Federal Register: May 24, 2005 (Volume 70, Number 99)
Notices
Page 29831-29866
CENTRAL INTELLIGENCE AGENCY
Privacy Act of 1974; Systems of Records and Routine Uses
AGENCY: Central Intelligence Agency.
ACTION: Notice of complete reorganization and revision of Privacy Act
systems of records notices and the modification and addition of routine
uses as defined in 5 U.S.C. 552a(a)(7).
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SUMMARY: The Central Intelligence Agency has undertaken and completed
an Agency-wide review of its Privacy Act systems of records. As a
result of this review, the Agency is publishing a complete set of
revised Privacy Act systems of records notices. The Agency has also
modified one of its existing routine uses and added seven new routine
uses to its ``Statement of General Routine Uses'' for information
subject to the Privacy Act. As required by the Privacy Act, the Agency
is providing an opportunity for interested persons to submit comments
on these notices and routine uses.
DATES: Submit comments to the Central Intelligence Agency on or before
July 5, 2005. These revisions will be effective on that date unless
comments received result in changes to the Agency's notices or routine
uses.
ADDRESSES: Submit comments in writing to the Chief of Information
Management Services, Central Intelligence Agency, Washington, DC 20505,
or by fax to 703-613-3007.
FOR FURTHER INFORMATION CONTACT: Scott A. Koch, Information and Privacy
Coordinator, Central Intelligence Agency, Washington, DC 20505 or by
telephone, 703-613-1287.
SUPPLEMENTARY INFORMATION: The Central Intelligence Agency has
undertaken and completed a zero-based, Agency-wide review of its
Privacy Act systems of records. As a result of this review, the Agency
determined that its Privacy Act notices required extensive
modifications to more accurately describe the records systems currently
maintained by the Agency. Rather than making numerous, piecemeal
revisions, the Agency decided to draft and republish updated notices
for all of its Privacy Act systems of records. By doing so, the Agency
hopes to make these notices as clear and accessible to the public as
possible. The modified notices reflect several factors: the
consolidation of records systems resulting from advances in information
technology; the elimination of records systems no longer in use; the
combination of previously separate records systems that serve a common
purpose and are under common control; the addition of notices for
records systems not previously identified as being subject to the
Privacy Act; and the addition of notices for newly-created records
systems.
In addition, the Agency has modified one of its existing routine
uses and added seven new routine uses to its ``Statement of General
Routine Uses.'' The modification and addition of the routine uses will
clarify and increase the public's knowledge of the circumstances in
which the Central Intelligence Agency may disclose information from
Privacy Act systems of records. The ability to make the disclosures
described in the new routine uses will enhance the Agency's ability to
share information essential to the conduct of its national security
mission. With the exception of the modification to Routine Use 4 and
the addition of Routine Uses 8 through 14, all other provisions of the
Agency's published ``Statement of General Routine Uses'' remain
unchanged.
Nothing in the revised systems notices or modified or new routine
uses indicates any change in the Central Intelligence Agency's
authorities or practices regarding the collection and maintenance of
information about citizens and lawful permanent residents of the United
States, nor do the changes impact any individual's rights to access or
to amend their records pursuant to the Privacy Act.
Edmund Cohen,
Chief of Information Management Services.
Central Intelligence Agency
Modification and Additions to the Statement of General Routine Uses for
the Central Intelligence Agency
Consistent with the Privacy Act's requirements, the Central
Intelligence Agency has modified one of its existing general routine
uses and has added seven additional routine uses. The modified routine
use and the additional routine uses described below, apply to, and are
incorporated by reference into, each Privacy Act system of records
maintained by the Central Intelligence Agency. With the exception of
the modification to Routine Use 4 and the addition of Routine Uses 8
through 14 described below, all other provisions of the Agency's
published ``Statement of General Routine Uses'' remain unchanged.
Routine Use 4 is amended to read:
4. A record from a system of records maintained by the Central
Intelligence Agency may be disclosed, as a routine use, in the course
of presenting information or evidence to a court, magistrate, special
master, administrative law judge, or administrative board or panel,
including disclosures made pursuant to statutes or regulations
governing the conduct of such proceedings.
Routine Uses 8 through 14 are added:
8. A record from a system of records maintained by the Central
Intelligence Agency may be disclosed, as a routine use, to a Member of
Congress or Congressional staffer in response to an inquiry from that
Member of Congress or Congressional staffer made at the written request
of the constituent who is the subject of the record.
9. A record from a system of records maintained by the Central
Intelligence Agency may be disclosed, as a routine use, to the public
or to the media for release to the public, to enable the Agency to
respond to charges of illegal or improper activity, professional
misconduct, or incompetence when such allegations have become publicly
known, and the General Counsel determines that such disclosures are
necessary to preserve public confidence in the Agency and the integrity
of its processes, or to demonstrate the accountability of the Agency
and its employees.
10. A record from a system of records maintained by the Central
Intelligence Agency may be disclosed, as a routine use, to any Federal
agency when documents or other information obtained from that agency
are used in compiling the record, and the record is relevant to the
official responsibilities of that agency.
11. A record from a system of records maintained by the Central
Intelligence Agency may be disclosed, as a routine use, to
representatives of the Department of Justice or of any other entity
responsible for representing the interests of the Central Intelligence
Agency in connection with judicial, administrative or other
proceedings. Records may also be disclosed to representatives of the
Department of Justice and other U.S. Government entities, to the extent
necessary to obtain their advice on any matter within their official
responsibilities. Records may also be disclosed to representatives of
private entities designated by the Central Intelligence Agency to
represent Agency interests, to the extent necessary for the Central
Intelligence Agency to obtain advice on any matter.
