SYSTEM NAME:

Privacy Act Records  (September 13, 2012,  77 FR 56630)

SYSTEM LOCATION:

Primary location: Defense Information Systems Agency (DISA), Chief Information Office (CIO), 6916 Cooper Ave, Ft. Meade, MD 20755-7901.

Decentralized locations: DISA Field Activities World-wide. Official mailing addresses are published as an Appendix to DISA's compilation of systems of records notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

All persons who request access to, information from, or amendment of records about themselves maintained by the Defense Information Systems Agency, under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a), as amended.

CATEGORIES OF RECORDS IN THE SYSTEM:

Full name, home address, telephone number, a copy of current DISA identification badge, a copy of driver's license, letters, memoranda, legal opinions, messages, and miscellaneous documents relating to an individual's request for access to, or amendment of, records concerning that person, including letters of denial, appeals, statements of disagreements, and related documents accumulated in processing requests received under the Privacy Act of 1974.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552a, The Privacy Act of 1974, as amended; Department of Defense (DoD) 5400.11-R, DoD Privacy Program; and DISAI 210-225-2, DISA Privacy Program.

PURPOSE(S):

This system is maintained for the purpose of processing access and amendment requests and administrative appeals under the Privacy Act; for the purpose of participating in litigation regarding agency action on such requests and appeals; and for the purpose of assisting the Defense Information Systems Agency in carrying out any other responsibilities under the Privacy Act.

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

In addition to the disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records 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 DISA'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:

Records may be stored on paper and electronic storage media.

RETRIEVABILITY:

Retrieve by full name.

SAFEGUARDS:

Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Electronic records are password protected and encrypted. Access to records is limited to person(s) responsible for servicing the record in the performance of their official duties and who are properly screened and cleared for need-to-know.

RETENTION AND DISPOSAL:

Official Privacy Act requests are kept a minimum of 2 years. Requests denied but not appealed are destroyed after 5 years. Requests for access or amendment and appeal or denial are destroyed 4 years after final action or 3 years after adjudication by the courts, whichever is later. Control logs of accounting of disclosures are kept 5 years or in accordance with the approved disposition instructions for the related subject records, whichever is later. Records are destroyed by shredding, pulping, burning or degaussing.

SYSTEM MANAGER(S) AND ADDRESS:

DISA Privacy Officer, Defense Information Systems Agency (DISA), Chief Information Office (CIO), 6916 Cooper Ave, Fort Meade, MD 20755-7901.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Information Systems Agency, Chief Information Office (CIO), 6916 Cooper Ave, Fort Meade, MD 20755-7901.

Written requests will contain the full name, home address, telephone number of the requesting individual. The requester must present a copy of their current DISA identification badge or a copy of their driver's license as proof of identity.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about them contained in this system of records should address written inquiries to the Defense Information Systems Agency, Chief Information Office (CIO), 6916 Cooper Ave, Fort Meade, MD 20755-7901.

Written requests will contain the full name, home address, telephone number of the requesting individual. The requester must present a copy of their current DISA identification badge or a copy of their driver's license as proof of identity.

CONTESTING RECORD PROCEDURES:

DISAís rules for accessing records, for contesting content and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the DISA Privacy Officer.

RECORD SOURCE CATEGORIES:

Those individuals who submit initial requests and administrative appeals pursuant to the Privacy Act; the agency records searched in the process of responding to such requests and appeals.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), and published in 32 CFR part 316.8. For additional information contact the system manager.

FEDERAL REGISTER HISTORY:

February 22, 1993, 58 FR 10562; September 13, 2012, 77 FR 56630