SYSTEM NAME:

Assignment and Correspondence Tracking System  (November 21, 2012,  77 FR 69443)

SYSTEM LOCATION:

Headquarters, Defense Threat Reduction Agency (DTRA), Office of the Chief of Staff, ATTN: Secretary of the Director's Staff, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Individuals assigning, responding to, or subjects of, correspondence and assignments.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records may contain an individual's name, Social Security Number (SSN) within supporting documents, physical and electronic, home and duty addresses, and phone numbers, security clearance data, military or civilian rank/grade, and correspondence or supporting documents.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations, 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; and E.O 9397 (SSN), as amended.

PURPOSE(S):

The system is used to initiate, manage, and track assignments coming from outside DTRA as well as those generated within DTRA at the Director, Deputy Director, Chief of Staff, Staff offices, and Directorate to Directorate levels.

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:

To officials and employees of the U.S. Government, contractors, other Government agencies, and private sector entities in the performance of their official duties as they relate to clarifying issues arising from assignments and correspondence under the Assignment and Correspondence Tracking System.

The DoD Blanket Routine Uses published at the beginning of DTRA's compilation of system 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:

By individual's name.

SAFEGUARDS:

Paper files are maintained in secure, limited access, or monitored work areas accessible only to authorized personnel. Electronic media are maintained via an internal Local Area Network (LAN) with workstations and laptops of authorized personnel protected with passwords.

RETENTION AND DISPOSAL:

Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.

SYSTEM MANAGER(S) AND ADDRESS:

Office of Chief of Staff/Director-Chief of Staff-Secretary of the Director's Staff (DIR-COS-SDS), Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system of records should submit a written request, to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.

Individuals should furnish their full name, current address, and telephone number.

RECORD ACCESS PROCEDURES:

Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.

Individuals should furnish their full name, current address, and telephone number.

CONTESTING RECORD PROCEDURES:

The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11, DTRA Privacy Program; 32 CFR 318; or may be obtained from the Chief, Freedom of Information and Privacy Office, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6201.

RECORD SOURCE CATEGORIES:

Individual records subjects, DoD databases, correspondence emanating from external sources, and internal DTRA actions.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

December 15, 2008, 73 FR 76008; December 14, 2010, 75 FR 77851; November 21, 2012, 77 FR 69443