CENTRAL INTELLIGENCE AGENCY PRIVACY ACT OF 1974 SYSTEMS OF RECORDS

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CIA-RDP80-00473A000600090007-4
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RIFPUB
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K
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30
Document Creation Date: 
December 12, 2016
Document Release Date: 
October 31, 2001
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7
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REGULATION
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? CENTRAL INTELLIGENU AGENCY 409 1 CENTRAL INT444.WgeillreEr?ci&k.F.NPI,A2/01/10 ? Privacy Act of 1974 Systems of Records Note: Systems of records for the Central Intelligence Agency are current as of September 7, 1976. STATEMENT OF GENERAL ROUTINE USES The following routine uses apply to, and are incorporated by reference into, each system of records set forth below. I. In the event that a system of records maintained by the Cen- tral Intelligence Agency to carry out its functions indicates a viola- tion or potential violation of law, whether civil, criminal or regula- tor.. in nature, and whether arising by general statute or particular preeram pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agen- cy. -.whether Federal, state, local or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regula- tion or order issued pur4uant thereto. 2- 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 or other per- tinent information, such as current licenses, if necessary to obtain information relevant to a Central Intelligence Agency decision con- cerning the hiring or retention of .an employee, the issuance of a security clearance, or the letting of a contract. 3. A record from this system of records may be disclosed, as a routine use, to a Federal agency, in response to its request, in con- nection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an em- ployee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the in- - . forreaatioa is relevant and necessary to the requesting agency's deci- sion on the matter.,. 4. A record frijol this system of records may be disclosed, as a routine use, in the course of presenting evidence to a court, magis- trate or, administrative tribUnal, including disclosures to opposing counsel in the course of settlement negotiations. 5. A record from this system of records may be disclosed to the Office of Management and Budget in connection with the review of private release legislation as set forth in OMB Circular No. A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular *ea> TABLE OF CONTENTS RECORD SYSTEM A?ci-67 "C;C: Relations File?CIA-46 gence Training Record?CIA-8 plicant Files?CIA-30 A licatione Division Tracking System Brie g Program File?CIA-43 Caree Trainee Files?CIA-6 Central adge System?CIA-54 CIA Autin s Clinical an sychiatric Files (Appli Clinical and chiatric Files (Erni) Computer Acc s Congressional Li ison Recorde Consultant and In pendent C Current Employees nd Form files and records re ted t Cryptographic Access le Directorate of Operation Employee Grievance Fol Equal Employment Oppert Equipment and Supplr's Ac c External Training Ei,les?CIA-1 Foreign Map Souree Financial RecordV?CIA-50 -ecentation-Aet-Request Guest Speak s?CIA-13 Inspector ( neral Research Records?C Intetligen in Public Literature File?C(A Langua Learning Center Student Files?C Langu ge Qualifications Register?CIA-10 Lege Subject Records?CIA-5 Lib ry Open Literature. Ready Reference File?C L gistics Security Clearance Records?CIA-20 anpower Control.; System?CIA-29 ants)?CIA-35 )yees)?CIA-34 IA-38 tractor Records?CIA-32 r Employees (official Personnel reto)?C1A-31 CIA-48 ecords System?CIA-49 ?CIA-IS 'ty Complainant Records?CIA-14 ntability Records?CIA-19 ?a4s4PaabigaiiiRAT)?C Off-Ci pus Instructor Applicant Files?CIA-7 Office o oint Computer Support Training and SI:* Invent? ?CIA-2 Parking Per ? Files?CIA-16 Personal Prope y Claims Records?CIA-I8 Polygraph Files 'IA-23 Privacy Act Reque ters?CIA-21 Private Attorney Pa l?CIA-4 Professors and Place nt Officers of S9fcted Colleges?CIA- 47 Prospective Contributors or the CoJlction of Foreign Intelligence?CIA-33 Psychological Test Data File ?C A-37 Publications about CIA?CIA- .9 Security Analysis Records? 1. -56 Security Duty Office Events Rep s?CIA-51 Security Records?CIA- Soviet-U.S. Contact;syile?CIA-45 Special Clearance S tem?C1A-52 Supplemental Per/sonnet (Soft) Files?C 24 Supplemental Personnel (Soft) Files--CIA 5 Suppleinentalel5ersonnel (Soft) Files?CIA-2 Suppleme tal Personnel (Soft) Files?CIA-27 Supplei 75 ntal Personnel (Soft) Files?CIA-23 Unsolj teed Correspondence from the General Pu in addressed \ to the Director or Deputy Director of Central telligence?CIA-59 ? 'Sel_i_c_1.! C_Ipei'atols File?CIA-17 CIA-1 System name: Applications-Birilien Tracking System. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Agency and con- tract employees, employees of contractor supporting Office of shein4-PierieikWesc? Coae.rerrei 3ukaaat., currently or formerly assigned to computer software development or maintenance projects in Applications. -Division.- Categories of records In the system: Documentation of hours logged on each assigned programming or overhead project. Authority for maintenance of the system: 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: Used by Applications a-Pieisitnr?staff for periodic reporting to Appliestiesive--Divrsion? management man-hours expended to develop assigned programming projects and overhead hours. Used for tracking the usage and scheduling of all resources for developing software. Used to substantiate hours spent by contractor personnel on bil- lable contractual activity. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic disk. -58 1 Retrievability: Name and employee number. Safeguards: Limited to specifically designated and cleared per- sonnel.. Retention and disposal: Records are erased when hours of activity are no longer needed by management. System manager(s) and address: Director, Office of JoietsCompatr Serpi:et DATA )4 c cess. /,?" 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: ' Act Cotsfdinator entre nte igence geney 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. L. 14 Reeweb .4 s y s re/t4 REeratDS M.111 Re DiScLoSe--1) OS- DUDA AJe 'To A s ogt, s .),..,47E4.4eArr v-pecTic K./ :5; coraDICTtj 14,upe7Z fft.I.Tktagirti 0P 44 4.c.C. ZfO+1 2.906. imp 2 2 3 97 Information and Privacy Coordinator Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 r ? - _AppWefo9VRecgaadg01/10 : CIA-RDP80-00473A000600090007-4 RECORD SYST.bm Applications Tracking System--CIA-1 Office of Data Processing Training & Skills Inventory--CIA-2 Computer Access File--CIA-3 Private Attorney Panel--CIA-4 Legal Subject Records--CIA-5 Career Training Files--CIA-6 Off-Campus Instructor Applicant Files--CIA-7 Agency Training Record--CIA-8 Language Learning Center--CIA-9 Language Qualifications Register--CIA-10 Modern Language Aptitude Test Scores (MLAT)--CIA-11 External Training Files--CIA-12 Guest Speakers--CIA-13 Equal Employment Opportunity Complaint Records--CIA-14 Employee Grievance Files--CIA-15 Parking Permit Files--CIA-16 Vehicle Operators File--CIA-17 Personal Property Claims Records--CIA-18 Equipment and Supplies Accountability Records--CIA-19 Logistics Security Clearance Records--CIA-20 Privacy and Freedom of Information Acts Requesters--CIA-21 Polygraph Files- -CIA-23 Supplemental Personnel (Soft) Files--CIA-24 Supplemental Personnel (Soft) Files--CIA-25 Supplemental Personnel (Soft) Files--CIA-26 Supplemental Personnel (Soft) Files--CIA-27 Supplemental Personnel (Soft) Files--CIA-28 Manpower Controls System---CIA-29 Applicant Files--CIA-30 Current Employees and Former Employees (official Personnel files and records related thereto)--CIA-31 Consultant and Independent Contractor Records--CIA-32 Prospective Contributors for Collection of Foreign Intelligence--CIA-33 Clinical and Psychiatric Files (Employees)--CIA-34 Clinical and Psychiatric Files (Applicants)--CIA-35 Medical Facilities and Physicians--CIA-36 Psychological Test Data Files--CIA-37 Congressional Liaison Records--CIA-38 Publications About CIA--CIA-39 CIA Authors File--CIA-40 Intelligence in Public Literature-File--CIA-41 Library Open Literature Ready Reference File--CIA-42 Briefing Program File--CIA-43 Foreign Map Source Files--CIA-44 Soviet-U.S. Contacts File--CIA-45 Academic Relations File--CIA-46 Professors and Placement Officers of Selected Colleges--CIA-47 Cryptographic Access File--CIA-48 Directorate of Operations Records Systems--CIA-49 Financial Records--CIA-50 Security Duty Office Events Reports--CIA-51 Special Clearance System--CIA-52 centrit Badge System--CIA-54 Security Analysis Records--CIA-56 Security Records--CIA-57 Inspector General Research Records--CIA-58 Unsolicited Correspondence from the General Public Addressed to the Director or Deputy Director of Central Inteliigence--CIA-59 Personal and Professional Associates of the Director of Central Intelligence--CIA-60 Supplemental Personnel (Soft) Files--CIA-61 Approve Forrelease 2002/01/10 : CIA-RDP80-00473A000600090007-4 `t ? AI 7 Pi.. 2. PIO., ? ontestini record procedures: The Central Intelligence Agency's Authority for maintenance of the system: Section 506(a), Federal regulations for access to i win tivithireffirdprquilm4q i?vrpPRADIsto2doeiliagreitfatlbaN-4 tents thereof, and for appe g an mina determine fi2t139 Routine uses of records maintained in the system, including catego- ? concerning access to or correction of records, are promulgated in fen CIA rules section of the Federal Register. Record source categories: Agency employees, contract employees, employees of contractor supporting the Office of Jseirrt-eorriestiter less Ti9 CE5le7. System name: Office of . Training and Skills Inventory. System location: Central Intelligence Agency Washington, D.C. 20503. Categories of individuals covered by the system: Employees, con- tract employees, and employees of contractors assigned to the Of- fice of leset-C-eenputee-S-upporf-(49-1C-S4e >VW ThaceSS/ A:G(0DV. Categories of records in the system: Documentation of CIA- funded training for each individual assigned to the Office of lairre GeerreesteesSiespiest. 1),97,41 Bee e cesse?ssae? . Documentation submitted by each individual assigned to eieS, indicating his self-evaluation of his programming skills. Authority for meintenalice of the system: 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: Assist DIOJCS in ascer- taining what additional training personnel should receive. .M..:D/OZt _V/01,1*-4=DieteS in the management of personnel assignments to new programming tasks. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetiddisk. - Retrievability: By Name, Safeguards: Access to and use of these records is limited to those persons whose official ditties require such access. Retention and dip salt Records are purged as employees separate from-04eSperiodic updates. 007) System manager(s) and addi'ess: ? Director. Office of Joint-Gomptiter-Stippere ZI9r4AccezeSi,v6 C:ntral Intelligence Agency Wsshington, D.C. 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries t ? Aek(Coordikttors Central Trite igence 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: Agency personnel and employees of contractors. CIA-3 System name: Computer Access File. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Agency em- ployees having special access to Office (it Jeitst-Giansput-er-Sturest computer systems. besreg Pat1c&-ef?v9 Agency cleared contractors who have been granted access to Of- fice of Joint Ca, ,Ott Simper?computer systemsrie Categories of records in the system: Individual's name, office, ? ? user identification code, hedge number and computer systems to which the individual has access. ries of users and the purposes of such uses: ef-feseseHernt-ecnrrrrateres-esre? op Suppartm Security Officers, computer system and data base lever,s?,,i,aii managers, and Automated Data Processing Control Officers use the sae? system to: Determine computer system(s), if any, to which an individual at CIA has access. Control access to computer systems through automated computer system verifications of individual's authorization for access to com- puter which he/she is attempting to use. Determine the name, office, room number and badge number as- sociated with the user identification code of an individual suspected of a possible violation of 'computer systems security procedures. Identify individuals listed in audit trail records as having ac- cessed a particular computer system or computer-based system or mAa, vci srs eP roArib,-treiq aSeit-S. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic disk packs with "back-up" records on tapes. and controlled hard copy computer listings used for reference. Aps plications and approval for access are maintained in paper files. Retrievability: Name and user identification code. Safeguards: Access to these records is limited to cleared persons whose official duties require such access. Personnel screening and computer system security protective mechanisms are employed to prevent unauthorized disclosure. Hard copy computer listings and paper files are maintained in combination lock safes or vaulted areas. Retention and disposal: Records of individuals who no longer have access to Office of Joint--eempotee-Eaippert systems are - deleted from computer-based system of records. Fsbeiree PRoces2o1 As changes are made and new master computer listings are generated, the paper listings are destroyed by burning and the records on magnetic media are degaussed. There is no retention of these records. System manager(s) and address: ? Director, Office of ttreareptster-Szappect 7:;s9raeoec-SseiV5e 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: CSX5' Ilet-Coprbfator) 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 rides. 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. Contractor employees. - CIA-4 System name: Private Attorney Panel. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Attorneys in private practice. Categories of records in the system: Name, address, date and place of birth, education, law firm (if any), State(s) admitted to Bar, and date and type of clearance. Authority for maintenance of the system: 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). 2 2, 3 - 974 Information and Privacy Coordinator' pnformation and Privacy Coordinatorl Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 Routine uses of records maintained in the system, including catego- ries of users and the purpoles of such uses: To provide a list of private attorneys for use oniappeotvitaiffirDiease 2002/01/ To provide a referral list for those employees whose employment with CIA must be protected. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Records are stored in a combination lock safe and access is onl b ?erso el in he Office of General Counsel. Retention and dispose .e,essmane System manager(s) and address: General Counsel 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: (IrrrvadyTt. t Coordi -Meat A?g-e-ncy 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 apperilin an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules seetion of the Federal Register. Record source 'categories: Attorneys, CIA employees and former employees, Martindale-Hubbell Law Directory. CIA-5 System name: Legal Subject Records. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuate covered by the system: Agency em- ployees, defectors, individual plaintiffs in litigation cases, in- dividuals asserting claims against CIA, contractors and consultants, authors, journalists and other individuals who become involved in legal relationships or matters with CIA. Categories of records in the system: Correspondence, affidavits, briefs and other legal documents, reports of investigation, Govern- ment forms, cables and internal CIA memoranda. Authority for maintenance of the system: 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 ilw system, including catego- ries of users and the purposes of such uses: Ti) provide factual infor- mation for legal opinions. To provide factual information for litigation reports prepared for the Department of Justice. To provide factual information for dealing with Agency contrac- tors and consultants. 