12. A record from a system of records maintained by the Central
Intelligence Agency may be disclosed, as a routine use, to individual
Members or staff of the Senate Select Committee on Intelligence and the
House Permanent Select Committee on Intelligence in
[[Page 29833]]
connection with the exercise of the Committees' intelligence oversight
and legislative functions, when such disclosures are necessary to a
lawful activity of the United States, and the General Counsel of the
Central Intelligence Agency determines that such disclosures are
otherwise lawful.
13. A record from a system of records maintained by the Central
Intelligence Agency may be disclosed, as a routine use, to the
President's Foreign Intelligence Advisory Board, the Intelligence
Oversight Board, any successor organizations, and any intelligence
oversight entities established by the President, when the head of the
Central Intelligence Agency determines that disclosure will assist
these entities in the performance of their oversight functions.
14. In the event that none of the routine uses listed above is
applicable, a record from a system of records maintained by the Central
Intelligence Agency may be disclosed, as a routine use, to other
appropriate recipients, if such dissemination is necessary to a lawful
activity of the United States, and the General Counsel of the Central
Intelligence Agency, in consultation with the Department of Justice,
determines that such dissemination is lawful.
Privacy Act Systems of Records Notices
CIA-1
System name:
Financial Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Current and former CIA staff and contract employees, and military
and civilian personnel detailed to CIA; and personal services
independent contractors, industrial contractors, commercial vendors,
and consultants to the CIA.
Categories of records in the system:
This system contains financial accounts and records concerning CIA
expenditures. This includes: records relating to financial transactions
associated with commercial vendors and contracts; official travel
orders, records of funds advanced and transportation furnished, copies
of travel claims and accountings, visas, and passports; records
concerning claims submitted for financial review, including all
financial documentation accumulated in the collection and settlement of
amounts due the agency from employees and former employees; records
tracking general accounting data, including the status of funds
advanced to individuals for official purposes and the procurement of
materials and services; records on certifying officers, contracting
officers, cash custodians and credit card holders, including
authorizing letters and signature cards; and records for the processing
of personal property claims and related activity.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941); the Central
Intelligence Agency Retirement Act (50 U.S.C. 2001 et seq.).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; provide accounting data
to track items such as budget and expenses to allow the CIA to acquire
goods and services and provide an accounting infrastructure; travel
services; and financial management expertise for fiscal resource
utilization and control; and determine whether the commitment and
expenditure of CIA funds is authorized, approved, and certified by
officials to whom such authority has been delegated.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in secured areas within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By name, social security number, or other CIA identifier.
Information may be retrieved from this system of records by utomated or
hand search based on extant indices and automated capabilities used in
the normal course of business. Under applicable law and regulations,
all searches of this system of records will be performed in CIA offices
by CIA personnel.
Safeguards:
Records are stored in secured area within the CIA accessed only by
authorized persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief Financial Officer, Central Intelligence Agency, Washington,
DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals to whom records in this system pertain, and other CIA
employees.
[[Page 29834]]
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-2
System name:
Training Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
CIA staff and contract employees, other federal employees, CIA
personal services independent contractors and industrial contractors to
CIA who have completed internal and CIA-sponsored external training
courses or programs; and instructors and potential instructors for the
CIA off-campus education program.
Categories of records in the system:
Transcripts of CIA-sponsored training; student and instructor
biographic data; course information; and names of CIA employees
responsible for approving CIA-sponsored training.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; manage training
activities for individuals assigned to the CIA; process requests for
internal and external training for CIA staff and contract employees,
personal services independent contractors, industrial contractors and
military and civilian personnel detailed to CIA; update and provide
reference for CIA employee training records; and facilitate the process
for selecting instructors for the CIA off-campus education program.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in secured areas within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By name and employee number. Information may be retrieved from this
system of records by automated or hand search based on extant indices
and automated capabilities utilized in the normal course of business.
Under applicable law and regulations, all searches of this system of
records will be performed in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief, Training and Development Office, Central Intelligence
Agency, Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals covered by this system; students and instructors in
CIA internal and CIA-sponsored external training; and training
facilities and other educational institutions.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-3
System name:
Language Program Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
CIA staff and contract employees, and other individuals who have
participated in CIA-managed or CIA-sponsored language training and
testing.
Categories of records in the system:
Biographic data; test scores; training reports from instructors;
training requests from sponsoring office(s); and attendance reports.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; provide information
concerning language proficiency of CIA and non-CIA personnel who have
taken internal or CIA-sponsored external language training or testing;
monitor student performance; and conduct research and compile
statistics on a variety of matters related to language learning and
testing.
[[Page 29835]]
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in a secured area within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By name or social security number. Information may be retrieved
from this system of records by automated or hand search based on extant
indices and automated capabilities utilized in the normal course of
business. Under applicable law and regulations, all searches of this
system of records will be performed in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief, Training and Development Office, Central Intelligence
Agency, Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Students and instructors in CIA internal or CIA-sponsored external
language training courses.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-4
System name:
CIA Declassification Center (CDC) External Liaison Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to CONFIDENTIAL.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Individuals at U.S. government agencies who serve as points of
contact for dealings with the CDC External Referral & Liaison Branch.
Categories of records in the system:
Biographic information including name, social security number,
position, title/rank, and expertise; locator information including
telephone numbers, fax numbers, and addresses (primary, e-mail and
pouch); and information related to security clearances and access
approvals, including clearances held, current status of clearances, and
period of certification.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12958 (76 FR 19825).
Purposes(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; and maintain a current
list of points of contact at U.S. government agencies on EO 12958
declassification issues.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in secure file servers located within the CIA.
