SYSTEM NAME:

Installation Historical Files  (February 22, 1993,  58 FR 10189)

SYSTEM LOCATION:

Public Affairs Office at DMA Bethesda. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.

Decentralized Segments - Records Holding Area, Information Management Support Division. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Individuals who have given speeches or written an article for a magazine or newspaper.

CATEGORIES OF RECORDS IN THE SYSTEM:

Copies of speeches and articles for magazine or newspapers.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations.

PURPOSE(S):

To furnish background information on the history of installations to obtain up-to-date information on all speeches, articles for magazines and newspapers published or given by an individual of DMA; to recognize accomplishments and publications.

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:

To News for Public Relations and Community Affairs Matters and to organizers of testimonials and banquets for the purpose of obtaining background information on the history of installations, up-to-date information on all speeches, articles for magazines and newspapers published or given by an individual of DMA, and recognizing accomplishments and publications.

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

STORAGE:

Paper records in file folders.

RETRIEVABILITY:

Files retrieved alphabetically by name of individual.

SAFEGUARDS:

Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access.

RETENTION AND DISPOSAL:

This is a permanent record. Retired from Records Holding Area.

SYSTEM MANAGER(S) AND ADDRESS:

Public Affairs Office, ST A-11, DMA Fairfax, 8613 Lee Highway, Fairfax, VA 22031-2137.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Public Affairs Office, ST A-11, DMA Fairfax, 8613 Lee Highway, Fairfax, VA 22031-2137.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system should address written inquiries to Public Affairs Office, ST A-11, DMA Fairfax, 8613 Lee Highway, Fairfax, VA 22031-2137.

Written requests for information should contain the full name of the individual, current address and telephone number, Social Security Number.

For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified.

CONTESTING RECORD PROCEDURES:

DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Employee copies of speeches; newspapers; magazines, photographs and related publications.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY: