RECORDS SYSTEM REPORTING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP88G00186R001001300009-2
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 32
• Document Creation Date: December 22, 2016
• Document Release Date: June 7, 2010
• Sequence Number: 9
• Publication Date: October 11, 1985
• Content Type: MEMO

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ROUTING AND RECORD SHEET
S1AJECY: (optional)
FROM: John N. cMahon
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DDA 85-3425
11 October 1985
MEMORANDUM FOR: Director, Intelligence Community Staff
Deputy Director for Intelligence
Deputy Director for Operations
Deputy Director for Science and Technology
Chairman, E Career Service
FROM: Harry E. Fitzwater
Deputy Director for Administration
SUBJECT: Records System Reporting
1. The Privacy Act of 1976 requires that each federal agency which
maintains a system of records as defined by the Privacy Act l/must
publish, at least annually, a notice in the Federal Register of the
existence and character of such system of records. CIA initially listed
67 such systems. The decade since the first listing, several amendments
have increased the total system listed to 69. A copy of the current
system listing is attached.
2. Freedom of Information Act, Privacy Act and Executive Order 12356
Handbook further defines the
responsibilities of pertinent Agency components and describes procedures
to use in satisfying those responsibilities. Additionally, all com-
ponents have been periodically reminded of he need to keep the Agency
listing of Privacy Act systems of records current. The most recent
reminder was dated 18 July 1984, titled Records Systems
Reporting.
3. Like much of the rest of our society, the Agency has not escaped
the effects of the dramatic advances in information processing in the
last decade. On its face, it would seem unlikely that there have been no
revisions in the Agency's systems of records that would require a revision
of the Agency's published listing.
1/'The term 'system of records' means a group of any records under
the control of any agency from which information is retrieved by the
name of the individual or by some identifying number, symbol, or
other identifying particular assigned to the individual,' 552a(a)(5).
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4. I ask that each addressee review their records systems to ensure
that all proper systems of records are identified. To ensure that no one
mistakes the seriousness of this requirement, I would remind you of the
following provision of the Privacy Act;
Any officer or employee of any agency who willfully main-
tains a system of records without meeting the notice requirements
of subsection (e)(4) of this section shall be guilty of a mis-
demeanor and fined not more than $5,000.'
5. The record system reviews must be done expeditiously. Each
Directorate is expected to report its findings resulting from the review
to the Deputy Director for Administration no later than 31 October 1985.
The report should indicate which record system listings remain the same,
which systems should be deleted from the listing, which systems listings
should be modified and which new systems should be added. The DDA Office
of Information Services is prepared to assist your components in dealing
with questions which may arise in the process of your review.
H r E. Fitz r
Attachment:
As stated
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SUBJECT: Records System Reporting
Distribution: w/attachment
2 - DDCI
1 - EXREG
1 - Director, ICS
1 - DDO
1 - DDI
DDA
1 - DDS&T
1 - OGC
2 - D/OIS
1 - LA/OIS
1 - C/IPD/OIS
1 - C/IRMD/OIS
1 - C/CRD/OIS
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Privacy Act Issuances
1984 Compilation
Volume IV
Systems of Records
Agency Rules
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CENTRAL INTELLIGENCE AGENCY
STATEMENT OF GENERAL ROUTINE USES
The following routine uses apply to, and are incorporated by
reference into, each system of records maintained by the CIA:
1. In the event that a system of records maintained by the Central
Intelligence Agency to carry out its functions indicates, or relates to,
a violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or par-
ticular program pursuant thereto, the relevant records in the system
of records may be disclosed, as a routine use, to the appropriate
agency whether federal, state, local or foreign, charged with the
responsibility of investigating or prosecuting such violation, or
charged with the responsibility to take appropriate administrative
action, or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
2. A record from this system of records may be disclosed, as a
routine use, to a federal, state or local agency maintaining civil,
criminal or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain informa-
tion relevant to a Central Intelligence Agency decision concerning
the hiring or retention of an employee, the issuance of a security
clearance or special access, or the performance of the Agency's
acquisition functions.