Retrievability:
By name, social security number, and agency. Information may be
retrieved from this system of records by automated search based on
capabilities utilized in the normal course of business. Under
applicable law and regulations, all searches of this system of records
will be performed in CIA offices by CIA personnel.
Safeguards:
Access is restricted to individuals who are certified on an access
control list. Additional software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
records control schedules approved by the National Archives and Records
Administration.
System managers(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief, External Referral & Liaison Branch/CIA Declassification
Center, Central Intelligence Agency, Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
20505. Identification requirements are specified in the CIA rules
published in the Federal Register
[[Page 29836]]
(32 CFR 1901.13). Individuals must comply with these rules.
Record access procedures:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR 1901.1-
45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals covered by this system, and points of contact provided
by U.S. government agencies.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-5
System name:
Center for the Study of Intelligence (CSI) Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Current and former CIA staff and contract employees, personal
services independent contractors to CIA, and current and former
employees detailed to the CIA who have participated in an ``oral
history'' program.
Categories of records in the system:
Names, biographic data and the content of information provided by
individuals who have participated in CSI's ``oral history'' program, or
worked with CSI.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; and record experiences of
current and former CIA associates for use in CSI projects.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper and other hard-copy records are stored in secured areas
within the CIA. Electronic records are stored in secure file-servers
located within the CIA.
Retrievability:
By name. Information may be retrieved from this system of records
by automated or hand search based on extant indices and automated
capabilities utilized in the normal course of business. Under
applicable law and regulations, all searches of this system of records
will be performed in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Director, Center for the Study of Intelligence, Central
Intelligence Agency, Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals covered by this system; and CIA records.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-6
System name:
Manuscript Review Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Current and former CIA employees; other authors obligated to submit
writings or oral presentations for pre-publication review; and
individuals otherwise involved in pre-publication review matters with
CIA.
Categories of records in the system:
Manuscripts and other writings submitted for pre-publication
review; Publication Review Board meeting minutes, official memoranda,
bibliographic files and related documents; and Publication Review Board
Reference Center documentation.
[[Page 29837]]
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941); Executive
Order 12958 (76 FR 19825); Executive Order 12968 (60 FR 40245); Snepp
v. United States, 444 U.S. 507 (1980).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; to enable the CIA and the head of the CIA to carry
out their lawful and authorized responsibilities; as references for
manuscripts, meeting minutes, official memoranda, bibliographic files
and related documents which have been submitted for review in
compliance with applicable regulations; and to facilitate review of new
manuscript submissions of proposed publications or speeches authored or
given by present or former employees.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in a secured area within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By name. Information may be retrieved from this system of records
by automated or hand search based on extant indices and automated
capabilities utilized in the normal course of business. Under
applicable law and regulations, all searches of this system of records
will be performed in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chair, Publications Review Board, Central Intelligence Agency,
Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Current and former CIA employees and other obligated authors;
Publication Review Boards members and staff; and other CIA personnel
involved in the publications review process.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-7
System name:
Security Access Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
CIA employees and other individuals authorized to access CIA
buildings and facilities.
Categories of records in the system:
Personal identification information; building and entrance
information; entry or exit data and codes; and credential information.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; verify individuals'
authorization to access CIA buildings and facilities; create a record
of individuals' access to CIA buildings and facilities; facilitate the
issuance and retrieval of visitor and temporary badges; and provide
statistical data on building and facility access patterns for resource
planning purposes.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper and other hard-copy records are stored in a secured area
within the CIA. Electronic records are stored in secure file-servers
located within the CIA.
Retrievability:
By name, social security number, or other CIA identifier.
Information may be retrieved from this system of records by automated
or hand search based on extant indices and automated capabilities
utilized in the normal course of business. Under applicable law and
regulations, all searches of this system of records will be performed
in CIA offices by CIA personnel.
[[Page 29838]]
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Director of Security, Central Intelligence Agency, Washington, DC
20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
CIA badge system; after-hours building and facility logs; visitor-
no-escort badge record cards; and permits and identification sources.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-8
System name:
Security Operations Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Individuals, including CIA employees, who have contacted or been
referred to the CIA's Security Operations Center; individuals,
including CIA employees, who have been responsible for or suspected of
security incidents, or have witnessed, reported, or investigated
security incidents involving CIA information, and/or CIA-controlled
property or facilities; individuals who have had restrictions imposed
upon their entrance to CIA-controlled property or facilities; and
individuals involved in traffic violations on CIA-controlled property
or facilities.
Categories of records in the system:
Personal identification and event information that includes:
biographic information, including name, social security number, and CIA
identification information; information on security-related incidents
occurring on CIA-controlled property or facilities, including date and
place of incidents, subject matter or incident description, arrests and
violation information, including court disposition and vehicular
information where appropriate.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; track events,
individuals, and groups of individuals that may pose a threat to the
CIA; assist CIA security officials in identifying present and future
threats to CIA-controlled property or facilities and CIA personnel;
track traffic violations, security incidents, and access control
issues; serve as a statistical and management reporting tool; and
facilitate court cases or other legal proceedings.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Reports regarding accidents and traffic violations may be provided
to the individuals involved and their insurance companies to facilitate
the resolution of claims. Information on additional routine uses is set
forth in the ``CIA Statement of General Routine Uses,'' which is
incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in a secured area within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By name or other personal identifier. Information may be retrieved
from this system of records by automated or hand search based on extant
indices and automated capabilities utilized in the normal course of
business. Under applicable law and regulations, all searches of this
system of records will be performed in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Director of Security, Central Intelligence Agency, Washington, DC
20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
20505. Identification requirements are specified in the CIA rules
published in the Federal Register
[[Page 29839]]
(32 CFR 1901.13). Individuals must comply with these rules.
Record access procedures:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals covered by this system of records; members of the
general public; CIA employees; and employees of other federal agencies
and state and local governments.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-9
System name:
Industrial Security Clearance Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Industrial contractors and commercial vendors; and persons in the
private sector associated with the CIA who hold industrial security
clearances.
Categories of records in the system:
Biographic data, including name, address, position, and social
security number; and security clearance information.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941); Executive
Order 10450 (5 U.S.C. 7311 note); Executive Order 12958 (78 FR 19825);
and Executive Order 12968 (60 FR 40245).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; document security
clearance(s) held by industrial contractors, commercial vendors, and
persons in the private sector associated with the CIA; and provide a
reference to answer inquiries on security clearances.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records in this system are used to certify clearances of
individuals covered by the system. Information on additional routine
uses is set forth in the ``CIA Statement of General Routine Uses,''
which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in a secured area within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By individual or company name, and social security number.
Information may be retrieved from this system of records by automated
or hand search based on extant indices and automated capabilities
utilized in the normal course of business. Under applicable law and
regulations, all searches of this system of records will be performed
in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Procurement Executive, Office of the Chief Financial Officer,
Central Intelligence Agency, Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals who hold or have held security clearances and the
organizations with which they are employed or otherwise associated; and
certification of clearance from the Center for CIA Security.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-10
System name:
Parking Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to CONFIDENTIAL.
System location:
Central Intelligence Agency, Washington, DC 20505.
[[Page 29840]]
Categories of individuals covered by the system:
CIA employees and any other individuals requiring parking permits
at CIA-controlled facilities.
Categories of records in the system:
Name, office location, grade, badge number, vehicle license
number, personal identifying information and relevant medical
information of individuals covered in this system.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; and document the
allocation and control of parking spaces at CIA-controlled facilities.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in a secured area within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By name, and vehicle license number. Information may be retrieved
from this system of records by automated or hand search based on extant
indices and automated capabilities utilized in the normal course of
business. Under applicable law and regulations, all searches of this
system of records will be performed in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief of Global Support, Central Intelligence Agency, Washington,
DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
CIA employees and other individuals requiring parking permits at
CIA-controlled facilities.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-11
System name:
Accountable Property Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
CIA staff and contract employees; personal services independent
contractors; industrial contractors; military and civilian personnel
detailed to CIA; and other individuals who possess CIA accountable
property.
Categories of records in the system:
Name, signature and office location of individuals covered by this
system; and description of accountable property charged to individuals
covered by this system.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; document accountability
for CIA nonexpendable property; and track, inventory, audit, and report
on accountable property.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in a secured area within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By name. Information may be retrieved from this system of records
by automated or hand search based on extant indices and automated
capabilities utilized in the normal course of business. Under
applicable law and regulations, all searches of this system of records
will be performed in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
[[Page 29841]]
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief of Global Support, Central Intelligence Agency, Washington,
DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals concerned with accountable property, and accountable
property officers.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-12
System name:
Vehicle Operator Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
CIA staff and contract employees, personal services independent
contractors, or industrial contractors who have licenses to drive
buses, trucks, and other specialty vehicles as part of their official
CIA employment duties.
Categories of records in the system:
Biographic data on employees; medical qualification forms; driver
test data; registers of permits issued; and accident report records.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; document CIA staff and
contract employees who are qualified to drive buses, trucks, and other
specialty vehicles in the course of their CIA employment duties; and
issue official U.S. Government driver's licenses and renewals.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in secured area within the CIA.
Electronic records are stored in secure file servers located within the
CIA.
Retrievability:
By name or driver's permit number. Information may be retrieved
from this system of records by automated or hand search based on extant
indices and automated capabilities used in the normal course of
business. Under applicable law and regulations, all searches of this
system of records will be performed in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief, Transportation Support, Central Intelligence Agency,
Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
CIA staff and contract employees, personal services independent
contractors, and industrial contractors; and federal, state and local
law enforcement agencies as their records relate to competency testing
and accident reporting.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted
[[Page 29842]]
from certain provisions of the Privacy Act (5 U.S.C. 552a) pursuant to
5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-13
System name:
Component Human Resources Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Current and former CIA staff and contract employees; military and
civilian personnel detailed or assigned to the CIA; applicants for
employment with the CIA; current and former employees of industrial
contractors; and current and former independent contractors.
Categories of records in the system:
Memoranda, correspondence and other documents, including personnel
soft files and supervisors' working files maintained by Agency offices
and components, concerning individuals covered by this system on
matters involving: performance appraisals; travel, financial,
retirement and claims information; time and attendance, including leave
information; performance, conduct, and suitability; education,
certification, training, and testing; special qualifications or
restrictions; dependency and residence; emergency notifications;
medical information, including disabilities and job-related injuries;
biographic data; skills assessment data; locator information; cables
and dispatches of administrative and operational significance; employee
grievances, including equal employment opportunity complaints; employee
evaluation panel files; and employee awards.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941); the Central
Intelligence Agency Retirement Act (50 U.S.C. 2001 et seq.).
Purpose(s):
Records are created, maintained and used by human resource
management officials, supervisory personnel, and other authorized
personnel at all levels of the organization on a need-to-know basis.
These records, including supervisors' working files, EEO and grievance
files, and suitability files, are used to: Ensure process integrity;
enable the CIA and the head of the CIA to carry out their lawful and
authorized responsibilities; supplement official personnel folders
(``soft files''); facilitate and expedite processing or procedural
requirements related to employee transactions; provide reference to
monitor, record, and perform personnel management functions including
employee counseling, employee evaluation, assignment, promotion,
authorization of training, awards and leave; and provide management
with statistical reporting.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper and other hard-copy records are stored in a secured area
located in premises controlled by the head of the CIA. Electronic
records are stored in secure file-servers located in premises
controlled by the head of the CIA.
