Federal Register: July 22, 2005 (Volume 70, Number 140)
Notices
Page 42417-42453
CENTRAL INTELLIGENCE AGENCY
Privacy Act of 1974; System of Records and Routine Uses
AGENCY: Central Intelligence Agency.
ACTION: Notice of final statement of general routine uses and Privacy
Act systems of records notices of the Central Intelligence Agency.
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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, in the May 24 2005 issue of the Federal
Register, the Agency solicited public comments on the complete set of
proposed revised Privacy Act systems of records notices, the proposed
modification of one of its existing routine uses, and the proposed
addition of 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 provided an opportunity for interested
persons to submit comments on these notices and routine uses. The
Agency did not receive any comments.
DATES: July 5, 2005.
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 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. The modified notices reflected 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. The proposed revised notices were published in the May 24,
2005 issue of the Federal Register. The Agency provided an opportunity
for interested persons to submit comments. Because the Agency did not
receive comments, no changes have been made to the notices, as
proposed. The systems notices took effect on July 5, 2005.
In addition, the Agency had proposed a modification to one of its
existing routine uses and the addition of seven new routine uses to its
``Statement of General Routine Uses,'' in order to 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 and to enhance the Agency's ability to share information
essential to the conduct of its national security mission. With the
exception of the proposed modification to Routine Use 4 and the
proposed addition of Routine Uses 8 through 14, no other changes to the
provisions of the Agency's published ``Statement of General Routine
Uses'' were proposed. The proposed modification and addition to
``Statement of General routine Uses'' were published in the May 24,
2005 issue of the Federal Register. The Agency provided an opportunity
for interested persons to submit comments. Because the Agency did not
receive comments, no changes have been made to the routine uses, as
proposed. The modified and additional routine uses took effect on July
5, 2005.
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.
Dated: July 8, 2005.
Edmund Cohen,
Chief of Information Management Services.
Statement of General Routine Uses for the Central Intelligence Agency
The following routine uses apply to, and are incorporated by
reference into, each system of records maintained by the CIA:
1. In the event that a system of records maintained by the Central
Intelligence Agency to carry out its functions indicates, or relates
to, a violation or potential violation of law, whether civil, criminal
or regulatory in nature, and whether arising by general statute or
particular program pursuant thereto, the relevant records in the system
of records may be disclosed, as a routine use, to the appropriate
agency whether federal, state, local or foreign, charged with the
responsibility of investigating or prosecuting such violation, or
charged with the responsibility to take appropriate administrative
action, or charged with enforcing or implementing the statute, or rule,
regulation or order issued pursuant thereto.
2. A record from this system of records may be disclosed, as a
routine use, to a federal, state or local agency maintaining civil,
criminal or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to a Central Intelligence Agency decision
concerning the hiring or retention of an employee, the issuance of a
security clearance or special access, or the performance of the
Agency's acquisition functions.
3. A record from this system of records may be disclosed, as a
routine use, to a federal, state, or local agency, or other appropriate
entities, or individuals, in connection with the hiring or retention of
an employee, the issuance of a security clearance or special access,
the reporting or an investigation of an employee, the letting of a
contract, or the issuance of a license, grant or other benefit, to the
extent that the information is relevant and necessary to the entity's
decision on the matter.
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.
5. A record from this system of records may be disclosed to the
Office of Management and Budget in connection with the review of
private relief legislation, as set forth in OMB Circular No. A-19, at
any stage of the legislative coordination and clearance process as set
forth in the Circular.
6. A record from a system of records may be disclosed, as a routine
use, to NARA (GSA) in records management inspections conducted under
the authority of 44 U.S.C. 2904 and 2906.
7. A record from this system of records may be disclosed, as a
routine use, to a federal, state, or local agency, other appropriate
entities or individuals, or, through established liaison channels, to
selected foreign governments, provided such disclosure is compatible
with the purpose for which the record was collected and is undertaken
to enable the Central Intelligence Agency to carry out its
responsibilities under the National Security Act of 1947, as amended,
the CIA Act of 1949, as amended, Executive
[[Page 42419]]
Order 12333 or any successor order, national security directives
applicable to the Agency and classified implementing procedures
approved by the Attorney General promulgated pursuant to such Orders
and directives, as well as statutes, Executive orders and directives of
general applicability. This routine use is not intended to supplant the
other routine uses published by the Central Intelligence Agency.
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 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.
[[Page 42420]]
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 used
in the normal course of business. Under applicable law and regulations,
all searchers 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.
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 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 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
[[Page 42421]]
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.
Routine uses of records maintained in the system, including categories
of users and the purposes of such users:
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 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 several 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 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 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 Declassifications 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 address (primary, e-mail and
pouch); and information related to security clearances and access
approvals, including clearances held, current status
[[Page 42422]]
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.); the 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 of 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 manager(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 (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 and stored in secure file-servers
located within 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 secure 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.
[[Page 42423]]
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.
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
[[Page 42424]]
Act (5 U.S.C. 552a) pursuant to 5 U.S.C. 552a(j)(l), (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.
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)(l), (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-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
[[Page 42425]]
present and future threats to CIA-controlled property of 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 (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 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 of 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.
Retrievabililty:
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.
[[Page 42426]]
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.
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 Central
Intelligence Agency Act of 1949, (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 of 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.
[[Page 42427]]
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 59914).
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 searchers 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 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; drier
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
[[Page 42428]]
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 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.
[[Page 42429]]
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
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 the 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.
[[Page 42430]]
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 FR 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 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 report 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 record
will be performed in CIA offices by CIA personnel.
Safeguards:
Records are stored in secured areas accessed only be 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 requires 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
[[Page 42431]]
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 determined
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)(l), (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 examination; 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.
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 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
[[Page 42432]]
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.
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, Centeral 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 intial 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.
[[Page 42433]]
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 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 theses 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 systems:
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
[[Page 42434]]
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 regulation, 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
1901.45)
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 amendment 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; education institutions;
physician and medical practitioners; CIA employees; and other federal
agents.
Exemptions claimed for the system:
Certain records contained within this year 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; decides 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
[[Page 42435]]
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
person. 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).
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)(l), (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:
Individual seeking to learn if this system of records contains
information about them should direct 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.
[[Page 42436]]
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 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 compromise 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.
[[Page 42437]]
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).
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 FR 1901.11-
45).
[[Page 42438]]
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 amendmen