3. A record from this system of records may be disclosed, as a
routine use, to a federal, state, or local agency, or other appropriate
entities, or individuals, in connection with the hiring or retention of
an employee, the issuance of a security clearance or special access,
the reporting or an investigation of an employee, the letting of a
contract, or the issuance of a license, grant or other benefit, to the
extent that the information is relevant and necessary to the entity's
decision on the matter.
4. A record from this system of records may be disclosed, as a
routine use, in the course of presenting evidence to a court, magis-
trate or administrative tribunal, including disclosures to opposing
parties or their counsel or other representatives in the course of
settlement negotiations, and disclosures made pursuant to statutes or
regulations governing the conduct of such proceedings.
5. A record from this system of records may be disclosed to the
Office of Management and Budget in connection with the review of
private relief legislation, as set forth in OMB Circular No. A-19, at
any stage of the legislative coordination and clearance process as set
forth in the Circular.
6. A record from a system of records may be disclosed, as a
routine use, to NARS (GSA) in records management inspections
conducted under the authority of 44 U.S.C. 2904 and 2906.
7. A record from this system of records may be disclosed, as a
routine use, to a federal, state, or local agency, other appropriate
entities or individuals, or, through established liaison channels, to
selected foreign governments, provided such disclosure is compatible
with the purpose for which the purpose for which the record was
collected and is undertaken to enable the Central Intelligence
Agency to carry out its responsibilities under the National Security
Act of 1947, as amended, the CIA Act of 1949, as amended, Execu-
tive Order 12333 or any successor order, national security directives
applicable to the Agency and classified implementing procedures
approved by the Attorney General promulgated pursuant to such
Orders and directives, as well as statutes, Executive orders and
directives of general applicability. This routine use is not intended to
supplant the other routine uses published by the Central Intelligence
Agency.
RECORD SYSTEM
Applications Tracking System-CIA-I
Office of Data Processing Training and Skills Inventory-CIA-2
Computer Access File-CIA-3
Private Attorney Panel-CIA-4
Legal Subject Records-CIA-S
Career Training Files-CIA-6
Off-Campus Instructor Applicant Files-CIA-7
Agency Training Record-CIA-8
Language Learning Center-CIA-9
Language Qualifications Register and OTRTEST-CIA-10
Modern Language Aptitude Test Scores (MLAT)-CIA-I I
External Training Files-CIA-12
Guest Speakers-CIA-13
Equal Employment Opportunity Complaint Records-CIA-14
Employee Grievance Files-CIA-IS
Parking Permit Files-CIA-16
Vehicle Operators File-CIA-17
Personal Property Claims Records-CIA-18
Equipment and Supplies Accountability Records-CIA-19
Logistics Security Clearance Records-CIA-20
Privacy and Freedom of Information Acts Requesters-CIA-21
Polygraph Files-CIA-23
Supplemental Personnel (Soft) Files-CIA-24
Supplemental Personnel (Soft) Files-CIA-25
Supplemental Personnel (Soft) Files-CIA-26
Supplemental Personnel (Soft) Files-CIA-27
Supplemental Personnel (Soft) Files-CIA-28
Manpower Controls System-CIA-29
Applicant Files-CIA-30
Current Employees and Former Employees (official Personnel files
and records related thereto)-CIA-31
Consultant and Independent Contractor Records-CIA-32
Prospective Contributors for Collection of Foreign Intelligence-
CIA-33
Clinical and Psychiatric Files (Employees)-CIA-34
Clinical and Psychiatric Files (Applicants)-CIA-35
Medical Facilities and Physicians-CIA-36
Psychological Test Data Files-CIA-37
Congressional Liaison Records-CIA-38
Publicity-CIA-39
CIA Authors File-CIA-40
Intelligence in Public Literature File-CIA-41
Library Open Literature Ready Reference File-CIA-42
Briefing Program File-CIA-43
Foreign Map Source Files-CIA-44
Soviet-U.S. Contacts File-CIA-45
Academic Relations File--CIA-46
Professors and Placement Officers of Selected Colleges-CIA-47
Cryptographic Access File-CIA-48
Directorate of Operations Records Systems-CIA-49
Financial Records-CIA-50
Security Duty Office Events Reports-CIA-51
Special Clearance System-CIA-52
Central Badge System-CIA-54
Security Analysis Records-CIA-56
Security Records-CIA-57
Inspector General Research Records-CIA-58
Unsolicited Correspondence from the General Public Addressed to
the Director or Deputy Director of Central Intelligence-CIA-59
Personal and Professional Associates of the Director of Central
Intelligence-CIA-60
Supplemental Personnel (Soft) Files-CIA-61
Office of Dating Processing Security Clearance Records-CIA-62
Security Access Records-CIA-63
Inquiries from Private Individuals about CIA and its Mission-
CIA-64
Contact with the News Media and Index-CIA-65
Manuscript Review-CIA-66
Publishing and Speaking Engagement Clearances-CIA-67
CIA Personnel in Contact with Press-CIA-68
Language Use Assessment-CIA-69
CIA-I
System name: Applications Tracking System.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Agency and con-
tract employees, employees of contractor supporting Office of Data
Processing, currently or formerly assigned to computer software
development or maintenance projects in Applications.