Retrievability:
By name, social security number, CIA employee number, or other
personal identifiers. Information may be retrieved from this system of
records by automated or hand search based on extant indices and
automated capabilities utilized in the normal course of business.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
------------------------------------------------------------------------
Component: Manager:
------------------------------------------------------------------------
Office of the Executive Director....... Executive Director
Directorate of Intelligence............ DI Information Management
Officer
Directorate of Operations.............. Chief, DO Human Resources Staff
Directorate of Science & Technology.... Chief, DS&T Administrative
Resources
Office of the Chief Financial Officer.. Chief Financial Officer
Office of the Chief Information Officer Chief Information Officer
Office of Global Support............... Chief of Global Support
Office of Human Resources.............. Chief Human Resources Officer
Office of Security..................... Director of Security
National Intelligence Council.......... Chairman, National Intelligence
Council
Office of Congressional Affairs........ Director of Congressional
Affairs
Office of the DDCI for Community Executive Director for IC
Management. Affairs
Office of General Counsel.............. General Counsel
Office of Inspector General............ Inspector General
Office of Public Affairs............... Director of Public Affairs
Additional DCI Area Components:........ DCI Information Management
Officer
------------------------------------------------------------------------
[[Page 29843]]
Address: Central Intelligence Agency, Washington, DC 20505
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals covered by the system; educational institutions and
private organizations; CIA employees; and other federal agencies.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-14
System name:
Information Release Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Individuals who make information release requests to CIA under
provisions of the Freedom of Information Act (FOIA), Privacy Act (PA),
and Executive Order 12958 (EO); individuals who make special search
requests and other related individuals; and individuals who are the
subject of FOIA/PA/EO and special search requests and other related
individuals.
Categories of records in the system:
FOIA/PA/EO requests and processing files including correspondence
and supporting documents; documents responsive to FOIA/PA/EO and
special search requests; duplicate files maintained by Directorate
Information Review Officers (IROs) and component focal points; weekly
reports of FOIA/PA/EO case activity and status; and indices related to
special searches.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941); Executive
Order 12958 (76 FR 19825); the Freedom of Information Act (5 U.S.C.
552); the Privacy Act (5 U.S.C. 552a); the President John F. Kennedy
Assassination Records Collection Act of 1992 (44 U.S.C. 2107 note); the
Nazi War Crimes Disclosure Act (5 U.S.C. 552 note); the Japanese
Imperial Government Records Disclosure Act (5 U.S.C. 552 note).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; support the review,
redaction, and release of CIA records pursuant to federal statutes and
Executive Orders; formulate responses to FOIA/PA/EO and special search
requests; provide reference in processing cases under administrative
appeal and civil litigation; provide documentation for referral to
other federal agencies for their review pursuant to Executive Order
12958, and the third agency rule; and generate external reports as
required by federal statutes and internal reports for use by CIA
officials.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in secured areas within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By name, case number, and full text search. Information may be
retrieved from this system of records by automated or hand search based
on extant indices and automated capabilities utilized in the normal
course of business. Under applicable law and regulations, all searches
of this system of records will be performed in CIA offices by CIA
personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief of Information Management Services, Central Intelligence
Agency, Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or
[[Page 29844]]
disputing the contents of individual records or for appealing an
initial determination by CIA concerning these matters are published in
the Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals who make FOIA/PA/EO and special search requests, and
related individuals; and CIA components that provide information in
response to FOIA/PA/EO and special search requests.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-15
System name:
Guest Speaker Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Individuals under consideration for guest speaker engagements,
training courses and other presentations; such individuals may include
members of the academic and business world as well as present and
former senior CIA and other government officials.
Categories of records in the system:
Biographic data including academic credentials; publicly available
information, including publications authored by the potential speaker;
correspondence; and administrative records.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; to enable the CIA and the head of the CIA to carry
out their lawful and authorized responsibilities; and for curriculum
development and selection of speakers for training courses and special
presentations. Biographic data may be used as part of the official file
for personal services contracts.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in a secured area within the CIA.
Electronic records are stored in secure file servers located within the
CIA.
Retrievability:
By name. Information may be retrieved from this system of records
by automated or hand search based on extant indices and automated
capabilities utilized in the normal course of business. Under
applicable law and regulations, all searches of this system of records
will be performed in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief Information Officer, Central Intelligence Agency,
Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals covered by this system; CIA employees; academic
institutions and private organizations; libraries and commercial
databases; and federal agencies.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-16
System name:
Employee Clinical and Psychiatric Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
CIA staff and contract employees and their dependents; military
and civilian employees detailed to CIA and their dependents; retired or
separated CIA employees and their dependents; and physicians who
provide services to any of the categories of individuals listed above.
Categories of records in the system:
Physical examinations; laboratory data; X-rays; private physician
reports; reports of on-the-job injuries and illnesses; results of
psychiatric screening and testing; reports of psychiatric interviews;
records of immunizations; records on individuals covered by this system
receiving Agency counseling; other medical material relating to
environmental health, safety training, and preventative medicine; and
biographic information on physicians covered by this system of records.
