Fedcral Register.
Record source cttrt}onies:. Individual concerned and appropriate
accountable property officers.. .
CIA-20.
-System name: Logistics Security Clearance Records. -
System location: '
Central Latelli;once Agency
Washington. D.C. 20505. ..
Catlet;o dies of individuals covered by the system: Commercial con-
tractors -Eqd 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
.nauhe, address, position, and security clearance held-
Authority for K aintenance of the system: National Sec=ity Act of
1947, as Amended-Fuiblic Law 80-253.
Central Intelligence, Agency Act of 1949,- as Amended-Public
-Law 81-110.
Section 505(a). 'Federal Records Act of 1950 (44 U.S.C., Section
3101).- --
Routine uses of records mr izttained its the system. including categ
ripe of users and the pu poses of such l: : Used by staff empioyel
in conducting Agency business ?~rith the commercial sector an
liaison with other government agencies. -
Policies grad practices for storing, retrieving. accessing. retaining,
Routine uses of record maintained in the system, including cotego-- Access is un:uee .rsr.~ts empteyees wiur uia accts-ecrsnci A.
rim of users and the pure s of such uses: Used by Agency officials Retention and disposal: Records destroyed upon expiration of
who control and account for government nonexpendable'items. clearance.. Clearances may be revalidated- three years after initial
A record from this system of records may be disclosed as a - approval.
Final or other relevant enforcement inforrL 'on or other per- Director, Office of Logistics
tinanr information, such as current licenses. if necessary to ootai.n Central Iateence Agency
information relevant to an Ueacy decision eoncernit$ the hiring or - Washington. D.C. 20505.
retearion of an employee., the issuance of a security clearance. the Notification prccedure Individuals seeking' to learn if this system
letting of a contract. or the issuance of a license. grant or miter of records contains information about them should direct their
benefit. -? '
Policies and practices
and disposing of records
Storage: Paper.
Retrievability: By
for storing, retrieving, accessing, retai..oing,
in the sytem:
Safegu_u-sir: Physically protected in secure areas. Only employees
charged with the responsibility of controlling government property
b :ve access.
I'leterti- n and disposll: Si muse card is returned to individual
ci afScc! upon return or item. Record is destroyed by burning alter
vent: ty adjustment to prop-err/ records.
Srsxeua musses(s) and addressr
Director. OffIce cf Logistics-
Cent;a.l 1--atel-ligem-ce Agency
\Vasl]ington, D_C. 20505.
inquiries to- -
Privacy Act Coordinator, -
Central Inte!igence Agency
Washington, D.C. 20505. ?
Identification requirements -arc specified 'in the CL-k-.- rules
published is the Federal Regzs.eer (32CF R 1'501.13). Individuals must
comply with uncut reties.
Record scceu prn cdur s: Request-irom individuals should bead
dressed as indicated is tk:e [ot ic~-.tion section above.
Contesting racui-ti pr -cures: The Central nteil~ence Agency's
regulations for access to?incivideal retort's. for disputing uhe con-
tents thereof, anti for appealing an initial dote c nation by CIA
concerning access to or corn ec; ion of records, air.- promulgated in
the CIA rules sc won of the Federal Re?. ster.
Record 'source cste-Tories: Ir formation obtained from indi?dduz'
concerned and ce:ifi -atioa of cis race from CLce of 5._curity.
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