SYSTEM NAME:

Drug Testing Program Files  (January 28, 2013,  78 FR 5787)

SYSTEM LOCATION:

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

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Civilian employees and applicants for employment with the Defense Intelligence Agency.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, specimen identification number, truncated Social Security Number (SSN) and records relating to testing plans, procedures, selection/scheduling records, records relating to the collection and handling of specimens, chain of custody records and test results.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

E.O. 12564, Federal Drug Free Workplace; DoD Directive 1010.9 Civilian Employee Drug Abuse Testing Program; DIA Instruction 1015.001, Drug Free Workplace Program and E.O. 9397 (SSN), as amended.

PURPOSE(S):

The system is used to maintain records relating to the implementation of the Drug Testing Program; administration, selection, notification and testing of DIA employees and applicants for employment.

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, as amended, 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 may apply to this system.

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

STORAGE:

Paper records and electronic storage media.

RETRIEVABILITY:

Test results are retrieved by last name and/or last five digits of the Social Security Number (SSN) and specimen identification number.

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:

Records relating to specific cases are destroyed two years after close of case. Records relating to selection, scheduling, unaccepted applicants, negative results, and other supporting data are maintained for three years after end of event, or end of employment. Records related to administration or program planning are destroyed after three years or when superseded or obsolete. Paper records are shredded or burned, electronic records are deleted from the system.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Office of Employee Assistance, Defense Intelligence Agency 200 MacDill Blvd., 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 DIA Freedom of Information Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-5100.

Request should contain the individual's full name, current address, and telephone number.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the DIA Freedom of Information Office (DAN-1A), 200 MacDill Blvd., Washington, DC 20340-5100.

Request should contain the individual's 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; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

The individual test subject, medical review certifying officer, administrative personnel and others on a case-by-case basis.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

September 9, 2009, 74 FR 46418; January 28, 2013, 78 FR 5787