Categories of records in the system: Documentation of hours logged
on each assigned programming or overhead project.
Authority for maintenance of the system: Section 506(a), Federal
Records Act of 1950 (44 U.S.C., Section 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Applications staff
for periodic reporting to management man-hours expended to devel-
op assigned programming projects and overhead hours. Used for
tracking the usage and scheduling of all resources for developing
software.
Used to substantiate hours spent by contractor personnel on billa-
ble contractual activity.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Magnetic disk.
Retrievability: Name and employee number.
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':'afegua? da. Limited to specifically designated and cleared person-
Retention and disposal: Records are erased when hours of activity
are no longer needed by management.
System manager(s) and address:
Director, Office of Data Processing
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Agency employees, contract employees,
employees of contractor supporting the Office of Data Processing.
CIA-2
System name: Office of Data Processing Training and Skills Invento-
ry.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Employees, con-
tract employees, and employees of contractors assigned to the Office
of Data Processing (ODP).
Categories of records in the system: Documentation of CIA-funded
training for each individual assigned to the Office of Data Process-
ing.
Documentation submitted by each individual assigned to ODP,
indicating his self-evaluation of his programming skills.
Authority for maintenance of the system: Section 506(a), Federal
Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Assist D/ODP in ascer-
taining what additional training personnel should receive.
Assist D/ODP in the management of personnel assignments to new
programming tasks.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Magnetic disk.
Retrievability: By Name.
Safeguards: Access to and use of these records is limited to those
persons whose official duties require such access.
Retention and disposal: Records are purged as employees separate
from ODP via periodic updates.
System manager(s) and address:
Director, Office of Data Processing
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Agency personnel and employees of con-
tractors.
CIA-3
System name: Computer Access File.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Agency employees
having special access to Office of Data Processing computer systems.
Agency cleared contractors who have been granted access to
Office of Data Processing computer systems.
Categories of records in the system: Individual's name, office, user
identification code, badge number and computer systems to which
the individual has access.
Authority for maintenance of the system: Section 506(a), Federal
Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Office of Data Processing
Security Officers, computer system and data base managers, and
Automated Data Processing Control Officers use the system to
Determine computer system(s), if any, to which an individual at
CIA has access.
Control access to computer systems through automated computer
system verifications of individual's authorization for access to com-
puter which he/she is attempting to use.
Determine the name, office, room number and badge number asso-
ciated with the user identification code of an individual suspected of
a possible violation of computer systems security procedures.
Identify individuals listed in audit trail records as having accessed
a particular computer system or computer-based system of records.
Produce mailing lists of ODP computer users.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Magnetic disk packs with "back-up" records on tapes and
controlled hard copy computer listings used for reference. Applica-
tions and approval for access are maintained in paper files.
Retrievability: Name and user identification code.
Safeguards: Access to these records is limited to cleared persons
whose official duties require such access. Personnel screening and
computer system security protective mechanisms are employed to
prevent unauthorized disclosure. Hard copy computer listings and
paper files are maintained in combination lock safes or vaulted areas.
Retention and disposal: Records of individuals who no longer have
access to Office of Data Processing systems are deleted from com-
puter-based system of records.