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 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 system: Storage: Paper. Retrievability: By name. Safeguards: Records are stored in combination lock safes and ac- cess is only by persoimel ie the Office of General Counsel. , Retention and disposal: Permanent retention. System mantiger(s) and address: 10 : CiangWATIV473A000600000007-4 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: Pz'rtcyMet-CoordinatoTe ?eiara ntelligence Agency Washington, D.C. 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32CFR 1901.13). Individuals mast 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: Individuals identified in Categories of individuals covered by the system: above, Federal agencies and other CIA records systems. CIA-6 System name: Career Trainee Files. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Applicants and employees selected for Career Training Program. Categories of records In the system: Name, biographic data, test results of applicant being considered for Career Training Program. Employee name, biographic data, test results, training evaluations, correspondence, trainee progress reports and supervisor reports on trainees during their interim assignments, and memoranda for the record. 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: Used by Agency officials to determine an individual's selection for the Career Training Pro- gram. Used by Agency officials for monitoring training activity after selection. Used by Agency officials for job placement after completion of training program. Policies and practices for storing, retrieving, accessing, retaining, and disposing ol records in the system: Storage: Paper and microforms. Retrievability: By name. Safeguards: Stored in combination lock safe; access is limited to Career Trainee Program Officers, and Personnel Officers. Retention and dis sal: ecordi-i?ire retained for the durati the emp oyee $ partici') on in the C reer tr nsf rred to the Offi e of ersonnel. Of in t official personn ders; the r ?wde the individ l's supplem -Records on unsuccessfi licants for t gram are returned to th Office of P rsonnel. System manager(s) and address: Director, Office of Training 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 Information and Privacy Coordinato-il 223 - Iallia..1.11???????? raining rroq cial transcripts akin% materials 1 personnel ( eer Trolni inquiries to: Abt,Cooe ator CET) rafTnteIligerrica gency Washington, D.C. 20505. 9 7 4 Records on cleared but never used attorneys are 'destroyed 1 year after clearance is cancelled. Records of cleared and used attorneys are destroyed when deceased or when services are no longer of interest whichever is earlier. Destruction is by pulping. Files are retained ft:sr duration of the employee's , .participation in the Career Training Program, then .transferred to the Office of Personnel. Official transcripts are filed in the official personnel folders; remaining material is incorporated into Individual's supplemental personnel (soft) file. Unsuccessful applicant records are returned to ApproveiliFewlailfidste2001/OPEMsCIMEDG80-00473A000600090007-4 412 PRIVACY ACT Approved For Release2Q02/Q1/10 Identification requirements are specified in the enA 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: The sources of information in these files are Program Orficers, educational institutions, and the in- dividual. CIA-7 System name: Of f-Carnpus Instructor Applicant Files. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered ? by the system: Agency. em- ployees who are applicants for part-time instructor positions m the Agency Off-Campus Program sponsored by University of Virginia. Categories of records in the system: Applicant forms for teaching in the Off-Campus Program. Correspondence with University of Virginia including application approvals and rejections and documents concerning contract ad- ministration. 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 use', and the purposes of such uses: Used by Agency officials to administer Instructor Program for Off-Campus college courses provided to employees. Recommendations to University of Virginia for employing in- structors. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name and discipline. Safeguards: Stored in combination lock safes. Access by CIA of- ficials on need-to-know basis. Retention- and disposal ecoi4s ake_retained fbFiisree ye s fter .auone r ge empiny e them destroy lzy_burn System manager(s) and address: Director, Office of Training 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: Ai3,,Coor Centre Intelligence Agency Washington, D.C. 20505. Identification requiremenes 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: Employee, educational institutions, stu- dent evaluation of the instructor and the University of Virginia. CIA-8 System name: Agency Training Record. System location: Central Intelligence Agency Washington, D.C. 241505. II nformatl_o_p_ juld Privac Coord.inat ISSUANCES 'al'er,11P.PV-10,A172P(Mr99(1,9,0f1.9741tem: Agency em- ployees and other Federal employees who have completed Office of Training courses, Agency-sponsored external training, and other Agency component-conducted training programs. Categories of records in the system: A machine run which lists the individual's transcript of Agency-sponsored training. Authority for maintenance of the system: Title 5, USC. Chapter 41. Central Intelligence 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: Records are used by Agency officials for processing employee requests for Agency. sponsored training. Used by Agency officials to evaluate training requirements in connection with a proposed assignment. Agency Career Management and Training Officers use this record as a management tool in counseling employees concerning their career development. Policies and practices for storing, retrieving, accessing, retaining, and disposino of records in the system: Storage: Retrievabi yT"B-s,---name. Safeguards: Stored in combination lock safes. Access is restricted to Training Officers, Personnel Officers, Supervisors and the TSS/OTR Staff. Retention and disposal System manager(s) and address. Director, Office of Training 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 inquirie ena ne igence 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: Transcripts from educational institu- tions, certificates of successful completion from the training facility and training reports from the individual. CIA-9 System name: Language Learning Center Student Files. System location: Central Intelligence Agency Washington, D.C. 20503. Categories of individuals covered by the system: Employees en- rolled in the Language Learning Center. Categories of records in the system: Biographic data, test scores, training reports from instructors, training requests from sponsoring office and attendance reports. Authority for maintenance of the system: Title 5, U.S.C. Chapter 41. 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: Used by Agency officials to monitor student performance. Transcript is entered in the Agen- cy Training Record. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records In the system: 974 [ I Records are destroyed by pulping 3 years after termination of Agency employment. .Storage:: Machine listing on COM Retention and Disposal: Superseded COM reels are destroyed by burning upon receipt of updated reels. Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 CENTRAL INTELLIGENCE AGENCY - I Storage: Paper. Retrievability: By ?mApproved For Release 2002/01/10 Safeguards: Records stored in secure areas. Access on a need-to- know ba-.is. Rete or duration of student enroll- me ? eco are destro by burning. System an a ress: Director. Office of Training Central Intelligence Agency Washington, D.C. 20505. Netification procedure: Individuals seeking to learn if this system of records contains infonnation about them should direct their inquiries to: Cleri 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 pro lures: Request from individuals should be ad- dreeseed 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 and instructors. CIA-10 System name: Language Qualifications Register. System loCation: Central Intelligence Agency Washington, D.C. 20505. ? Categories of individuals covered by the system: Employees who claim a foreign language proficiency. Categories of records in the system: Employee claim of foreign language proficiency, and identifying biographic data. Authority for maintenance of the system: Title 5, U.S.C, Chapter 41. 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: Used by Agency person- nel for processing requests for foreign language training and for language proficiency cash awards. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and magnetic tape. Retrievability: Name and language. e Safeguards: 'Maintained in combination lock safes. Access on a need-to-know basis. etention and disposal: Recoil updated semiannuall ires:111-6?e-d? etic ystem manager(s) and address: Director, Office of Training .Centrni Intelligence Agency Washington, D.C. 20505, Notificetion. procedure: Individuals seeking to learn if this system of records contains information about them should direct their ineuiries to: ArSeCoorriPeniQf 1 infeliiience Agency Washington, D.C. 20505. Identification requirements are specified in the CIA rules publeshed 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 procellerte: The Central Intelligence Agency's regulations for accei to individual records, for disputing the con- 413 aziaripthightiugartonurttermr, promulgated in IA a n the CIA rules section of the Federal Register. Record source categories: Employees. CIA-11 System name: Modern Language Aptitude Test Scores (N1LAT). System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Selected appli- cants and employees who have taken the Modern Language Ap- titude Test. Categories of records in the system: Name, biographic data and test scores. Authority for maintenance of the system: Title 5, U.S.C. Chapter 41. Central Intelligence Agency Act of 1949, as Amended?Pubiic 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: Used by Language Learning Center personnel to evaluate student potential for learning a foreign language. Used by Personnel Officers in deciding appointment and job placement. Aptitude test scores are provided to Foreign Service Institute when employee is enrolled in their language program. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Stored in combination lock safes; access on a need- to-know basis. Retention and dissaleiRec its e retain d f ureic; of a (riteWal's erripieyme. Unsucce 1 applican cords are r med for .-- months. R&Wrcls are dest ed by burni System manaWi7-'w1.?. address: Director, Office of Training Central Intelligence Agency: Washington, D.C. 20505. Notification procedure: Individuals seeking to learn it this system of records contains information about them should direct their inquiries to: Q, 'Jager Ac CoorcE tor Central Inte igence-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. CIA-12 System name: External Training Files. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Employees spon- sored full-time external training programs. Categories of records in the system: Employee biographic data, correspondence with public and private educational institutions, transcript and grades, training requests and administrative docu- ments related to enrollment, employees evaluation of training course and employee Training Obligation Agreement. Authority for maintenance of the system: Title 5, USC, Chapter 41. Information and Privacy Coordinator) .974 Papers are destroyed by pulping and tapes are erased upon inclusion of information in employee's official record. 1,.? Files'are cut off at completion of training; all but final report is destroyed 90 days after cut off; final report is destroyed 5 years after cut off. Records are destroyed by pulping. Destroyed upon termination of Agency employment. Unsuccessful applicant records are destroyed after 12 months. ? Destruction of records is by pulping. Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 414 Approved For ReleasERilitlarffl Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section 3101). Central Intelligence Agency Act of 1949, as Amended?Public Law 81-HO. Routine uses of records maintained in the system, including catego- ries of users and the purposes of such uses: Used by Agency officials to determine employee's eligibility for Agency sponsored training. Used by Aeeney officials to enroll employees in private and public educational institutions. Used by Agency officials to evaluate courses for future enroll- ment of employees. Data fur Agency Training Record. Notification of funds advanced and accountings are proved to the Office of Finance. 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 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 system: Storage: Paper and punch cards. Retrievability: Name and employee number. Safeguards: Stored in combination lock safe; access on need-to- know basis. Retention no 1: _ es all course c nruitme et inf 'for one e after ern 1 yee ; records a' destroyed by .urn- System manager(s) and address: Director, Office of Training 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: tralintellige-n-de- 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 Ageicy'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 ofs the Federal Register. Record source categories: The sources of information are from the individual, his sponsoring office, and the external training facility. CIA-13 System name: Guest Speakers. - System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Individuals under consideration for guest speaker engagements in CIA training cour- ses. Individuals include members of the academic journalistic and business world as well as present and former senior Agency and other Government officials. Categories of records in the system: Name, biographic data includ- ing academic credentials, published materials, correspondence and administrative records. Authority for maintenance of the system: Section 506(a), Federal Records Act of 1930, (44 U.S.C., Section 3101). Routine uses of records maintained in the system, Including catego- ries of users and the purpteses of such uses: Assist Training Officers in curriculum developineet and selection of speakers for scheduled training courses. Policies and practi, as fur storing, relrieving, accessing, retaining, and disposing of retie ds hi the system: Storage: Paper. lInformation and Privacy Coordinator !FANiEirtS5.80-d0473A000600090007-4 Retrievability: By name and area of expertise. Safeguards: Files are stored in a combination lock safe. Use of material is restricted to Training Officers involved in course development. Retention and dis osal? les re maintained as ong as t. spea? r. Rec.ge. s are destr ed by buim ystem rnanager(s and a. ress: Director, Office of Training 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: ac Act'Coor4finata Centralnte igen&?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, academic and private institutions, Federal agencies. CIA-14 System name: Equal Employment Opportunity Complainant Records. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Current or former contract, staff or detailed military personnel of the Agency as well as applicants for employment Categories of records in the system: Data collected by an EEO In- vestigator which bears on the charges of discrimination brought by the complainant. File contains sworn affidavits from the complai- nant, the alleged discriminating officer(s), and other individuals directly involved, as well as other documents, records, or other statistical evidence considered pertinent to the case or which assists the Agency in making its decision. Authority for maintenance of the system: Equal Employment Op- portunity Act of 1972. Public Law 92-261. Executive Orders 11478 and 5 C.F.R., Part 713.222. Routine uses of records maintained in the system, Including catego- ries of users and the purposes of such uses: To provide information in the adjudication of complaints. To provide information for review by the Civil Service Commis- sion. To provide information for Federal court review. