Office of the Secretary, DoD/Joint Staff

DWHS P29

SYSTEM NAME:

Personnel Security, Suitability, and Homeland Security Presidential Directive 12 (HSPD-12) Adjudications  (May 13, 2014,  79 FR 27288)

SYSTEM LOCATION:

Department of Defense (DoD) Consolidated Adjudications Facility (CAF), 600 10th Street, Ft. Meade, MD 20755-5615.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

DoD civilian employees, federal contractor personnel, consultants, military personnel, and other persons whose personnel security, suitability, and HSPD-12 eligibility are adjudicated by the DoD CAF.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records relating to the adjudication of an individual's personnel security, suitability and HSPD-12 eligibility.  Full name (e.g., current, former, alternate, alias, or alternate spelling); date of birth (DoB); place of birth (PoB); age; identification types and numbers (e.g., Social Security Number (SSN), DoD identification number, driver’s license, passport).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

E.O. 10450, as amended, Security Requirements for Government Employment; E.O. 10865, as amended, Safeguarding Classified Information Within Industry;
E.O. 12829, as amended, National Industrial Security Program; E.O. 12968, as amended, Access to Classified Information; E.O. 13467 Reforming Processes Related to Suitability for Government Employment, Fitness for Contractor Employees and Eligibility for Access to Classified National Security Information; E.O. 13488 Granting Reciprocity on Excepted Service and Federal Contractors Employee Fitness and Reinvestigating Individuals in Positions of Public Trust; DoD Instruction (DoDI) 1400.25, Volume 731, DoD Civilian Personnel Management System:  Suitability and Fitness Adjudication for Civilian Employees; DoDI 5200.02, DoD Personnel Security Program (PSP); DoDI 5220.22, National Industrial Personnel Security Program (NISP); DoD Regulation 5200.2R, DoD Personnel Security Program (PSP); DoD Manual 5105.21, Volume 1, Sensitive Compartmented Information Administrative Security Manual; Director of National Intelligence, Intelligence Community Directive Number 704, Personnel Security Standards and Procedures Governing Eligibility for Access to Sensitive Compartmented Information and Other Controlled Access Program Information; Homeland Security Presidential Directive-12 (HSPD-12), Policy for a Common Identification Standard for Federal Employees and Contractors; Office of Personnel Management Memorandum, Final Credentialing Standards for Issuing Personal Identity Verification Cards under HSPD-12; and authorities cited therein; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To be used by officials of the DoD CAF to adjudicate personnel security investigations (initial, periodic and continuous) and incidents resulting in the issuance, denial, suspension or revocation of an individual’s personnel security eligibility.  Records are also used by officials of the DoD CAF to adjudicate favorable suitability and HSPD-12 determinations.

To be used by members of the Military Department Personnel Security Appeal Boards (PSABs); Washington Headquarters Services Clearance Appeal Board; and the Defense Office of Hearings and Appeals to determine appeals of personnel security eligibility denials and revocations.

Decision documents may be provided to appropriate personnel offices to effect personnel actions.

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 herein may be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The following DoD Blanket Routine Uses apply:

1. Law Enforcement Routine Use.

3. Disclosure of Requested Information Routine Use.

4. Congressional Inquiries Disclosure Routine Use.

6. Disclosures Required by International Agreements Routine Use.

9. Disclosure to the Department of Justice for Litigation Routine Use.

12. Disclosure of Information to the National Archives and Records Administration Routine Use.

13. Disclosure to the Merit Systems Protection Board Routine Use.

14. Counterintelligence Purpose Routine Use.

15. Data Breach remediation Purposes Routine Use.

16. Information Sharing Environment Routine Use.

The remaining DoD Blanket Routine Uses published at the beginning of the Office of the Secretary of Defense 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 file folders and electronic media.

RETRIEVABILITY:

Records are retrieved by last name of subject or by SSN.

SAFEGUARDS:

Records are stored on a secure military installation and in a building with 24-hour controlled access. Access to offices requires swipe access with Common Access Card and PIN. Records are maintained under the direct control of office personnel in the Consolidated Adjudications Facility during duty hours. Office is locked at all times and alarmed when unoccupied. Access to all records is role based and access to electronic records requires use of Common Access Card and PIN.  Electronic records are stored on a DoD Information Assurance Certification and Accreditation Process approved IT system.  All personnel are required to take Privacy training annually.

RETENTION AND DISPOSAL:

Routine cases or those containing only minor derogatory information that result in a favorable determination for the individual are destroyed 15 years after completion date of the last investigative action for that file.

Files on persons who are considered for affiliation with the DoD will be destroyed after 1 year if the affiliation is not completed.

Cases containing significant derogatory information are destroyed 25 years after the date of the last action, except those files deemed to be of historical value and/or or widespread public or congressional interest, which may be retired to the National Archives after 15 years.

SYSTEM MANAGER(S) AND ADDRESS:

Director, DoD Consolidated Adjudications Facility, 600 10th Street, Ft. Meade, MD 20755-5615.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Privacy Access Requests, DoD Consolidated Adjudications Facility, 600 10th Street, Ft. Meade, MD 20755-5615.

Requesters should provide full name and any former names used, date and place of birth, and SSN.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Privacy Access Requests, DoD Consolidated Adjudications Facility, 600 10th Street, Ft. Meade, MD 20755-5615.

A request for information must contain the full name and any former names used, and SSN of the subject individual and address where the records are to be returned.

In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:

If executed without the United States: 'I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.   Executed on (date).  (Signature).'

If executed within the United States, its territories, possessions, or commonwealths: 'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature).'

Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for their representative to act on their behalf.

CONTESTING RECORD PROCEDURES:

The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction No. 81; 32 CFR part 311; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Information is received from individuals, their attorneys and other authorized representatives; investigative reports from Federal investigative agencies; personnel security records and correspondence; medical and personnel records, reports and evaluations; correspondence from employing agencies; DoD personnel security systems and processes (e.g., Joint Personnel Adjudication System, Continuous Evaluation); and DoD and other Federal organizations, agencies and offices.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Portions of this system may be exempt from certain provisions of 5 U.S.C. 552a(k)(5), as applicable.

An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager.

FEDERAL REGISTER HISTORY:

June 7, 1995, 60 FR 30071; May 13, 2014, 79 FR 27288.