[[Page 29845]]
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; to enable the CIA and the head of the CIA to carry
out their lawful and authorized responsibilities; to maintain a
complete and accurate medical record of all CIA employees, their
dependents, military and civilian employees detailed to CIA, and
retired or separated employees; to respond to requirements relating to
safety and environmental issues and to CIA safety and environmental
compliance training; to evaluate suitability for assignment, travel,
fitness-for-duty, health maintenance and in reviewing applications for
medical disability retirement; to track the safety and health status of
CIA employees, components, sites, and operations; and to refer
individuals for specialty medical assistance.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
A record from this system of records may be disclosed, as a
routine use, to the Office of Personnel Management in the case of an
employee who applies for medical disability, and to the Department of
Labor in the case of an employee who applies for Worker's Compensation
benefits. Information on additional routine uses is set forth in the
``CIA Statement of General Routine Uses,'' which is incorporated herein
by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in a secured area within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By name, chart number, or other identifying information.
Information may be retrieved from this system of records by automated
or hand search based on extant indices and automated capabilities
utilized in the normal course of business. Under applicable law and
regulations, all searches of this system of records will be performed
in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief, Medical Services Office, Central Intelligence Agency,
Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals supply their medical history; physicians supply their
biographic information; and additional sources may include routine
medical processing and reports from private physicians or medical
facilities when written permission is granted by the individual.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-17
System name:
Applicant Clinical and Psychiatric Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Applicants for employment with CIA
Categories of records in the system:
Physical examinations and related medical material; laboratory
data; results of psychiatric screening and testing; and reports of
psychiatric interviews.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; to enable the CIA and the head of the CIA to carry
out their lawful and authorized responsibilities; to maintain a
complete and accurate medical file on all individuals applying for CIA
employment; to evaluate the medical suitability of applicants; to serve
as a basis for the Employee Clinical and Psychiatric Record once an
applicant is hired by the CIA; and to generate statistical reports on
applicants.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
[[Page 29846]]
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in a secured area within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By name, chart number, or other identifying information.
Information may be retrieved from this system of records by automated
or hand search based on extant indices and automated capabilities
utilized in the normal course of business. Under applicable law and
regulations, all searches of this system of records will be performed
in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief, Medical Services Office, Central Intelligence Agency,
Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Applicants who supply their medical history; additional sources
may include routine medical processing and reports from private
physicians or medical facilities when written permission is granted by
the applicant.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-18
System name:
Psychological Testing Data Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Applicants for employment with the CIA; CIA staff or contract
employees and their dependents; military and civilian personnel
detailed to the CIA; and retired or separated CIA staff or contract
employees and their dependents.
Categories of records in the system:
Psychological testing records and assessment reports.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; to enable the CIA and the head of the CIA to carry
out their lawful and authorized responsibilities; to track individual
test results which aid CIA management and advisory personnel, who have
a need-to-know, in decision making; to produce research reports of
aggregate data for appropriate officials and components of the CIA; and
to examine the relationship between test scores and other variables of
interest such as job performance.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in a secured area within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By name, or other identifying information. Information may be
retrieved from this system of records by automated or hand search based
on extant indices and automated capabilities utilized in the normal
course of business. Under applicable law and regulations, all searches
of this system of records will be performed in CIA offices by CIA
personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief, Medical Services Office, Central Intelligence Agency,
Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for
[[Page 29847]]
appealing an initial determination by CIA concerning the access to
records are published in the Federal Register (32 CFR 1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals who have completed a variety of psychological tests
and interview sessions with CIA medical officers; and individuals
involved in the assessment of test data.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-19
System name:
Agency Human Resources Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Current and former CIA staff and contract employees; military and
civilian personnel detailed to the CIA; personal services independent
contractors; applicants in process for CIA employment; candidates for
CIA awards; participants, and beneficiaries designated by deceased CIA
employees who were participants, in the CIA's authorized retirement
systems and retirement savings programs; and certain OSS veterans.
Categories of records in the system:
Biographic data including records on education, military service
data, insurance, medical and retirement status and locator information
on individuals covered by this system; employment information including
records on applicant tracking, job matching, seasonal and cooperative
employment programs, and information on those separating from CIA
employment; personnel information including records on employment
history, leave, time and attendance, fitness and performance appraisal
reports, awards, travel, training, job injury, worker's compensation
records and security clearance information; CIA personnel information
including records on position and job title information, qualifications
and skills assessments, authorized personnel staffing data, levels, and
patterns; financial information relating to payroll and authorized
retirement and retirement savings accounts, including authorized or
required payroll deductions or contributions for federal, state and
local taxes, other tax documentation, and retirement, insurance and
leave entitlements; banking instructions for dissemination of salary
paychecks; contracts relating to contract employees and independent
contractors; and financial disclosure forms submitted pursuant to the
Ethics in Government Act.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941); the Central
Intelligence Agency Retirement Act (50 U.S.C. 2001 et seq.).
Purpose(s):
To serve as the central human resources management system for the
CIA. Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; perform centralized
personnel functions such as employment, separation of employment,
payroll, position and personnel staffing, and general employee
transactions; support the general administration of systems dependent
on personnel data such as insurance, medical and health care, and
retirement and retirement savings; compute salary, attendance, leave,
benefits and entitlements for payroll and its dependent systems
including insurance, medical and health care, and authorized retirement
and retirement savings systems; track applicant and employee biographic
and demographic data for use in employee location tracking, and
statistical reports; compile statistical reports for CIA management on
strength, distribution and utilization of staffing, average grades and
salaries, minorities, projected retirements, profiles of CIA skills and
qualifications, comparative rates on promotions, separations, new
employees, reasons for separations; provide information and statistics
for heads of Career Services to assist them in administering their
career development and evaluation programs, including promotion rates
and headroom, performance appraisal report ratings, qualifications,
changes in their Career Services; assess staffing patterns, grade and
salary data for office heads required for staffing and budget
projections; provide information and statistics for components
responsible for administering recruitment, hospitalization, insurance,
and authorized retirement and retirement savings programs; and provide
records of employee transactions to responsible CIA officials and to
the employees themselves.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Information from this system concerning CIA retirees is routinely
disseminated to the Office of Personnel Management. Information
concerning work-related injuries of CIA employees is routinely provided
to the Department of Labor in connection with Worker's Compensation
claims. Information on additional routine uses is set forth in the
``CIA Statement of General Routine Uses,'' which is incorporated herein
by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in secured areas within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By name, social security number, CIA employee number, or other
personal identifiers. Information may be retrieved from this system of
records by automated or hand search based on extant indices and
automated capabilities utilized in the normal course of business. Under
applicable law and regulations, all searches of this system of records
will be performed in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
[[Page 29848]]
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief Human Resources Officer, Central Intelligence Agency,
Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals covered by this system; educational institutions;
physicians and medical practitioners; CIA employees; and other federal
agencies.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-20
System name:
Official Personnel Files.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Current and former CIA staff and contract employees; and military
and civilian personnel detailed to the CIA.
Categories of records in the system:
Personal and employment history statements; employment contracts;
personnel actions; performance appraisal reports; awards and
commendations; biographic profiles and data; retirement status and exit
processing information; training and travel records; correspondence;
and photographs.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941); the Central
Intelligence Agency Retirement Act (50 U.S.C. 2001 et seq.).
Purpose(s):
Records in this system are used by human resource management
personnel and other authorized personnel to: Ensure process integrity;
enable the CIA and the head of the CIA to carry out their lawful and
authorized responsibilities; administer routine personnel transactions
including: personnel assignments; performance evaluations; promotions;
adverse actions; counseling; retirement determinations of
qualifications; separations; medical or insurance claims; and
statistical reports; decide on the rights, benefits, entitlements and
utilization of CIA employees; provide a data source for production of
summary descriptive statistics and analytical studies related to human
resource management issues; support resource metrics; locate specific
individuals for personnel research or other personnel management
functions; and verify employment.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Information from this system of records may be transmitted to
another U.S. Government agency relative to employment considerations by
that agency, and to the Office of Personnel Management (OPM) relative
to OPM's administration of retirement benefits for individuals covered
by this system. Information on additional routine uses is set forth in
the ``CIA Statement of General Routine Uses,'' which is incorporated
herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in secured area(s) within the CIA.
Electronic records are stored in secure file-servers located with the
CIA.
Retrievability:
By name, social security number, or other personal identifier.
Information may be retrieved from this system of records by automated
or hand search based on extant indices and automated capabilities
utilized in the normal course of business. Under applicable law and
regulations, all searches of this system of records will be performed
in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief Human Resources Officer, Central Intelligence Agency,
Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
[[Page 29849]]
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals covered by this system; educational institutions and
private organizations; physicians and medical practitioners; CIA
employees; and other federal agencies.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-21
System name:
Applicant Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Applicants for employment with the CIA.
Categories of records in the system:
Records concerning the applicant, including: biographic data;
medical and employment history statements; educational transcripts; and
personal references, and records relating to employment processing,
including: interview reports; test results; correspondence; review
comments; and general processing records.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941).
Purpose(s):
Records are used by CIA human resources management officials and
other authorized personnel to: Ensure process integrity; to enable the
CIA and the head of the CIA to carry out their lawful and authorized
responsibilities; to review an applicant's qualifications; for security
background investigations; for suitability determinations; for medical
screening; and to determine whether employment with the CIA will be
offered.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This information is set forth in the ``CIA Statement of General
Routine Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in secured areas within the CIA.
Electronic records are stored in secure file-servers located within the
CIA.
Retrievability:
By name, social security number, or other personal identifiers.
Information may be retrieved from this system of records by automated
or hand search based on extant indices and automated capabilities
utilized in the normal course of business. Under applicable law and
regulations, all searches of this system of records will be performed
in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only by authorized
persons. Software access controls are also in place.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Chief, Recruitment Center, Central Intelligence Agency,
Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
CIA applicants; applicant references; educational institutions and
private organizations; physicians and medical practitioners; CIA
employees; and other federal agencies.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-22
System name:
Personnel Security Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Current and former applicants for CIA employment; CIA staff and
contract employees; personal services independent contractors and
industrial contractors; military and civilian personnel detailed to the
CIA; individuals of security interest to CIA; persons of, or
contemplated for, substantive affiliation with, or service to, the CIA;
persons on whom the CIA has conducted or is conducting an
investigation; and federal, civilian, and military personnel with whom
the CIA conducts liaison.
Categories of records in the system:
Biographic data (including name, sex, date and place of birth,
social security
[[Page 29850]]
number, and completed security questionnaires); authorizations for the
release of financial, travel, employment, housing, educational, and
other information; summaries or reports of information obtained from
other CIA records such as personnel, medical, or counterintelligence
records; financial disclosure forms submitted by CIA personnel; travel
data on individuals covered by this system; correspondence pertaining
to an individual's suitability for CIA assignment or affiliation, and
the individual's security eligibility for access to classified
information, projects, or facilities; investigative reports,
investigative information, and data pertaining to actual or purported
compromises of classified or otherwise protected information;
appraisals that summarize investigative results and provide the
decision or rationale for determining whether an individual should
receive access to classified information, projects, or facilities, or
is suitable for CIA affiliation or assignment; documentation of, or
relating to, interim or final actions relating to issues of security,
discipline, or the grant, denial, suspension, or revocation of a CIA
security clearance, access approval, or security approval; and secrecy
agreements executed by individuals covered by this system.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941); Executive
Order 10450 (5 U.S.C. 7311 note); Executive Order 12958 (76 FR 19825);
and Executive Order 12968 (60 FR 40245).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; to document personnel
security and suitability decisions; assist with security eligibility
determinations and employment or assignment suitability decisions in
accordance with applicable statutes, Executive Orders, Director of
Central Intelligence Directives, CIA regulations, and other applicable
law; record information regarding security eligibility determinations
and employment or assignment suitability decisions concerning
individuals who are under consideration for affiliation or continued
affiliation with the CIA, or access or continued access to classified
or otherwise protected CIA information, projects, or facilities; verify
individual security clearances or access approvals; and record
information relevant to investigations into possible violations of CIA
rules and regulations, including the possible loss or compromise of
classified or protected CIA information.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records in this system are used to provide information, including
biographic information and records of security breaches, to other
federal agencies involved in national security matters in the following
circumstances: to respond to national agency checks; to certify
security clearances and access approvals; and to provide information
relevant to espionage investigations. Information on additional routine
uses is set forth in the ``CIA Statement of General Routine Uses,''
which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper and other hard-copy records are stored in a secured area
within the CIA. Electronic records are stored in secure file-servers
located within the CIA.