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records In the system: Storage: Paper. Retrievability: By complainant name. Safeguards: Filed in combination lock safes; limited access by staff only. tion and disposal: Compl Center a o cac year. Held from date, etirement then ret ps System manager(s) and address: Director, Equal Employment Opportunity 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 ed ? c es transferred to cords ecords Center jo 0 years e OEEO-for review and inquiries to: eyeAc orch esel CeTri Frittff dIlii6fiZe 'Agency Washington, D.C. 20505. a -7.974 Cases resolved within Agency are destroyed by pulping after resolution of case. Destroyed 1 year after employee completes all course commitments. Destruction by pulping. _ Records are destroyed by pulping when Agency no Approved ForReleA2n2b6f/OW: eaREACt0114)7,379A6661bb650007-4 CENTRAL INTELLIGENCE AGENCY peblished in the Fe eral ReelitgrittrWRftitiAl.ehvi ua s mus as igton, 8fe .otro Categories of individuals covered by the system: Employees. Identification reuirem e.76prit1/1 0 : CVFV13150u 600090007-4 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: Information obtained from the complai- nant. the alleged discriminating official, and other individuals as well as documents, records, and statistics gathered in the investiga- tion. CIA?IS System name: Employee Grievance Folders. System location: Central Intelligence Agency Washington, D.C. 1.050i. Categories of individuals covered by the system: Employee. Grievance generally filed by IG Case Number assigned by Office of Inspector General. Categories of records in the system: Data from employees coming to Inspector General with grievarices re nature of grievance, cir- cumstance that caused grievance and how settled. Authority: for maintenance of the system: Executive Order 10987, By Regulation. Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section 3101). Routine uses of records maintained in the system, Including catego- res of users and the purposes of such uses: Used by members of the Office of the Inspector General to investigate grievance to its con- clusion. 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 violation or charged with enforc- ing or implementing a statute or law, regulation or order issued pur- suant thereto. Policies and. pructices for storing, retrieving, accessing,' retaining, and disposing of records in the system: Storage: Paper. Retrievability: By case number. Safeguards: Materials are stored in combination lock safe; access lizeited to OIG staff membvs. n and clisposnactive cas transferred to Records Center at en 431 each year. Held in ecords Center fo n Tars front date tirement, then retu ed the OIG for reylhi and disgosal b System manager(s) add address: Inspector General Central Intelligence Agency Washington, D.C. 20303. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries ? Act Coordinator Centre ate Iigencgency Washington, D.C. 20505. _ Identification requirements are specified in the CIA rules pnblished in the Federal Register (32CFR 1901.13). Individuals must comply with these rules. HP Request from individuals should be addressed 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- teens 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: Information obtained from complainant and other employees when grievances are investigated. CIA-16 System name: Parking Permit Files. System location: 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 1930 (44 U.S.C., Section 3101). Federal Property Management Regulation D47 (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 system: 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 uoon cancellation of parking permit. giLos "Des:go/ET Lee, Ar e este_ ea 4.) e.a.roc.A., p potie-k. .0 pNeie..4?r.r A:v.1e Director, Office of Logistics 4:woe- yenie 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: igence gency Washington, D.C. 20505. Indentification 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 sonrce categories: Employees. CIA?17 System name: Vehicle Operators File. ystem manager s) and address: jr.p24?4,04.4.reLy NaLCoor nte System location: ator 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 80-2.53. 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: 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 "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 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, and disposing of records in the system: [Information and Privacy Coordinator ) 4721 4 _ Closed cases involving litigation or those establishing precedence of policy are permanent. Closed routine cases are transferred to Records Center for 10 years and returned for review by custodian for cases selected for further retention and inclusion with other permanent cases. Those no longer needed are destroyed by pulping. Index cards assume disposition of case files. File system logs for assigning case numbers are permanent., Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 4.16 PRIVACY ACT ISSUANCES I Storage: Approved For Release 2002/01/10 : carrivETR-099c4PQRNAM9,97dikarn if this system Paper. Retrievability: Individual name or driver's permit number. 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 caee is elosed. System manager(s) and address: Director. Office of Logistics Central Inzelligence Agency Washington. D.C. 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiriee to: -7-7' _ev oordilelitote3 Xg-ency liVashineton, D.C. 29505. 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.. Federal. State :tied local law enforcement agencies in cases when employee is involved in an auto accident. CIA-18 System name: 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 cif records in the system: Claimant name, address, na- ture and loss or damage to personal effects, including inventory of items. Authority for maintenance of the system: National Security Act of 1947. as Amended?Public Law 80-253. Central Iatelligence Agency Act of 1949, as Amended?Public Law S1-110. 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 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, die issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other be nef it. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. 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. System manager(s) and address: Director, Office of Logistics Central Intelligerem Agency Washington, D.C. e05115, of records contains information about them should direct their inquj4Q,? /Act C ordfnator Central Intelligence Ag-e-n4 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-19 System name: Equipment 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- tion, 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). Routine uses of records maintained in the system, including catego- ries of users and the purposes of such uses: Used by Agency officials- who control and account for government nonexpendable items. 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 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 system: 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 of 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. 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to: t?s????Crri",..7cy Coora'? Central-Intel igence 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. [ Information and Privacy Coordinator 1 0 Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 CENTRAL INTEWGENCE AGENCY 4 agencies for theii Record source categorie5AWKRWti loateftletitlea2CO2/04/1 lifiltirnigalnattOtginbt4ds were origina d 2.4:countable property officers. ft. le p su CIA-2o by knother Federal agency. Po i,cies and practices System name: Logistics Security Clearance Records. and da sing of records ifor storing, retrieving, accessing, rei ning,n the system: System location: Central Intelligence Agency Washington, D.C. 20505; Categories of individuals covered by the system: Commercial con- tractors and 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 name, 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 La-e 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 es . ri of users and the purpose: of such uses: Used by staff employees in conducting Agency business with the commercial sector and liaison with other government agencies. PoliCies and practices for storing; retrieving, accessing, retaining, and disposing of records In the system: Storage: Paper. Retrievability: By individual or company name. Safeguards: Information stored in safes, vaults or secure areas. Access is limited to staff employees with the need-to-know. Retention and disposal: Records destroyed upon expiration of clearance. Clearances may be revalidated three years after initial approval. -- 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 inquiri to: r. et Coordi entral 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 forsappealing 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: Information obtained from individual concerned and certification of clearance from Office of Security. ? CIA-21 -- System name: Privacy Act Requesters. System location: CenNktelligence Agency Washing%)D.C. 20505. Categories of In (viduals covered by the s s eric---U.S. citizens and aliens lawfully admitiq for permanent r9,si ence. Categories of records'iei the systeinr"Files contain all correspon- dence and other docu meat relateeto the receipt, processing and final disposition of requests re ived by the Agency for information under the Privacy Act of I974:' Authority . for maintenance of system: Privacy Act of 1974?Public Law 9.3-519. Routine uses pl'i'ecords maintained in the s tern, including catego- ries of usersrn ,a tid the purposes of such uses: o ovide information ?)34f for copi . g an annual report (beginning 30 April -6) for the Of- fice of ,, .anagement awl Budget as required by the Informa- k,,..tion peTtaining to the requester surfaced as a result of a vac Storag Retrieva Safeguards. on a need-to-k Paper. lity: By name. Files are stored in combination lock safe ? access is w basis. ? Retention and . isposal: Records are retained for do years after the case file is clos d. Records are destroyed by burfing. System manager(s) ad address: Chief, Informatio rid Privacy Staff Central Intelligence gency Washington, D.C. 20)' . Notification procedure: In "viduals seeing to learn if this system of records contains informs 'en aboct them should direct their inquiries to: ? Privacy Act Coordinator Central Intelligence Agency/ Washington, D.C. 20505. Identification requirement are ape'lied in the CIA rules published in the Federal R ister (32CFR 1.13). Individuals must comply with these rules. Record access proced res: Request from indi 'duals should be ad- dressed as indicated jil the notification section ab ye. Contesting recorOrocedures: The Central Intelli ence Agency's egulations for arecess to individual records, for disp ng the con- tents thereof, and for appealing an initial determinati? . by CIA oncerninga ess to or correction of records, are promo ted in /6 he CIA rul s section of the Federal Register. Record source categories: U.S. citizens. Aliens/lawfully admitted for .e i an t e idence I CIA-22 em nariTilom of In ormation Act Requesters. ystem location: Central Intelligence Agency ashington, D.C. 20505. ones of individuals covered by the system: uests to CIA under the Freedom of Into Cate makes r Catego dence and final disposit under the Free Authority for Act of 1974 as A of records in the system; Files cont ther documents related to the rece n of requests received by the A om of Information Act, 1974. aintenance of the system: F ailed. Routine uses of re ries of users and the for compiling reports Act. Information pe rtai faced as a result of a Fre referred to other Federal a Freedom of Informaon Act, originated by another Federal a Policies and practices for st and disposing of records in th Storage: Paper. ? Retrievability: By name Safeguards: Files are on a need-to-know basi Retention and us the case file is close System manage ords maintained in t urpors of such v inured under rig to the r dom of I ncies ti dividual wit ation Act. in all correspon- t, processing and ncy for information eedom of Information system, including catego- : To provide information e Freedom of Information quest or requester that sur- ormation Act request may be or their review pursuant to the mended, when the records were cy. , retrieving, accessing, retaining, syste ored in combi - tion lock safes; access is 1; Records are retai . Records are destroyed ) and address: d for two years after burning. ation and Privacy Staff lligence Agency n, D.C. 20505. n procedure: Individuals seeking to learn i s contains information about them should to: Chief, Info Central In Washine Notificaf f recor quiri ? vacy Act Coordinator entre' Intelligence Agenc Washin:.to I II ? ? ? C1A,--21 ? Used by staff employees for reference purposes in formula.ting responses to. System name: Privacy and Freedom- of In-formetien 1. Act, and Executive Order.11652.requests. ? . Privacy Act, Freedom of Information Acts Reques System lorations ? . ? and for reference in process Ing cases. ? under appeal and litigation; to provide ? -documentatiofl for referral to other Fed- Central Intelligence Agency ? .;..... .. --- i ? eral agencies-for their review pursuant Washington, D.C. 20505. . . ? -.--.' - 1 ? to Executive Order 11652. and. the Third Categories of individuals covered by the i.Agency Rule; and as: a source of. in- system: ,. -,... . ? :1?,. formation. for compiling reports required ' ? t ? by the Acts. --. - - L..-- ? ?:7:-.--; 4. 4-. k. ., Individuals who make requests to CIA ., ? . . ... -_.."-- -:- :'.:.:: ? . -,... , ..... - under provisions of the Privacy Act, the-Policies and praetices for storing, retriev- Freedom of Information Act, and Eztecu-:?1, .,.. hag, accessing, retaining, and d.ispos- tive Order 11652. - . . ' -. 7 :' - ? j -..? .: ing of records in the systemi Categories of records In the system: .. - Sloroger ' *:, : .:-.-2.: ...--.1......,.- ?:: ..',.. ....;., , ..,........ - ? Files contain all corresponcience 'and f'-...!,p4oer. electronlaindelt; ?an.. F.1.30,;;;.,...,:,,,, other doctunents related to the; receipt.. . Retrievabilitis ..4.7-,..:.7. - -_, ..--?, .7....,!...i.......,....:,!... . Processing, and final disposition of rel. . . By =Mew cise number. . r...-...,:,:-...-:-.7....-?7 formation under the Privacy Act, the Safeguards . ..,.- ..-;?? 7 : " .., . ., - _ . ..,,) "r7,-. ? " -- ..... -.:... .: ..7..7: ?-? .- :: quests received y e Agency "o_i. tive Order 11652. s ari Freedom of Information Act, and EERCU" .. : Paper file e s ored in conibliistion .4 Authority for maintenance of the systems ; index and log files need coded identifier 579: Freedom of Information Act of - fbasis.or acti. vation.. Access on. need to . knoW ? . - ? ? - ? ,..::, .. -- ? , . . I Privacy Act of 1974?Public Law 93-' vu-is Retention and disposal: :; '' lock safes; an tic data processing 1974; an Amended; and. Executive Order /11 11652. ? App roved For R9,1ease. i 2 eghliftitrailt Routine moo of meords maintained In she stroyed after two years, And Privacy Act system, including categories of users requests are destroyed after five Years - I . . ??:. .? ? ? his system ect . their System manager(s) and address: ? ? ? Chief, Information and Privacy Staff - Central Intelligence Agency - -- Washington, D.C. 20505. ' Notification iiocedure: . ? ? . . Individuals seeking to learn if this 1' system, of records contains information . about them should direct their inquiries -to: enesseeereerNeado..er omelets eel...mar morprkirria curs tiaritretwei law . - Itriforrnation and Privacy Coortlinator. Can- - tral InteDigence Agency. Washington. 'Identification requirements- are speci- ? fied in the CIA rules .pubilshed in the FEDERAL Rearms (32 .CFR 1901.13). In- dividuals must comply with these rules. . . . Record access procedures:. Request from individuals should' be 'addressed as indicated An the notifies:. tion section above. ? ? ? ? Contesting record procedures: -. ' The Central Intelligence Agency's reg- ulations for access to individual records, for disputing the contents thereof, and for appealing an initial determination by C/A concerning access to or correction of records, are promulgated-in the C/A rules section of the FEDERAL REGISTER.. olambhuy_r2le categories: ? . rrequelts received pursuant "to ' the Privacy Act, the Freedom of Information Act, and Executive Order 11652. ? ? AlIF "...? I -,??????? ?-? ? 5 LINIVA1 1 Os 'COrAticiptdriWzkeibdethaythliutydliergisCurrent or former 'Identification requirernenAnmend,,offi094. kriglim4 gse- published in the Federal Regist-er(32C7R 19141.1371Y.UivM ra ? - `e comply with these rates. 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 rezulations 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 s.turce categories: Individuals. CIA-23 System name: Polygraph Files. System location: Central Intelligence Agency Washington, D.C. 20105. Categories of individuals covered by the system: Applicants for empoyment. employees, and certain individuals considered for as- sieriment to the Agency. Categories of records in the system: Polygraph report, charts, and notes. 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 Las, 81-110. Executive Order 10450. Routine uses of records maintained in the system, including catego- ries of users and the purposes of such uses: Used by the Office of Security to make determinations of security eligibility for employ- ment pursuant to Executive Order 10450. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and tape cassettes. Retrievability: By name. Safeguards: Files are maintained in a vault; access is permitted only while in the custody of polygraph staff members. Retention and disposal: Indefinite. Records are destroyed by burning when they become inactive. System manager(s) and address: Director, Office of Security Central Intelligence Agency Washington, D.C. 20105. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their i=guiries to: to...k.y Act ._?dordina`lge,) entra ntefhgerire-A-genc y 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 (he 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: The source of all information obtained is from the polygraph interviews. Systems exempted from certain provisions of the act: Pursuant to authority granted in Section (j) of the Act (5 U.S.C. 552a(j)), the Director of Central Intelligence has determined to exempt poly- graph records from all sections of the Act except 552a (b), (c)(1) and (2), (e)(1), (e)(4) (A) through (F), (e)(5), (6), (7), (9), (10), and (11). and (i). These records are exempted to prevent access, ac- countability, and judicial review of records which intimately reveal an Agency security method. CIA-24 System name: Supplemental Personnel (Soft) Files. System location: Central Intellieemn: Agency Washington, D.C% 1 Upon intra-Agency transfer, transfer file to gaining zomponent personnel office. Upon separation from Agency,' transfer material for inclusion in Official Personnel Folder to Office of Personnel; maintain remaining file 6 months and destroy.. Destruction is-by pulping fOr paper. Magnetic discs are erased uparL___ completion of reassignment. ersonnel. Categories of records in the system: Memoranda of discussions, working copies of personnel and contract actions including procedural checklists, performance appraisals, travel and shipping orders. Information concerning conduct, training, special qualifica- tions or restrictions, dependency and residence, emergency notifi- cations, biographic data. Letters of Instruction. Also, cables and dispatches of administrative and operational significance, and photographs. 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 S1-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section 3101). Routine uses of records maintained in the system, including categoe ries of users und the 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 of- ficials 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 violation or charged with enforc- ing or implementing a statute or law, regulation or order issued pur- suant thereto. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper, (+ND tet eigesEri c. 1014SC. Retrievability: By name., ?FP' ICE AN2 END 1:;v9Te- inci74.0"..40?17; Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets file release is on a controlled-loan basis to authorized officigls Ceese- eia missa.ass Argos, eey ep pis-c " .y...e,s4 ire mew: Arc ?41 .2srnstS arm"( c,,,urp.0 ay.-0 pAarcce,e,b. itetentiont anti clis osale graffteethe ress-eparat 1,1 , riFiE-4.. gency w en ma ri of soft file is.reviewed to det lie and and any duplicatNklcjirds which ar contained in .11: official lefolder and ensctire filing of mate in operationa 1:: S ropnate. 0,44 144:91 ssl 4;Atavur " ce,14 &-t7-E c. ICCAS, em age air re.ss. Chief. DDI lolneragement-Staff bscialsr?leA rive" Sps.,*" 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 vaky-eca Coolecuria-lor iIt?atIht?tiice y 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: Employee. Career Service Panel. Agency officials. destr pers MR CIA-25 System name: Supplemental Personnel (Soft) Files. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Current or former staff or contract employees. and detailed military personnel. ? 3 974 Information and Privacy Coordinator. Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 Approved For RelegenEll2aMag185-.131DME904713A000600090007-4 Cateeeories of records in the system: Memoranda of discussions, working copies of personnel and contract actions including procedural ;checklists nerfoemance aooraisele. travel and shipping erders. Information concerning conduct, training, special qualifica- tions or restrictions, dependency and residence, emergency notifi- cations. biographic data, Letters of Instruction. Also, cables and dispatches of administrative and operational significance, and photographs. Authority for maintenance of the system: National Security Act of 1947, as Amended?Public Law 80-253. Cent.-al Intelligence Agency Act of 1949, as Amended?Public Law 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section 3100. Routine uses of records maintained in the system, including catego- rI users and the purpests 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 of- ficials for purposes of employee assignment, promotion, and career dee-eopment considerations and determinations. er.fer or provide information in response to or by direction of a cowl 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 iavestigating or prosecuting such violation or charged with enforc- ing or implementing a statute or law, regulation or order issued pur- suant thereto. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records In the system: Storage: Paper and magnetic media. Retrievability: BY name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to authorized officials. Retention and disposal: Retained one year after separation from the Agency when material of soft file is reviewed to determine and destroy any duplicate records which are contained in the official personnel folder, and ensure filing of material in operational files, as appropriate. System masager(s) and address: Chief, Personnel Officer, DDS&T Central Intelligence Agency Washington, D.C. 20505. Notification procedure: Individuals seeking to learn if this system e et-cords contains information about them should direct their inciairiee to: Cp.ekrdinator aintralTriteligence Ageney Washington, D.C. ZO505. Identification requirements are specified in the CIA rules published in the Federal Register (32CFlt 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: Employee. Career Service Panel. Agency officials. CIA-26 System name: Supplemental Personnel (Soft) Files. System location: Central Intelligence agency Washington, DC. 70505, Categories of Mill Moats covered by the system: Current or former staff or contract emetic,' eee and detailed military personnel. Categories of rucurell in the systum: Memoranda of discussions, working copies of personnel and contract actions including procedural checkli:ir pAforrnance appraisals, travel and shipping Information and Privacy Coordinator 419 ? . orders. Information concerning conduct, training, special qualifica- tions or restrictions, dependency and residence. emergency notifi- cations, biographic data, Letters of Instruction. Also, cables and dispatches of administrative and operational significance, and photographs. Authority for maintenance of the system; National Security Act of i 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 categne ries of users and the 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 of- ficials 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 violation or charged with enforc- ing or implementing a statute or law, regulation or order issued pur- suant thereto. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and magnetic media. Retrievability: By name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to- authorized officials. Retention and disposal: Retained one year after separation from the Agency when material of soft file is reviewed to determine and destroy any duplicate records which are contained in the official personnel folder, and ensure filing of material in operational files, as appropriate. System manager(s) and address: Career Management Officer/DDA 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 inqui ? - .Priva Act Co.i.Shator -Catral Inteirience 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: Employee. Career Service Panel. Agency officials. CIA-27 System name: Supplemental Personnel (Soft) Files. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Current or former staff or contract employees and detailed military personnel. Categories of records In the system: Memoranda of discussions, working copies of personnel and contract actions including procedural checklists, performance appraisals, travel and shipping orders. Information concerning conduct, training, special qualifica- tions or restrictions, dependency and residence, emergency notifi- cations, biographic data, Letters of Instruction. Also, cables and 2 2 2 - A ? Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 ? 420 ! Approved For ReleaggPOODEPOIlds.SMIWP80-100473A000600090007-4 dispatches of administrative and operational significance, and photographs. 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 50-6(a), Federal Records Act of 1950 (44 U.S.C., Section 3101). Routine uses of records maintained in the system, including catego- riee steers and the purposes of such uses: Used as a supplement to the :eeriel personnel folders by authorized operating officials to bee:tete and expedite processing or procedural requirements and transaezions of employees. Serves as a management tool for administrative and operating of- ficials 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 violation or charged with enforc- ine or implementing a statute or law, regulation or order issued pur- suant thereto. Policies and practices for storing, retrieving, accessing, retaining, and dispoeing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to authorized officials. etention an is sal: tetained on after separation from materia of soft fil is iewed to determine and plicate records whic e ontained in the official and ensure filing o mat al in operational files, System manager(s) and address: Chief, Sen elece Stieffe DO&CseRzeee. /11seedetforeetesor SesePA;., DDO. 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. As(t-CsiMiinator entre n elltpri-c-F7Igen-cy Washington, D.C. 20505, Identification requirements are specified in the CIA rules published in the Federal Register (32CFR 1901.13). Individuals rhust cornply 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 eppealing 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: Employee. Career Service Panel. Agency officials. ' C1A-28 System name: Supplemental Personnel (Soft) Files. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Current or former staff or contract employees and detailed military personnel. Categories of records In the system: Memoranda of discussions, working copies of personnel and contract actions including procedural checklists, performance appraisals, travel and shipping orders. Information concerning conduct, training, special qualifica- tions or restrictions, depreidertcy and residence, emergency notifi- cations, biographic (1.4t:1 , Letters of Instruction. Also, cables and dispatches of admini eraiive and operational significance, and photographs. Authority for maiuteu 1,11C eol the system: National Security Act of 1947, as Amended ----- .lettem Law 80-233. bnformation and Privac Coordinat 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: 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 of- ficials 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 violation or charged with enforc- ing or implementing a statute or law, regulation or order issued pur- suant thereto. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to authorized officials. Retention and disposal: Retained one year after separation from the gency w en ma nat of t file is reviewed t&4termine and destroy an duplicate record hich are contained the official personnel a er, and ensure/filing of material in erational files, as a ro nate. System manager(s) and address: Administrative Officer, Office of the DCI 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: Priva4..AcieCoordXator__,/ Centre Tnrie Irgence 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: Employee. Career Service Panel. Agency officials. CIA-29 System name: Manpower Control System. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Current rind former Agency personnel and military or civilian personnel on detail to the Agency. Contract employees since January 1969. Applicants in process for employment for whom clearance has been requested. Recipients of Agency awards. Participants, and beneficiaries designated by deceased employees who were participants, in the Agency's retirement system and Voluntary Investment Plan. Categories of records in the system: Data on employment history, fitness reports, qualifications and skills, insurance and medical benefits, retirement status, Voluntary Investment Plan accounts, emergency designees, home and work addresses, Agency awards, military reserve data, cases in process for employment, ceilings, position and staffing patterns. 974 Upon intra?Agency transfer, transfer file to gaining component personnel office. Upon separation from the Agency, maintain in Division for 2 years then transfer material'for inclusion in Official Personnel Folder to Office of Personnel; hold remaining file 6 months and destroy. Destruction is by pulping. After intra-Agency 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: Intra-Agency transfer-- forward file to gaining office; retirement from Agency-- Appro4d1hiorrkeijisi,101a60iPli)e.t1A-qZ 47M6bOiqefiAblior7;-4 and, resignation rom Agency-- resigna ion cases 1 year and destroy. Approved For RegraVab6WIS* Authority for maintenance of the system: National Security Act of 1947. as Amended?Public Law 30-253. 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 31e.O. CervestI Intelligence Agency Retirement Act of 1964 for Certain Erepeeeee, ee Amended?Public Law 83-643. Roteirie toes of records maintained in the system, including cntego- riee ni users and the purposes of such uses: To provide statistical re- pore for CIA management on strength, distribution and utilization c? eleepower. average grades and salaries, minorities, projected r:etremente, oeofiles of Agency skills and qualifications, compara- tive rites on promotions, separations, new employees, reasons for se. pa ratio ns. To provide rosters and statistics for heads of Career Services to assist them in administering their career development and evalua- tion programs, including promotion rates and headroom, fitness re- port ratings, qualifications, changes in their Career Services. Te provide staffing patterns, grade and salary data for office heees required for staffing and budget projections. To provide salary, leave, benefits and entitlements for the payroll system. . To provide rosters and statistics for components within the Of- fie of Personnel responsible for administering recruitment, hospitalization, insurance, retirement, and Volunteer Investment Programs. To provide records of employees entering on duty and employee se-parations and current statue tapes or rosters to Agency com- ponents of concern. To provide statements of accounts to employees. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic tape and disk. Retrievability: By name, employee number, organization code, social security number, or position number. Safeguards: Tapes and (bike are maintained in a special room in a vaulted area with access only by special badge. AR tapes are under control of a tape librarian. Each tape has a "security" profile which the requester of the tape must match. All requests .for recur- line or special reports must be approved by the Chief of the Statistical Reporting Branch or his authorized designee. Data is rele.ased only as related to personnel under the requester's direct supervision and control or to individuals responsible for administer- leo a particular Agency program. On-line query to the system is li:eiteu to personnel responsible for the maintenance, update, and preparation of input data to the system and to employees in the e Stestical Reporting Branch by controlled password. Retention and disposal: Permanent retention of subsystems cur- rently in operation. When system is fully operational, a record schedule, including disposal, will be implemented. 41 System m an ager(s) and address: Director, Office of Personnel 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: 4177-ivaloAernordieeTtor Centro, intelligence 7Ciency 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 coneerning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source catooirles: Applicants, employees and parent Federal agency of de t FOEN6ral?13PE4-00173A000600090007-4 421. C IA-30 System name: Applieael hies System location: "'Information and Privacy , Coordinato Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Persons who apply for employment with CIA. Categories of records in the system: Personal, medical and em- ployment history statements, educational transcripts, personal references, interview reports, test results, correspondence, photo- graphs, review comments, and processing records. Authority for maintenance of the system: 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). National Security Act of 1947, As Amended?Public Law 80-253, Routine uses of records maintained in the system, including categd- ries of users and the purposes of such uses: Used to review appli- cant's qualifications for CIA position; for security background in- vestigation; and for medical screening for determination by authorized Agency official to offer employment. 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 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 benf it. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper ensid-miriesfilrete-----------.? Retrievability: By name. Safeguards: Approved containers or area when not in use?controlled loans to authorized officials. Retention and disposal: Applicant files placed in process for em- ployment but subsequently cancelled are retained up to two years and destroyed by burning. Files on applicants who may be of in- terest at a later date are retained indefinitely. System manager(s) and address: Director, Office of Personnel 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 Centra rite tgence 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: Applicant. Educational institutions. Physicians. Letters of Reference. Agency officials. Federal agencies. CIA-31 System name: Current Employees and Former Employees (official Personnel files and records related thereto). System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Current or former staff or contract employees and detailed military and civilian per- . sonnel, and current and former members of Advisory Groups. Categories of records In the system: Personal and employment his- tory statements, personnel nctions, fitness reports, commendations, 9 Approved For Release 2002/01/10 : CIATRDP80-00473A000.600090007-4 e Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 4"/ PRIVACY ACT ISSUANCES I biographic profile, retirement status, training, emergency/casualty cases, awards, travel arrangements, medical and insurance claims, correspondence. qualification registers, photographs, and informa- tion relating to the suitability and fitness of the individual, corn- plaints and erievences, external employment assistance, Voluntary avestment -Plans. financial and educational assistance, recreation pro-slams. exit processing. United Givers and Savings Bond, blood donors. Authority fur 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 31-110. Centrel Intelligence Agency Retirement Act of 1964 for Certain Employees, as Amended?Public Law 83-643. Seton 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: To administer personnel assignments, performance evaluations, promotions, adverse ac- tions, counseling, retirement determinations of qualifications, separations. medical or insurance claims, statistical reports, and otherwise make decisions on the .rights, benefits or entitlements, eau eulizations of individuals. To prepare transcripts in response to a request from another government agency relative to employment considerations by that agency. Employment and credit verifications. To update the Agen- cy Qualifications Record System. To refer or provide information in response to or by direction of 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 violation or charged with enforcing or implementing the statute or rule, regu- htion, or order issued pursuant thereto. To provide a data source for production of summary descriptive statistics and analytical studies in support of the function for which the records are collected and maintained, or for related personnel management functions or manpower studies; or to locate specific individuals for personnel research or other personnel management functions. ? . To respond to inquiries from attorneys and insurance companies relative to litigation of an accident claim. A record from this system of records may be disclosed as a -routine use" to a Federal, state or local agency maintaining civil, crim. inal or other relevant enforcement information or other per- meat 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 system: Storage: Paper and microfilm. Retrievability: By name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to authorized officials. Retention and disposal: Agency portion of the official file is destroyed by burning 75 years after birth of employee or 60 years after date of earliest document. System manager(s) and address: Director, Office of Personnel 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 Act Co'ose(firtato0 t?alIdt1lip,enc?ncy Washington, D.C. 20505. Identification requirements are specified in the CIA rules published in the Federel Register (32CFR 1901.13), Individuals must comply with these lot,: I. Record access procieturee: Request from individuals should be ad- dressed as indicated itt the notification section above. Contesting record pi r?cethlrei: The Central Intelligence Agency's regulations for ire. re, to individual records, for disputing the con- Information and Privacy Coordinato ,? ????? 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: Other government agencies. Educational institutions, Employee. Agency officials. CIA-32 System name: Consultant and Independent Contractor Records. System location: Central Intelligence Agency Washington, D.C. 20305. Categories of individuals covered by the system: Consultants and independent contractors who are generally self-employed and who are engaged under contract to provide technical, management and scientific advice and services to the Agency. Categories of records in the system: Performance evaluations, ad- ministrative documents on compensation and benefit commitments, termination agreements and correspondence, biographic data, ap- pointment or contract data. ? 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: To administer contrac- tual provisions?benefits, compensation, transportation, termina- tion; performance evaluation, references, and to otherwise make decisions on the rights, benefits or entitlements and utilizations of the individual. As a source for managerial statistical and analytical studies, and other related personnel management functions or manpower stu- dies. 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 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 system: Storage: Paper and microfilm. Retrievability: By name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on a controlled-loan basis to authorized officials, maintained during active employment and retained after separation in accordance with established record disposal schedules. Retention and disposal: e ned fo 75 yrs and ttitOestroyilz, y unun . ysteni manager(s) and address: Director, Office of Personnel 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: tgoorsKto'r C-e-n-tral 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. Records are destroyed by pulping 75 years after birth of individual or 60 years after date of earliest document. Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 kki.7=1"0.1 Azencyofficials. Routine uses of records maintained in the system, including categos References as indicated byeetepitsWitifor Release 2002/01/II:Filet(' oxigskelsegse.,- s. By_ g.A ency personnel for CIA-33 eValuifiNN48047;s0umowkwcwouen*As-for-duty, health maintenance and in reviewing applications for medical disability the Collection of name: Prospective SystemForeign Intelligence. System location: Central Intelligence Agency Washine,ton, D.C. 20505. Categories oi individuals covered by the system: Individuals who voluntarily indicate a willingness to contribute to Foreign Intelliznce. Categories of records in the system: Psychological assessment data. Authority for maintenaiice 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 recorde maintained in the system, including catego- ries of users and the purposes of such uses: Agency officials use the psychological assessment data to assist them in reaching a decision concerning an affiliation with the Agency. Policies and practices for storing, retrieving, accessing, retaining, ad disposing of records in the system: Storage: Paper form; converted to microfilm after two years. Retrievability: By name. Safeguards: Files are stored in security approved containers. Ac- cess is on a need-to-know basis. Retention and disposal: Files are maintained for two years then mic:ofilmed. Files are destroyed by burning after microfilming. System manager(s.) and address: Director, Office of Technical Service 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 irequir. s to. Priv Act Co_ohli6tor entre ntelnience Agency Washington, D.C. 20505. Identification requirements are specified in the CIA rules publisced 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 iudividual records, for disputing the ban- tants 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: Individuals and Agency officials. Contributors for retirement. CIA-34 System name: Clinical and Psychiatric Files (Employees). System location: Cent:of Intelligence Agency Washington, D.C. 2050, Categories of individuals covered by the system: CIA employees 2nd their dependents; military and Federal civilian employees to CIA detailees and their dependents; and retired or separated em- ployees and their dependents. Categories of records in the system: Contains all physical examina- tions. laboratory data. X-rays, private physician reports, reports of on-the-jon injuries and illnesses; results of psychiatric screening and testing; reports of psychiatric interviews; records of immuniza- tions, and related medical material. 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 SI-110. Section 506(a), Federal Ttecords Act of 1950 (44 U.S.C., Section 3101). Title 5, U.S.C., Section 7901. By the Civil Service Commission in the case of an employee under that system who applied for medical disability. By the Office of Workers' Compensation Programs, Department of Labor, in the case of an employee who applies for its compensa- tion. ? To provide information to Federal agencies for employees who are being assigned or detailed to those agencies. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Files are maintained in paper form filed in an identifying jacket. Certain information?medical history, laboratory and assign- ment data?are contained on magnetic tape and punch cards. Prin- touts from the automated data processing are filed in the subject's medical file. Retrievability: Access is by a file identification number which is, in turn, cross referenced to a name. Safeguards: Files are stored in vaulted main file room. During periods when files are undergoing active processing they are secured in locked safes. Unauthorized entry into the vaulted file room is controlled via an alarm system. Access to computer infor- mation is controlled by limiting the number of medical personnel approved for such access by an identifying password. Access to the main vault file room, locked safes and the Agency Records Center is controlled by limiting the number of personnel authorized such access. Retention and disposal: Files are retained until such time as the employee retires or separates from the Agency?at which time, they are retired to the Agency Records Center. To meet statutory requirements, they are then retained for a period of 75 years from date of birth. Destruction of records will be accomplished through burning. Magnetic tapes are degaussed. System manager(s) and address: Director, Office of Medical Services 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: < Pri%f Act Crear`dator Centralltitelligence?Aie-ricy 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 he 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: The individual supplies his/her medical history and additional information is developed through routine medical processing. Reports from private physicians and/or medical facilities when permission is granted by the individual concerned. CIA-35 System name: Clinical and Psychiatric Files (Applicants). System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Applicants for Agency Employment. Categnries of records in the system: Contains all physical examina- tions, laboratory data. X-rays, private physician reports, reports of previous on-the-job injuries and illnesses, results of psychiatric screening and testing, reports of psychiatric interviews, records of immunizations, and related medical material. Authority for maintenance of the system: National Security Act of 1947, as Amended--Public Law 80-253. 2 2 3 - 97 1 Information and Privacy Coordinator 0 Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 44 PRIVACY ACT Approved For Release 2002/01/10 Central InteIligenee Agency Act of 1949, as Amended?Public Law 81-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section 3101). Title 5, U.S.C., Section 7901. Routine uses of record; maintained in the system including catego- ries of users and the purposes of such uses: Used Cy Office of Medi- cal Services to evaluate the medical suitability of applicants for em- ployment. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and X-ray film. Retrievability: By name. Safeguards: Files are stored in vaulted main file room. During periods when files are undergoing active processing they are secured in locked safes. Unauthorized entry into the vaulted file room is controlled by am alarm system. Access to computer infor- mation is controlled by limiting the number of medical personnel approved for such access by an identifying password. Access to the main vault file room, locked safes and the Agency Record Center is controlled by limiting the number of personnel authorized such ac- cess. Retention and disposal: Successful applicant files are converted to employee files. Files are retained until such time as the employee retires or separates from the Agency?at which time, they are then retired to the Agency Record Center. To meet statutory require- ments, they are then retained for a period of 75 years from date of birth. Destruction of records is accomplished through burning. Ap- plicant files not processed are retained for a period of two years; records are then destroyed by burning. System manager(s) and address: Director, Office of Medical Services 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: yatea:ct Cooreilfiat;) Aieitcy Washington, D.C. 20505. Identification requirements are specified in the CIA rules published in :he 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 Regieter. Record source categOries: The individual supplies his/her medical history and additional information is developed through routine medical processing. Reports from private physicians and/or medical facilities when written permission is granted by the individual con- cerned. CIA-36 System name: Medical Facilities and Physicians. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Lists of medical facilities and names of physicians in the Metropolitian Washington area. Categories of record; in the system: Name, business address, and phone numbers of physicians and medical facilities. 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). Title 5, U.S.C., Section 7901. Routine uses of recor di maintained in the system, including catego- ries of users and the iffirpoees of such uses: To provide information to employees upon ey nod for eraernal medical referral. ISSUANCES : CIA-RDP80-00473A000600090007-4 Policies rind practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name, facility, and medical specialty. Safeguards: Maintained in locked file cabinets. Access on a need- to-know basis. Retention and disposal: Lists are continuously maintained. When updated, old lists are destroyed by burning. System manager(s) and address: Director, Office of Medical Services 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: vac t Coord' Centre ate igence gency Washington, D.C. 20505. Identification requirements are specified in the CIA rides published in the Federal Register (32CFR 1901.13). Individuals must comply with these rules. 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: Agency physicians and contract medical personnel. CIA-37 System name: Psychological Test Data Files. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Applicants, CIA employees and dependents, 'detailees and dependents, retired or ? separated employees and dependents. Categories of records in the system: Results of psychological test- ing and assessment reports. 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: In the case of em- ployees, dependents and detailees, to determine the individual's skills and aptitudes and suitability for a particular assignment or training as distinct from his general suitability for employment (psychiatric screening). ? Data developed to validate new tests and techniques as part, of on-going research efforts. To prepare reports which summarize test results and to assist Agency officials in selection of candidates for employment and career management planning for employees. Policies and practices for storing., retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper, microfilm, magnetic tape and punch cards. Retrievability: By name. Safeguards: Medical files are stored in vaulted main file room. During periods when files are undergoing active processing they are secured in locked safes. Access to computer information is con- trolled by limiting the number of medical personnel approved for such access by an identifying password. Access to the main vault file room, locked safes and the Agency Records Center is con- trolled by limiting the number of personnel authorized such access. Retention and disposal: Files on employees, dependents and detailees are retained in Headquarters until retirement or separation at which time they are retired to the Agency Records Center, where they are retained 30 years and then destroyed by the Records Center by burning. Successful applicants' files are treated the same as employees. Unsuccessful applicant files are retained for a period of five years and then destroyed by burning. - 223- Information and Privacy Coordinator Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 CENTRAL? INTELLIGENCE AGENCY 425 System man3.4er(s) ?d 2d6gproved For Release 2002/01/10 :6likeRPRIA479,44ZOANCRU9MITcrr4t committees and Director. Office of Medical Services other Government agencies. 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 ?o? emsm inte essence Agency \es esisessn, D.C. 20505. 1-1e....ation requirements are specified in the CIA rules puSnished in the Federal Register (32CFR 1901.13). Individuals must ccmply with these rules. Record access procedures: Request from individuals should be ad- dressed as indicated in the notification section above,, c:,nte,ting record procedures: The Central Intelligence Agency's regse!steeas for access to individual records, for disputing the con- teats thereof, and for sppealing an initial determination by CIA consse.rning access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source categories: The individual through the completion of a variety of psychological tests and interview sessions with Agency medical officers. CIA-:38 System name: Congressional Liaison Records. System location: Central Intelligence Agency Washington, D.C. 20305. Categories of individuals covered by the system: Matters of liaison with Congressional Offices are filed in the name of the member of the Office involved,. ? Categories of records in the system: Liaison record. Correspondence file. 'Newspaper and publication clippings. Authority for maintenance of the system: Section 506(a), Federal Records Act 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: Handle requests from members and Committees. Coordinate Agency position on proposed legislation. Prepare Agency position papers. Policies and practices for storing. retrieving, accessing, retaining, arid disysesing of records in the system: Storage: Paper and magnetic media. Retrievability: By the name of the Member of Congress. Safeguards: All records are stored in a combination lock safeSac- cess is restricted only to OLC kersonnel. Retention and dis sal:re-cords as reened befor transferral to se?.. CCM' S Iding and any docume ts of a t po- ny na are removed a 5Iptroyed by use of the A e y clas- sif ied Le disposal system. ecords are destroyed in k ping with apnlisame regulations excep in cases where this offi is e office f record, in which case they are kept for permanent retention. ,ys em manager(s) and address: ? Legislative Counsel 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 Act inator CIA-39 System name: Publications About CIA. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Authors of publi- cation. CIA employees, and other individuals mentioned in newspaper articles about CIA. Categories of records in the system: Newspaper articles: By-lined articles mentioning CIA. Articles mentioning CIA. Correspondence concerning arrangements for press interviews with CIA officers. Authority for maintenance of the system: Section 506(4, Federal Records Act 1950 (44 U.S.C., Section 3101). Routine uses of records maintained in the system, including catego- des of users and the purposes of such uses: Used by Agency officials researching articles on the CIA. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Files are stored in a vaulted room; access upon request on a need-to-know basis. Retention and dis. i,al: tEWThieTfigenCe 'Agency Washington, D.C. 20503. 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 in,tic-ated in the notification section above. Contesting record puns:shires: The Central Intelligence Agency's regulations for access hi individual records, for disputing the con- tents thereof, and for appealing an initial determination by CIA cc:seeming access to or correction of records, are promulgated in the CIA rules section of the Federal Register. Record source cat:am/leo Agency officials. pnformatioiT;TA -Privacy Coordinator Files-prt' main for 25 yea ime t are reviewed-a6CI destroyeding. ystem manager(s) and address: Assistant to the Director Fog.kti-14 IFP.ag'S Office of the Director 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: y Act Cois) Mgt.:nee Ag-614 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; Newspaper articles and correspondence. CIA-40 System name: CIA Authors File. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: CIA employees (current and past) who have published commercially. Categories of records in the system: Name of author and title and source of publication. 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 mid the purposes of such uses: Used for author display exhibit in CIA Library. Policies mid practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Manual card file. Retrievability: By name of author. after 2 2 3 - 9 7 LI- Permanent. Records for which MC is office of record are permanent. Non-record or temporary items are cut off annually, transferred to Records Center, recalled after 5 years and screened for selected files which are incorporated into permanent records. Residual material is destroyed by pulping. Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 26 Safeestiards: Located in Ii "ted access nildin Retentitat and disposal- csnd tip?s^-illly; no fitellestruc o date. ystein maruger(s) and address: D iree to r. eettivel-Rrf-rre-rece-Seissic-e.. cf>x'ricrE 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. ,Priv ALAC-trilinator - entre Intelligence Agency Wa,hington. D.C. 20505. Identifieation 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 protedures: 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 authors. CIA-41 System name: Intelligence in Public Literature File. System location: PRIVACY ACT ISSUANCES Record source catesories: Foreign and domestic news media; in- OtoelsAGRON10-06473A000600090007-4 CIA-42 System name: Library Open Literature Ready Reference File. (6-44) 6.-r-4--?E3g. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Individuals ap- pearing in news media. Categories of records in the system: Articles concerning in- dividuals of intelligence interest. ' Authority for maintenance of the system: National Security Act of 1949, 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: To provide traditional library reference service to Agency officials. It serves as an adjunct to standard published reference works and supplies information not otherwise readily available. Policies and practices for storing, retrieving, accessing, retaining. and disposing of records in the system: Storage: Hard copy file of media articles. Retrievability: By subject, organization or personal name; some are retrievable by a manual or a computer index to the file. Safeguards: Requests for information are screened for ap- propriateness. Retention and disposal: Articles and categories are discarded when no longer needed. System manager(s) and address: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Individuals who have written on the general topic of intelligence and have been reviewed in the -.public media; individuals identified as being in- volved in intelligence activities. Categories of records In the system: Media articles on personalities and events relating to subject of intelligence.. 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: Used to provide Agency and other USIB components a ready-reference file on open litera- ture relating to intelligence. Policies and practices for storing, retrieving, accessing, retaining, And disposing of records in the system: Stnrage: File folders and archives boxes of media articles. 4-leerievahility: By name of author or general topics. Ssieguards: File is open to any Agency or Intelligence Communi- ty employee on an official task; requests for access to classified portions are screened on the basis of of ficial "need-to-know." Retention and disposal: Articles and topics are discarded when no longer used--Sytm m an ager(s) and address: Director. GeaSsal-Reiesanree-Seas4eeOrPcc oFeeavro-A4 'ec,czkel`'cz. . 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- 'entral Intelligence gency Prita:cy Cociagnator 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: Foreign and domestic news media. CIA-43 System name: Briefing Program File. System location: Director Central-Referenee-Service OFFICE cr-Cevoisarsl?cceiwea. Central Intellieence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Those individuals, both foreign and U.S., who have visited CIA for official briefings under the CIA Briefing Program. Categories of records in the system: Names, dates of visits, and parent organizations of visitors. 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: Used in planning briefing programs. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Central Intelligence Agency Wershington, D.C. 20505. Notification procedure: individuals seeking to learn if this system of recneds contains information about them should direct their - inquiries to: riefe4. et Do:Minster CentthlTfirelitWiffe'Agriey 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 prncedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the con- tents thereof, and for lippesling an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA rules section 4.kf the Federal Register. nformation and Privqsy Coordinator -974 Records destroyed when obsolete or no longer neededi by pulping. ????.r. ..1??? Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 CENTRAL INTELLIGENCE AGENCY I 427 Approved For Release 2002/01/10 :ccastRD, PACIrT094,740401600f1900Cgt4tigence Agency's Storage: 3 x 5 index cards. regulations for access to individual records, for disputing the con- tents thereof, and for appealing an initial determination by CIA Safeguards: Kept in secure area; only authorized officials have concerning access to or correction of records, are promulgated in access to the the CIA rules section of the Federal Register. file. t ? n and c.VIE etaipq for 5 yearsdate of_- th recor is -troyed by"Lning. literature. Record source categories: Individuals, intelligence reports, open System manager(s) and address: e-heef7-eerwectirierfetti4eaeeliIcu ri ac,CicE4., and Assessments Staff Central Intelligence Agency Washington. D.0 20505. Notification procedure: Individuals seeking to learn if this system of records contains infornietion about them should direct their inquiries to: A -c-t-F;Zmtor.e./ Centra n e.ie Azency 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 re-zulations 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: Official correspondence from parent or- ganizations of individuals to be briefed. CIA-44 System name: Foreign Map Sources Files. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Selected U.S. and foreign individuals and bans having a potential to provide foreign maps. Categories of records in the system: Names, extracts from open literature, intelligence reports, records of map acquisitions. Authority fcir maintenance of the system: National Security Act of 1347, 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: To provide information in support of foreign map acquisition. Policies and practices for storing, retrieving, accessing, retaining, acid disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Kept in secure area; only authorized personnel have access. Retention and disposal: Retrievability: By name. finite; periKe,illy pur System manager(s) and ac rese: Director. Office of Geographic and Cartographic Research Central Intellieence Aeency Washington, D.C. 20505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their irquiries to: . e..... ----- e--e(Py Act dorglinator Centrarliitelligence Agency - Washington, D.C. 20503e Identification requirements are specified in the CIA rules published in the Federal Register (32CFR 1901.13). Individuals must comply with these rules., Record access proceiliii es: Request from individuals should be ad- dressed as indicated in the notification section above. Information and PilVii1577, I CoordinatoT CIA-45 System name: Soviet-U.S. Contacts File. System location: Central Intelligence Agency Washington. D.C. 20505. Categories of individuals covered by the system: Prominent U.S. citizens, such as members of Congress and high-ranking govern- ment officials, who have met prominent Soviets at meetings re- ported in the press. Categories of records in the system: Names and titles of in- dividuals, dates and places of meetings, subjects discussed as re- ported in the Soviet and U.S. press, 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: Used to prepare briefing material for U.S. officials who plan to visit the USSR or hold discussions with Soviets in the United States. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Computer tapes and paper. Retrievability: Name of Soviet or U.S. participants, date, general subject, and locations of meetings. Safeguards: Requests for information are screened for ap- propriateness. Files are stored in combination locked safes. Retention and disposal: File started in 1974 and still considered experimental; continuation will depend upon utility; no file destruc- tion to date. System manager(s) and address: Director, Ccedral-Refeeenee-Serviee.OFFieC e,P Ce?ureeeeZ /e6-,e-a,eceee.e. 