As changes are made and new master computer listings are gener-
ated, the paper listings are destroyed by burning and the records on
magnetic media are degaussed. There is no retention of these records.
System manager(s) and address:
Director, Office of Data Processing
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Employees.
Contractor employees.
CIA-4
System name: Private Attorney Panel.
System location:
Central Intelligence Agency
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Washington, D.C. 20505.
Categories of individuals covered by the system: Attorneys in pri-
vate practice.
Categories of records in the system: Name, address, date and place
of birth, education, law firm (if any), State(s) admitted to Bar, and
date and type of clearance.
Authority for maintenance of the system: Central Intelligence
Agency Act of 1949, as Amended-Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To provide a list of private
attorneys for use on CIA classified projects.
To provide a referral list for those employees whose employment
with CIA must be protected.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Records are stored in a combination lock safe and
access is only by personnel in the Office of General Counsel.
Retention and disposal: Records on cleared but never used attor-
neys are destroyed 1 year after clearance is cancelled. Records of
cleared and used attorneys are destroyed when deceased or when
services are no longer of interest whichever is earlier. Destruction is
by pulping.
System manager(s) and address:
General Counsel
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Attorneys, CIA employees and former
employees,
Martindale-Hubbell Law Directory.
CIA-5
System name: Legal Subject Records.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Agency employees,
defectors, individual plaintiffs in litigation cases, individuals asserting
claims against CIA, contractors and consultants, authors, journalists
and other individuals who become involved in legal relationships or
matters with CIA.
Categories of records in the system: Correspondence, affidavits,
briefs and other legal documents, reports of investigation, Govern-
ment forms, cables and internal CIA memoranda.
Authority for maintenance of the system: Central Intelligence
Agency Act of 1949, as Amended-Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To provide factual infor-
mation for legal opinions.
To provide factual information for litigation reports prepared for
the Department of Justice.
To provide factual information for dealing with Agency contrac-
tors and consultants.
A record from this system of records may be disclosed as a
"routine use" to a Federal, state or local agency maintaining civil,
criminal or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain informa-
tion relevant to an Agency decision concerning the hiring or reten-
tion of an employee, the issuance of a security clearance, the letting
of a contract, or the issuance of a license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Records are stored in combination lock safes and
access is only by personnel in the Office of General Counsel.
Retention and disposal: Permanent retention.
System manager(s) and address:
General Counsel
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should he ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an. initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Individuals identified in Categories of
individuals covered by the system above, Federal agencies and other
CIA records systems.
CIA-6
System name: Career Trainee Files.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Applicants and
employees selected for Career Training Program.
Categories of records in the system: Name, biographic data, test
results of applicant being considered for Career Training Program.
Employee name, biographic data, test results, training evaluations,
correspondence, trainee progress reports and supervisor reports on
trainees during their interim assignments, and memoranda for the
record.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L.80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Agency officials
to determine an individual's selection for the Career Training Pro-
gram.
Used by Agency officials for monitoring training activity after
selection.
Used by Agency officials for job placement after completion of
training program.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper and microforms.
Retrievability: By name.
Safeguards: Stored in combination lock safe; access is limited to
Career Trainee Program Officers, and Personnel Officers.
Retention and disposal: Files are retained for duration of the em-
ployee's participation in the Career Training Program, then trans-
ferred to the Office of Personnel. Official transcripts are filed in the
official personnel folders; remaining material is incorporated into
individual's supplemental personnel (soft) file. Unsuccessful applicant
records are returned to the Office of Personnel.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
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Notification procedure: Individuals seeking to learn if this system of
,record." cwmtains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Wastington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
.ection of the Federal Register.
Record source categories: The sources of information in these files
are Program Officers, educational institutions, and the individual.
CIA-7
System name: Off-Campus Instructor Applicant Files.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Agency employees
who are applicants for part-time instructor positions in the Agency
Off-Campus Program sponsored by University of Virginia.
Categories of records in the system: Applicant forms for teaching in
the Off-Campus Program.
Correspondence with University of Virginia including application
approvals and rejections and documents concerning contract adminis-
tration.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Agency officials
to administer Instructor Program for Off-Campus college courses
provided to employees.
Recommendations to University of Virginia for employing instruc-
tors.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name and discipline.