Retrievability:
By name, social security number, or other CIA identifier.
Information may be retrieved from this system of records by automated
or hand search based on extant indices and automated capabilities
utilized in the normal course of business. Under applicable law and
regulations, all searches of this system of records will be performed
in CIA offices by CIA personnel.
Safeguards:
Records are safeguarded by combination lock security containers,
or are stored within a vaulted area. Access is restricted to
individuals who are certified on an ``Access List.'' The Access List is
validated at least annually and circulated to responsible Agency
officials so that they can ensure that records are accessed only for
official purposes.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Director of Security, Central Intelligence Agency, Washington, DC
20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals covered by this system of records; personal and
business references provided by the individual or developed during the
course of an investigation; educational institutions and private
organizations; federal, state, and local government entities; public
sources such as newspapers and periodicals, consumer reporting
agencies, financial, travel, educational, employment-related, and other
commercial sources; and classified and unclassified reporting on
investigations and investigative materials.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
[[Page 29851]]
CIA-23
System name:
Intelligence Community Security Clearance and Access Approval
Repository.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
U.S. government employees, military personnel, personal services
independent contractors and industrial contractors to U.S government
programs who possess security clearances and security access approvals.
Categories of records in the system:
Biographic data (including name, date and place of birth, social
security number, and employer); and information relating to security
clearances and security access approvals, including clearances and
access approvals held, current status of clearances and access
approvals, and date of background investigation.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941); Executive
Order 10450 (5 U.S.C. 7311 note); Executive Order 12958 (76 FR 19825);
and Executive Order 12968 (60 FR 40245).
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; and to verify individual
security clearances or security access approvals throughout the
Intelligence Community in order to control access to classified and
compartmented materials.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records in this system are provided to Intelligence Community
agencies and relevant government contractors to certify individuals'
security clearances and access approvals. Information on additional
routine uses is set forth in the ``CIA Statement of General Routine
Uses,'' which is incorporated herein by reference.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper and other hard-copy records are stored in secured areas
controlled by the head of the CIA. Electronic records are stored in
secure file-servers located in premises controlled by the head of the
CIA.
Retrievability:
By name or social security number. Information may be retrieved
from this system of records by automated or hand search based on extant
indices and automated capabilities utilized in the normal course of
business.
Safeguards:
Records and servers are stored within a vaulted area. Access is
restricted to individuals with appropriate clearances and a ``need to
know,'' as certified by an Access Control List.
Retention and disposal:
All records are maintained and disposed of in accordance with
Records Control Schedules approved by the National Archives and Records
Administration.
System manager(s) and address (this incorporates by reference any CIA
successor in function to the system manager(s) set forth herein):
Director of Security, Central Intelligence Agency, Washington, DC
20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
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:
Requests from individuals should be addressed as indicated in the
notification section above. Regulations for access to individual
records or for appealing an initial determination by CIA concerning the
access to records are published in the Federal Register (32 CFR
1901.11-45).
Contesting record procedure:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification section above. CIA's
regulations regarding requests for amendments to, or disputing the
contents of individual records or for appealing an initial
determination by CIA concerning these matters are published in the
Federal Register (32 CFR 1901.21-23, 32 CFR 1901.42).
Record source categories:
Individuals covered by this system of records; U.S. government
agencies; and current and former employers of individuals covered by
this system of records, including both government and private sector
organizations.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act (5 U.S.C. 552a)
pursuant to 5 U.S.C. 552a(j)(1), (k), and (d)(5).
CIA-24
System name:
Polygraph Records.
Security classification:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Current and former applicants for CIA employment; CIA staff and
contract employees; personal services independent contractors and
industrial contractors; military and civilian personnel detailed to the
CIA; individuals of security interest to CIA; persons of, or
contemplated for, substantive affiliation with, or service to, the CIA;
and persons on whom the CIA has conducted or is conducting an
investigation.
Categories of records in the system:
Polygraph reports; polygraph charts; polygraph tapes; and notes
from polygraph interviews or activities related to polygraph
interviews.
Authority for maintenance of the system:
The National Security Act of 1947, as amended (50 U.S.C. 403 et
seq.); the Central Intelligence Agency Act of 1949, as amended (50
U.S.C. 403a et seq.); Executive Order 12333 (46 FR 59941); Executive
Order 10450 (5 U.S.C. 7311 note); Executive Order 12958 (76 FR 19825);
Executive Order 12968 (60 FR 40245).
[[Page 29852]]
Purpose(s):
Records in this system are used by authorized personnel to: Ensure
process integrity; enable the CIA and the head of the CIA to carry out
their lawful and authorized responsibilities; document polygraph
results; assist with security eligibility determinations and employment
or assignment s