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: .'va ct Cortelkator entre n e igenCe Agency Washington, D.C. 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32CFR 1901.13). 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: Soviet and U.S. press. CIA-46 System name: Academic Relations File. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Scholars with whom the DDI maintains contact for the purpose of exchanging research and analyses. Categories of records in the system: Names and addresses. 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. ?1?10.???? ICAMIC.0?01?1111.111111?1110111???1. Destroy data on individual source when procurement action is complete or source potential is ended.' Destruction by p2.12215. Destroy 5 years after cut-off. Cut off at end of each calendar year. Screen. Destroy duplicate copies and housekeeping records. Maintain remainder in current file area for 5 years and destroy. Destruction by pulping. .1 Informatnriald Privacy Coordinator ?????????????????,0.1. Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 423 Approved For ReleaseP2082a11107:16WRUIR80-010473A000600090007-4 Section 506(a), Federal Records Act. of 1950 (44 U.S.C., Section 3101). Rontine uses of records maintained in the system, including catego- ries of urs and the purpose; of such uses: Reference for correspon- denee; mailing of unelaseified Agency publications. Policies and practices for storing, retrieving, accessing, retaining, and dielansing of records in the system: Storage: 5 xt index cards. Retrievatsii4iy: By name. Safeguards: Kept in secure area; only authorized officials have access. e.etention ancl dispoea en ically put, System manager(s) and a ress: Coordinator for Academic Relations Central Intelligence Agency Washington, D.C. 20555. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their iaquiriee tole_ ...._va_Arfli.ct Coofiliffritor entre ri-Efi-Fm-c-FAgency ? Washington, D.C. 20505. Identification requirements are specified in the CIA rules published in the Federal Register (32CFR 190L13). 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: Correspondence and personal contact. CIA-47 System name: Professors and Placement Officers of Selected Col- leges. System location: Central Intelligence Agency Washington, D.C. 20505. Categories- of individuals covered by the system: Those key in- dividuals in selected colleges who may be able to assist the Office of Economic Research in its professional recruiting effort for economics analysts. Categories of records in the system: Names and parent organiza- tions. Authority for maintenance of the system: Central Intelligence Agency Act of 1949, assAmended?Public Law 81410. Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section 3101). - Routine uses of records in:tint:lined in the system, including catego- ries of users and the purposes of such uses: Used in Office of Economic Research recruiting program. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records In the system: Storage: List. Retrievability: By name. Safeguards: Kept in secured area; only authorized officials have access. _ Retention and dispoesal? Indefie/16. periodicallksyKsed) System manager(s) ani aild'iTss: Director. Office of Economic Research 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 inquirie s. to:_ ____.....- - ..--, t_ 'vasece.2t CoNlina to r?,.,4- Centra reitelligerieSY Vii.i;mcy Washington, 1' C.10505. Identification requirements are specified in the CIA rules published in the Fi ilm el Itegieter (32C1R 1901.13). Individuals must comply with the ee rule , 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: Professional contacts established by the Office of Economic Research and Agency recruiters. CIA-48 System name: Cryptographic Access File. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Agency staff per- sonnel, contract employees, and contractor employees who have been authorized access to cryptographic information. Categories of records in the system: Biographic information in- cluding name, date of birth, social security number, and Agency component or commercial employer and date of clearance of per- son being granted access. Authority for maintenance of the system: Executive Order 10450. Public Law 81-513, dated 13 May 1950. Routine uses of records maintained in the system, including catego- ries of users and the purposes of such uses: Control and accountabili- ty of cryptographic access clearances. Certify to Agency officials and to other agencies and private con- tractors names of individuals who possess a cryptographic clearance. Users of this information are the Office of Security and Office of Communications. 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 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 system: Storage: Paper and computer. Retrievability: By name. Safeguards: Information on paper media is stored in combination lock safes or in a secure area; access is limited to authorized em- ployees on a need-to-know basis. Information stored on the com- puter system is subject to safeguards established by the Office of Security. Retention and disposal: Paper flies are retained until the clearance is rescinded. Destruction of paper records is accomplished through burning. Computer records are revised when clearance is rescinded. System manager(s) and address: Director. Office of Communications 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: Pny Act Co linator rerifFal Tilligoe gency 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: The source of biographic information is the Office of Security or official correspondence notifying Office of Communications of a change in the individual's status. Information and Privacy Coordinator.' Fa ,? III ' Review annually and destroy records on individuals no longer associated with the activity. is by pulping. . . Destruction 0 Reviewed every 2 years and records are destroyed .on indj.viduals no longer associated with the program. Destruction is by pulping. Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 Employee. CENTRAL INTELLIGENCE AGENCY I 429 Approved For Release 2002/01/10 : CIA-RDP80-0047A000600090007-4 Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the cons 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: Other U.S. agencies and organizations. ? CIA-49 System name: Directorate of Operations Records System. System location: Central Intelligance Agency Washington, Dr. 20505. Cateaories of individuals covered by the system: Individuals who ar of foreign intelligence or foreign counterintelligence interest to the CIA, either because of their actual, apparent, or potential as- s-ociation with foreign intelligence or foreign counterintelligence ac- tivities, or because they are of actual or potential use to CIA. Categories of records in the system: Categories of records include administrative, management and policy, personality, operational, a:sat impersonal subjects based primarily on foreign intelligence and foreign counterintelligence reports. Authority for Maintenance of the system: National Security Act of . as Amended?Public Law 80-253. (.entral Intelligence Agency Act of 1949, as Amended?Public Las, 31-110. Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section immigration and Nationality Act, as Amended?Public Law 82- ;routine uses of records maintained in the system, including catego- riea of users and the purposes of such uses: To provide information wlebin CIA and to selected Federal agencies and military depart- menta for the conduct of foreign intelligence operations. To provide information within. CIA and to the FBI, other selected Federal agencies, and military departments for the conduct of foreign counterintelligence operations. To stonduet national Agency name checks for other agencies as reqieietai by National Security Council Directive and the Immigra- tion am.: Nationality Act of 1952 in the interest of the security of the Union? States. To provide information to the Immigration and Naturalization Se:reice. A record from. this system of records may be disclosed as a "routine uatt" tcsaTedertil, 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 Lifolonation relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the leatina of a contract, or the issuance of a license, grant or other To provide information to U.S. and, through established liaison c',..nne,s, selected foreign government agencies in national security or ariminal cases. la)licies and practices for storing, retrieving, accessing, retaining, aruti disposing of records in the system: Storage: Paper, microforms, and magnetic media. Retrievability: By name. Safeguards: Strict controls have been imposed to minimize the risk of compromising in'forrnation held. Employees are allowed. ac- cess to the index and files only after midergoing special training. There are degrees of compartmentation which are designed to limit az:es-a to information on a strict "eeed-to-know" basis. Records stet -kept of each disclosure of a record to another agency as reocired by this act. Retention and disposal: Retention is based on approved records -eE-.z.position schedules. Destruction is by pulping, degaussing, or burning. System manager(s) and address: Chief, Services Staff, DDO Central Intelligence Aattitcy Wa shing ton, D.C. 20505. Notification procedure: Individuals seeking to learn if this system racords contains information about them should direct their a- to: , vaesyaAct. Con\linator - t tFar Trif n elligece Agin c y Washington, D,C. 20595. Identification respireirients are specified in the CIA rules teblished in the Fedsral Register (32CFR 1901.13). Individuals must withcnply Lest! Record access proesdurest Request from individuals should be ad- dressed as irdicateil iii due notification section above, Information N ud1)rivacJCoorditrj Foreign sources and individuals. Predecessor organizations. Overt publications. Private citizens. State and local agencies. CIA-50 System name: Financial Records. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Current and former Agency staff personnel, contract personnel, consultants, in- dependent contractors, detailed military and civilian personnel, and survivors of deceased CIA retirement system annuitants Categories of records in the system: Records required to ad- minister compensation payments, payments to CIA Retirement System (CIARDS) annuitants, authorized or required payroll deduc- tions or contributions for Federal, state and city income tax, retire- ment, insurance, Credit Union, etc., and leave entitlements. Person- nel actions, contracts, W-4s, \V-2s, withholding authorizations, banking instructions for dissemination of employees' salary checks. Official travel orders, record of funds advanced and transporta- tion furnished, copies of travel claims and accountings. Records and statements concerning the status of funds advanced to individuals for official purposes. Correspondence and copies of all financial documentation accu- mulated in the collection and settlement of amounts due the Agen- cy from former employees. Financial accounts and records concerning employees'/former employees' participation in the Voluntary Investment Plan. Mem- bership application, payroll deduction authorization, quarterly status statement, funds withdrawal requests. Certifying officers; contracting officers; and authorizing letter and signature card. Authority for maintenance of the system: Central Intelligence Agency Retirement Act of 1964 for Certain Employees, as Amended?Public Law 83-643. 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: Used by CIA personnel to fulfill statutory requirements with regard to the computation, payment, and recording of compensation due Agency personnel and annuities due to CIARDS annuitants and to report Federal, state, and local taxing authorities tax information as required by law; used by CIA officials to report and remit to appropriate Federal, state, and local agencies tax withholdings, individual and CIA con- tributions for retirement, life and health insurance programs, and other deductions as required or authorized by the individual. Used by CIA personnel concerned with the administration, processing, audit and certification of travel and transportation ac- counta. Used by CIA personnel as an administrative control to ensure that official funds advanced to individuals are properly and fully accounted for. Used by CIA personnel to Pursue and document efforts made to collect amounts due the Agency from former Agency personnel. Used by CIA personnel in the financial administration of the Voluntary Investment Plan and to inform participants of their equi- ty in the Plan. Used within CIA by Agency personnel charged with responsibili- ty for determining that the commitment and expenditure of Agency funds is authorized, approved, and certified by officials to whom such authority has been delegated. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper, punch cards, microfilm, magnetic tape and disks. Retrievability: By name, employee number, and component of as- signment_ 9 Approved For Release 2002/01/10 : CIA-RDP80L00473A000600090007-4 430 PRIVACY ACT ISSUANCES Approved For Release 2002/01/1 Safeguards: Records are located in either vaulted, limited access areas or in combination lock safes. Access to the records is strictly limited to .Agency personnel who either work with the records or have an official need for the information. Retention and disposal: Method of disposal is by burning, degaussing or shredding, whichever is the most appropriate for the particular medium in which the record is maintained. Records are retained in accordance with established record disposal schedules. System manager(s) and address: Director. Office of Finance Central Intelligence Agency Washington, D.C. 20565. Notificatiim nroceiture: individuals seeking to learn if this system of records ec.ritaies niforination about them should direct their inquiries to: Priorron cI Ceordinntor .C-entra frifFiteerceAg?ency Washington, D 20505. Identification requirements are specified in the CIA rules published in the Federalltegister (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: Individuals and Agency officials. CIA-51 System name: Security Duty Office Event Reports. System location. Central Intelligence Agency Washington, D.C. 20503. Categories of individuals covered by the system: Individuals who contact the Security Duty Office. Categories of records In the system: Name, date and subject matter of contact by individual. 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 5116(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: Brief senior Security Of- ficers concerning contacts made by individuals and events involving the Agency and Agency facilities. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Records are maintained in office which is manned on a 24-hour basis. Information is disclosed to Agency officials on a need-to-know basis. Retention and disposal: Records are maintained only for time period when subject is of interest to the Agency. Records are destroyed by burning. System manager(s) and address: Director, Office of Security 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 privacy Act Coordinator Central firteiligence.A-gtiney Washington, D.C. :0050.5. Identification reqiiionnents are specified in the CIA rules published in the Federal Register (32CFR 1901.13). Individuals must comply with these roles. Record access procedures: Request from individuals should be ad- dressed as indicated in the notification section above. 0 : CIA-RDP80-00473A0006.00090007-4 Contesting record procedures: i he 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: General public, employees and Federal, state and local officials. CIA-52 System name: Special Clearance System. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Federal, civilian and military personnel and representatives from private industry who possess special access clearances. Categories of records in the system: Name, date of birth, social security number, date of background investigation, organization, and clearances 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 3101). Routine uses of records maintained in the system, including catego- ries of users and the purposes of such uses: To certify throughout the Intelligence Community and related industry the individuals whose names are contained in this Special Register for purposes of con- trolling access to special classified materials. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Cards, computer tapes and paper. Retrievability: By narrte, social security number, and organiza- tion. Safeguards: The records are stored in a secure area. Access to the storage area is restricted to those who have the proper clearances and have a need-to-know. Retention and disposal: The records are kept as long as an in- dividual possesses special access clearances. Records are destroyed when individual is debriefed of special clearance(s). Paper records are burned; magnetic tapes are degaussed. System manager(s) and address: Director. Office of Security 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 acy Att-coator') entraT ir aligenceAgency 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: Agency personnel, and other Federal agencies, and private industry. CIA-54 System name: Central Badge System. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Agency em- ployees and individuals who required building access badges. Categories of records in the system: Name, date and place of birth, social security number, photographs and fingerprints. 223- Information and Privacy Coordinator ????????womow. Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 Approved For Release 2002/01/10 ? CIA-RDP80-004713A000600090007-4 CENTRAL INTELL1dENCE AGENCY Authority for maintenance of the system: 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). National Security Act of 1947, as Amended?Public Law 80-253. Routine tests of records maintained in the system, including catego- ries of users and the purposes of such uses: Used by the Office of Security to identify and control access to Agency facilities. Policies and practices for storing, retrieving, accessing, retaining, and dispesing of records in the system: Storage: Paper, photographs and magnetic media. Retrievability: Name and badge number. ? Safeguards: Records are maintained in vault. Access is limited to inefiv ideals on need-to-know basis. Retention and dispoaal: Retained for duration of employment or association with the Agency. Records are destroyed by burning two years after resignation or termination of the association. System manager(s) and address: Director. Office of Security Central Intelligence Agency . Waa'aington, D.C. 20505. Notification procedure: Individuals seeking to learn if this system of records contains informationsabout them should direct their iequiries to: -,-----yataet-GoordittestorD. Central lritaiiaAg-ency 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: Employee records and/or-the individual requesting identification badge. ? CIA-56 System name': Security Analysis Records. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Any individual who Comes to the attention of the Agency because of a counterin- eelligence interest that concerns Agency personnel or Agency security. Categories of records In the system: Piearaphic information and data concerning an individual's involvement in specific intelligence and counterintelligence activities. 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 51-110. 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 pucpoies of such uses: Inform Agency officials of potential or actual Cl information involving Agency personnel or Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage Paper. Retrievability: By name. Safeguards: All rt7curdi are maintained in a vaulted area. Access is limited on a need- to4 now basis. Retention and Vermanent retention.. System mana:ter(Ai fIrl address: Director. Office 01 security Central Intelli mime. Amency Washington, I i I ? a0i05, 431 Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inquiries to. cstaCoordkitor --- entra intelligence-Agency Washington, D.C. 20505. Identification requirements are specified in the CIA rides 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. U.S. Government agencies. Foreign intelligence sources. CIA-57 System name: Security Records. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Applicants, staff and contract employees, former employees, consultants, contrac- tors, military detailees, individuals of security interest, persons of substantive affiliation with or service to the Agency, persons on whom the Agency has conducted an investigation, Agency em- ployees and other individuals associated with the Agency who have completed an accident report form, and Federal, civilian and milita- ry personnel with whom the Agency conducts liaison. Categories of records in the system: Investigation requests. Biographic data (name, sex, D/POB, social security number, and employer and employee address at time record was created). Authorizations for the release of high school and college trans- cripts and copies of those transcripts. Investigative reports. Appraisal summaries reflecting the rationale for granting or refus- ing a security clearance. Documentation of the final action taken by the Office of Security concerning any given investigation. Secrecy agreements. Documentation concerning the granting or refusing of special clearances; levels of clearances held; approvals for personnel reas- signments; notations that polygraph or other special interviews were performed; memoranda concerning security violations; notices of termination of affiliation with the Agency. Report of accidents and investigative reports. 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). Executive Order 10450. Executive Order 11807. Section 19(a), Occupational Safety and Health Act of 1970?Public Law 91-596. Routine uses of records maintained in the system, including catego- ries of users and the purposes of such uses: The system is used to ascertain whether there is any existing information concerning a person who is of immediate interest to the CIA. The system is rou- tinely used when: a person applies for CIA employment; a person is a candidate or associated with a candidate for some project or assignment; a question arises as to whether a certain individual has been security approved, or considered for security approval by the OA i there s a need to obtain the security file of an individual who is known (or assumed) to be the subject of a file; and CIA receives a request for investigative information from another Federal agency. Records from this system are also used to prepare briefing& on Agency accident experience; to determine accident causes and recommend remedial action; and to prepare quarterly and annual. statistical reports for the Department of Labor. 2 2 3 974 Information and Privacy Coordinator Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 43g. ? -PRIVACY ACT, ISSUANCES Approved For Release 2002/01/10 : IA-RDPG80-00473A000600090007-4 end disposing of records in the system: Storage: Paper, microfilm, computer disks and rnaenetic tapes. !hili: By name. Policies and practices for storing, retrieving, accessing, retaining, Inspector ertera Central intelligence Agency Washington, D.C. 20e0e. Notification procedure: Individuals seeking to learn if this system of records contains their-corres-p-ordence- should direct their inqui- ries to: IN FeRmAr ad 4cvsr Safeguards: Records are safeguarded by combination lock securi- ty containers, or are stored within a vaulted area. Access is reoricted to individuals who are certified on an "Access List." The eaecee, List is validated each month and published so that responsi- bfe officials can insure that records are accessed only for official Ou7Pose'.. Retnn and disposal: Files which contain Agency-developed in- reports on MI individual are retained a maximum of 50 years. tnen destroyed by burning or pulping. Liaison contact files are %et for three years and then destroyed by burning or pulping, ex-es-et ?-? Isere there is a documented request to continue the liaison. System manager(s) and address: Direator, Office of Security Central Intelligence Agency Waehington, D.C. 0505. Notification procedure: Individuals seeking to learn if this system of records contains information about them should direct their inceeirie ? to- cv A\ef Coordi ator entre fl Lgence.gency Washinaton. D.C. 20503. 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: The Central Intelligence Agency's revelations for access to individual records, for disputing the con- tents thereof, and for a.ppealing an initial determination by CIA concerning access to or correction of records, are promulgated in the CIA riles section of the Federal Register. Record source categories: Current and former employees, con- sultants, contractors, contract employees, military detailees, appli- cants for employment, persons of substantive affiliation with or service to the Agency, Federal state and local agencies, educational institutions, employers, personal and business references provided by the individual under investigation and acquaintances of the in- dividual. CIA-53 System name: Inspector General Research Records. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Agency personnel and other individuals whose names appear in documents assembled prie-narily 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. Categuries of records In the system: CIA documents that are per- tinent to an Executive commission and Legislative committee reviews of Agency activities. Authority for maintenance of the system: Central Intelligence 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: The system is used by Agency officials for reference use in connection with Executive and Legislative reviews of Agency activities.. Policies and practices for storing, retrieving, accessing, retaining,. aad disposing of records in the system: Storage: Paper. Retrievability: Name or subject. Safeguards: Information is stored is safes. Access is limited to A eency personnel. Retention and disposal:f174"4ents will be .?e. ,ined for in/finite) peno -i )iadd-Sstem manager(s) md ress: Permanent. e Aet-Coordi tos CelirarIntethgenc-e?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: Requests from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual record, 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: Agency employees. CIA-59 System name: Unsolicited Correspondence from the Genera! Public Addressed to the Director or Deputy Director of Central Intel- ligence. System location: Central Intelligence Agency Washington, D.C. 20505. Categories of individuals covered by the system: Members of the General public who have written to the Director or Deputy Director of Central Intelligence. Categories of records in the system: Correspondence from the general public and Agency letters of response. Authority for maintenance of the system: 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: The system is used by the Executive Secretary, Office of the Director, to insure that cor- respondence is acknowledged. Certain correspondence, is forwarded to other Government agencies for appropriate action. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper. Retrievability: By name. Safeguards: Records are in a vaulted area; access is controlled by the Executive Secretary. etention and disesatiRecqrds aye stoitel in/the Executive y.e- r tw ye s anthen teansferred to the/. Records Center for itional t e years' storageVecords are'destroyed by burning ars afte ate of receipt of correspondence. ystem ma ager s an adclreSs: Executive Secretary Central Intelligence Agency Washington, D.C. 20505. Notification procedure: Individuals seeking to learn if this system of records contains their correspondence should direct their inqui- -; pliWy ApYCOordire49nd Central rrirelligence 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: Requests from individuals should be addressed 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. Information and Privacy Coordinator 223-974 Subject file of substantive correspondence requiring action beyond acknowledgement reply is permanent. Routine correspondence and acknowledgments are reviewed at 2 year intervals and destroyed by pulping when no longer needed, or destroyed 5 years after original contact if no interest activated within 5 years, or incorporated into Subject file if interest is activated and case warrants. Employment applications: originals referred to Office of Personnel; duplicates so noted and files cut off annually and destroyed by pulping when ?2 years old. . Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 J Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 CIA--60 System name: Personal and professional Associates of the Director of Central Intelligence. System location: Central Intelligence Agency Washington, D.C. 20505 Categories of individuals covered by the system: Personal and professional associates of the Director of Central Intelligence. Categories of records in the system: Home and business addresses; home and business phone numbers; category of association with the DCI (e.g. personal/professional). Authority for maintenance of the system: 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 the records the including categories of users and the purposes of such uses: The system is used by administrative personnel, Office of the Director, to insure that information pertaining to the Director's associates is maintained in a current manner. Policies and practices for storing, retrieving, accessing, retaining, and disposing of recordis in the system: Storage: Hard copy computer print-out and magnetic disc pack. Retrievability: By name, city, or type of association. Safeguards: Hard copy computer print-out stored in 4 vaulted area; access is controlled by the Director's immediate 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 Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 print-out is stored in the Office of the Director and becomes a part of the Director's personal correspondence/files. This hard copy is replaced as changes occur and the preceding copy destroyed by burning. Magnetic disc pack is corrected as changes occur and when no longer of use it is erased. System manager and address: Executive Assistant to the Director Central Intelligence Agency Washington, D.C. 20505 Notification procedure: 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 access procedures: Requests from individuals should be addressed as directed in the notification section above. Contesting record procedures: The Central 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 Federal Record source categories: Selected-FbTic by category of relationship with the Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 System nate: Supplemental Personnel (Soft) Files. System location: Central Intelligence Agency Washington, D.C. 20505 Categories of individuals ccly_elf_d_hy_Ih_q_lystem: Current and former staff-or contract employees and detailed personnel. Categories of records in the system: Memoranda of 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. Authority for the 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 categories of users and purposes of such uses: Used as a supplement to the official personnel folders by authorized operating officials to facilitate andeicpedite 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 Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 violation or charged with enforcing or implementing a statute or law, regulation or order issued pursuant thereto. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records ?in the system. Storage: Paper. Retrievability: By name. Safeguards: Files are maintained in vaulted areas or approved metal filing cabinets; file release is on 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. System manager,and address: Chief, Support Staff Intelligence Community Staff Washington, D.C. 20505 Notification procedure: Individuals seeking tolearn if this system of records contains information ahout them should direct their 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 (32 CFR 1901.13). Individuals must comply with these rules. Record access procedures: Request from individuals should be addressed as indicated in the notification section above. Contesting record procedures: The Central Intelligence Agency's regulations for access to individual records, for disputing the Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4 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 Federal Register. Record source categories: Employee Career Service Panel IC officials. Approved For Release 2002/01/10 : CIA-RDP80-00473A000600090007-4