IMPLEMENTATION OF THE PRIVACY ACT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05054A000100100037-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 12, 2016
• Document Release Date: July 14, 2000
• Sequence Number: 37
• Publication Date: October 1, 1975
• Content Type: REGULATION

approved For Rel
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INSTRUCTION N0.
LI 70-
SUBJECT Implementation of the Privacy Act
(b) Privacy Act of 1974-r PL 93-579
(c) Federal Register dtd 28 Aug 75
1. GENERAL
LI 70- /~l
RECORDS
Oct 75
This instruction sets forth the requirements and responsibilities for imple-
menting the Privacy Act of 1974. Procedures contained in '.this instruction
ayv
became effective~28 September 1975. /
Office of Logistics (OL) has (~ records Systems falling under the provisions
(a) Parking Permit Files - CIA 16
(b) Vehicle Operators Files - CIA 17
(c) Personal Property Claims Records - CIA 18
(d) Equipment and Supplies Accountability Records - CIA 19
(e) Logistics Security Clearance Records - CIA 20
(Instructions concerning access to and maintenance of personnel soft files
will be provided by the DD/A).
The Privacy .Act requires notice be provided to the publi ~ via the Federal
Register'of any~ecords~ystems maintained by Government agencies that contain
information on citizens of the Unites States and aliens admitted for
permanent residence that is retrievable by individual name or identifying
ce..~. ~;..~ ~ ~
number. Information published in the Federal Register provides Lnd-rvi~du ~f~
with sufficient information about the ~ecords Systems to enable him to
determine if the system contains any information about him. Procedures by
which the individual may request information, amendments or corrections
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theretolhave been established by the .Agency. The~t also provides for the
individual to be advised of, and give written consent for, disclosures of
information made from these ~'ecords ~S~stems that are not in accordance with
the routine uses as set forth in the Federal Register.
2. RESPONSIBILITIES
It is the responsibility of the /Chief of each ~'`taff orvision maintaining
the ~ecords ~ystem identified in ~~
paragraph 1 to ensure disclosures of
information from.the records are made in compliance with the provisions of the
Privacy Act and that safeguards to protect data from unauthorized alterations
are established. All employees charged with the maintenance and operation
of these systems must be made fully aware of their responsibilities as set
forth i dtd 26 Sep 75, and should be familiar with the description
and uses of the particular system as published in the Federal Register.
Access to these files must be limited to the employees of the office in which
they are maintained.
~ a. Conditions of Disclosure
? --
Disclosures of information from these records may be made to
Agency personnel who have a demonstrated ~~need~ltoy~kno~"".'~ Unless the
disclosure of information falls within one of the following categories,
written consent of the individual is required prior to the disclosure;
Act (FOIA);
(3) Disclosur made for a routine use as defined in the notice of
~ecords stems pu~~,ished in the Federal Register;
(4) Disclosure made to the Bureau of1~C nsus;
(5) Disclosure to a person or another agency for statistical research
or reporting purposes;
(6) Disclosure to a law enforcement activity provided the head of
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(7)
the agency or instrumentality has made written request to CI.A;
Disclosure upon showing of "compelling circumstances" affecting
the health or safety of an individual;
(8)
Disclosure to the Congress or the Comptroller General?
j~1/"
(9)
Disclosure pursuant to a court order.
b Accounting four i_s_c oG ~r G ,
A record must be maintained that accounts for all disclosures made
outside the Agency. The following information must be included in the
accounting and maintained in the individuals file:
(1) Date, purpose)and listing of the record(s) disclosed (singe:
document, folder, etc.),,
(2) Name and address of the person or agency to whom the disclosure
is made.
c. ~?afeguards
~--._
(1) Only those personnel who maintain the records shall have access
to the files.
(2) Disclosures of information will be made only after a determination
is made that the requester has a~~need to know.'
3. Procedures for Processing Privacy Act Requests
Requests from outside the Agency for information from any of the OL cords
stems will be initially received in the Information and Privacy Staff (IPS)O
DD/A. These requests will be sent to the Executive Officer (EO), OL, and
thezforwarded to the ~aff or lvision responsibie for search and reply.
Replies to search requests including any documents will be returned to the
EO/OL who will make the determination whether the information may be released
to the requestor.
4 . , REPORTS . ~ ~ ~C', "
A m@~pphdyeaF~rrRe~ee~e 1~?O~~It:~I~R~t~}~10?~Of~~~0~33~r~s expended in
processing requests, plus any additional costs incurred/ to comply with the
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~t. This report will be submitted by the EO/OL.
MICHAEL J. MALANICK
Director of Logistics
ATT:
Excerpt from the Federal Register
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