SYSTEM NAME:

Personnel Security Files  (February 22, 1993,  58 FR 10562)

SYSTEM LOCATION:

Primary System-Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

Decentralized Segments-Defense Communications Operations Unit, White House Communications, Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Active duty military personnel, DoD Civilian employees, and DoD Contractor Personnel nominated and approved for assignment to the White House Communications Agency (WHCA).

CATEGORIES OF RECORDS IN THE SYSTEM:

Files contain individual nominations for assignment to the WHCA. Files include retained copies of individuals' Statements of Personal History; periodic updates of statement of personal history data; individual building pass and identification security badge requirements; security briefing certificates; reports of involvement in accidents and incidents; retained copies of application for off-duty employment; notification of security clearance indoctrination/debriefing; notification of completion of spouse National Agency Checks; individual certificates of clearances; personal interview results.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

E.O. 10450, as amended; E.O. 10865.

PURPOSE(S):

Nomination files for assignment to WHCA are initiated to transmit completed background investigations to the following activities (in the order listed):

The Office of the Special Assistant to the Secretary and Deputy Secretary of Defense.

The Office of the Military Assistant to the President.

Nomination files are used to evaluate the background, character, and qualifications of persons for assignment to the agency.

Individual pass and security identification requirements records are collected to control or limit access of personnel to sensitive facilities.

Individual reports of involvement in accidents or incidents are used to monitor the security and security-related conduct of personnel who are assigned to a Presidential support activity and who have access to classified information.

Individual requests for approval of off-duty employment of active duty military personnel. The formal request documents that a determination has been made that the off-duty employment does not involve any conflict of interest.

Retained copies of notifications of the indoctrination of personnel for various security clearances and special access programs. Notifications are used to insure that only properly indoctrinated personnel are permitted access to these security clearances and records.

Retained copies of correspondence advising the Commander, Naval Support Facility, Camp David, Maryland, of the completion of a National Agency Check on the spouses of WHCA personnel assigned to Camp David. Notifications are used as the basis for the preparation of access lists to Camp David.

Individual certificates of security clearances issued by the Defense Information Systems Agency. These certify that personnel assigned to the agency have met all requirements for access to classified material.

Interview notes dealing with the personal interview of individuals tentatively accepted for assignment to the White House Communications Agency, pending completion of the background investigation. Notes are used to assess the overall qualifications of personnel tentatively selected for assignment to the agency.

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, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

Nomination files for assignment to WHCA are initiated to transmit completed background investigations to the following activities (in the order listed):

The Staff Assistant for Security, Office of the Counsel to the President;

Special Agent in Charge, Technical Security Division, United States Secret Service.

Statements of Personal History, as well as the periodic update of personal history data, is used to furnish the Defense Information Systems Agency, the White House Office, and other Federal Agencies personal data on applicants for assignment or duty with the agency. Statements of Personal History serve as the basis for initiation of background investigations and assessing the eligibility of individual for special access programs.

The `Blanket Routine Uses' set forth at the beginning of the DISA'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 records and cards in file folders.

RETRIEVABILITY:

Filed alphabetically by last name of individual.

SAFEGUARDS:

Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel properly screened, cleared and trained.

RETENTION AND DISPOSAL:

Records are permanent. They are retained in active status during period of access and retired to records storage facility.

SYSTEM MANAGER(S) AND ADDRESS:

Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374.

The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20370.

Written requests for information should contain the full name of the individual, current address and telephone number and category information requested.

For personal visits, the individual should be able to provide some acceptable identification, that is, driver's license, employee identification or military identification card.

CONTESTING RECORD PROCEDURES:

DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Statements of Personal History and related personal information forms and reports from each individual; Notification of personal (security) clearance from the Defense Information Systems Agency and other appropriate Federal Agencies; incident and accident reports from the investigating agency.

Card files are originated in the Security Office, White House Communications Agency, extracting pertinent information from the Statement of Personal History and related personal information forms which the individual provides.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY: