SYSTEM NAME:

DIA Military Recognition and Awards Files.  (April 12, 2012,  77 FR 21976)

SYSTEM LOCATION:

Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Military personnel recommended for recognition or awards while assigned or attached to DIA.

CATEGORIES OF RECORDS IN THE SYSTEM:

Full name, rank, service affiliation, and Social Security Number (SSN) of individual, supporting documents for the awards nomination and the results of actions or recommendations of endorsing and approving officials for recognition and awards.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 1125, Recognition for Accomplishments: award of trophies; Department of Defense Manual 1348.33, Volumes 1, 2, 3, Manual of Military Decorations; Defense Intelligence Agency Instruction 1348.001, Military Personnel Awards; Defense Intelligence Agency Instruction 1305.001, Military Quarterly and Annual Recognition Program; Army Regulation 600-8-22, Military Awards; SECNAV Inst 1650.1H, Navy and Military Awards Instruction; Air Force Instruction 36-2803, Air Force Awards and Decorations Program; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

Information is collected and submitted to determine eligibility for recognition, awards, and decorations to individuals and units while assigned or attached to the DIA.  Information is required for preparation of orders for award citation and inclusion in individual's Service record. Records are used to obtain the approval for the awarding of the decoration, for the compilation of required statistical data and provided to the Military departments when appropriate.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The DoD "Blanket Routine Uses" set forth at the beginning of the DIA's compilation of systems of records notices apply to this system.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper and electronic storage media.

RETRIEVABILITY:

By last name of individual and Social Security Number (SSN).

SAFEGUARDS:

Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.

RETENTION AND DISPOSAL:

Temporary Records:  Award citations and accompanying records are maintained for 3 years then retired to the Washington National Records Center where they are destroyed when 15 years old.  The records are destroyed by shredding/erasure.  Justification for the award records are maintained for 3 years within DIA and then destroyed by shredding or deleting from database.

SYSTEM MANAGER(S) AND ADDRESS:

Deputy Director for Human Capital, ATTN: Military Awards, Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Freedom of Information Act Office (DAN-1A/FOIA), Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.

The individual should provide their full name, current address, and telephone number.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Act Office (DAN-1A/FOIA), Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.

The individual should provide their full name, current address, and telephone number.

CONTESTING RECORD PROCEDURES:

DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400-001 Defense Intelligence Agency Privacy Program; 32 CFR part 319 or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Individuals, Agency officials, parent service and personnel records.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

March 18, 2010, 75 FR 13089; April 12, 2012, 77 FR 21976.