Safeguards: Stored in combination lock safes. Access by CIA offi-
cials on need-to-know basis.
Retention and disposal: Records are destroyed by pulping 3 years
after termination of Agency employment.
System manager(s) and address:
Director, Office of Training y?
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Employee, educational institutions, stu-
dent evaluation of the instructor and the University of Virginia.
CIA-8
System name: Agency Training Record.
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Agency employees
and other Federal employees who have completed Office of Training
courses, Agency-sponsored external training, and other Agency com-
ponent-conducted training programs.
Categories of records in the system: A machine run which lists the
individual's transcript of Agency-sponsored training.
Authority for maintenance of the system: Title 5, USC, Chapter 41.
Central Intelligence Act of 1949, as Amended-Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Records are used by
Agency officials for processing employee requests for Agency-spon-
sored training.
Used by Agency officials to evaluate training requirements in con-
nection with a proposed assignment.
Agency Career Management and Training Officers use this record
as a management tool in counseling employees concerning their
career development.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Machine listing on COM.
Retrievability: By name.
Safeguards: Stored in combination lock safes. Access is restricted
to Training Officers, Personnel Officers, Supervisors and the TSS/
OTR Staff.
Retention and disposal: Superseded COM reels are destroyed by
burning upon receipt of updated reels.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Transcripts from educational institutions,
certificates of successful completion from the training facility and
training reports from the individual.
CIA-9
System name: Language Learning Center Student Files.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Employees enrolled
in the Language Learning Center.
Categories of records in the system: Biographic data, test scores,
training reports from instructors, training requests from sponsoring
office and attendance reports.
Authority for maintenance of the system: Title 5, U.S.C. Chapter
41.
Central Intelligence Agency Act of 1949, as Amended--Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Agency officials
to monitor student performance. Transcript is entered in the Agency
Training Record.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
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Storage: Paper.
Retrievability: By name.
Safeguards: Records stored in secure areas. Access on a need-to-
know basis.
Retention and disposal: Retained for duration of student enrollment.
Files are cut off at completion of training; all but final report is
destroyed 90 days after cut off; final report is destroyed 5 years after
cut off. Records are destroyed by pulping.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Employees and instructors.
CIA-10
System name: Language Qualifications Register and OTRTEST.
System location: Central Intelligence Agency, Washington, D.C.
20505
Categories of individuals covered by the system: Employees who
claim a foreign language proficiency and applicants to the Agency
who have taken one of the Agency's foreign language reading profi-
ciency tests.
Categories of records in the system: Employee claim of foreign
language proficiency and identifying biographic data. Social Security
number of employee or applicant (in OTRTEST subset only), lan-
guage tested, and answers to each test question.
Authority for maintenance of the system: Title 5, U.S.C., Chapter
41.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Agency personnel
for processing requests for foreign language training and for language
proficiency cash awards. Tangential use to norm and validate reading
proficiency and to verify reading test scores.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper, magnetic tape, and magnetic disk.
Retrievability: Name and language. Within OTRTEST subset only,
Social Security number, language, and date of test.
Safeguards: Maintained in combination lock safes, magnetic tapes,
and on password controlled disks. Access on a need to know basis.
Retention and disposal: Record updated semiannually. Outdated
paper record is destroyed by reducing to pulp. Magnetic tapes are
degaussed. OTRTEST subsect updated weekly. Magnetic disk record
is permanent.
System manager(s) and address: Director of Training and Educa-
tion, Central Intelligence Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator, Central Intelligence
Agency, Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Employees and within the OTRTEST
subset, only, employee and applicant's Social Security number.
CIA-11
System name: Modern Language Aptitude Test Scores (MLAT).
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Selected applicants
and employees who have taken the Modern Language Aptitude Test.
Categories of records in the system: Name, biographic data and test
scores.
Authority for maintenance of the system: Title 5, U.S.C. Chapter
41.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101)
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Language Learn-
ing Center personnel to evaluate student potential for learning a
foreign language.
Used by Personnel Officers in deciding appointment and job place-
ment.
Aptitude test scores are provided to Foreign Service Institute
when employee is enrolled in their language program.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Stored in combination lock safes, access on a need-to-
know basis.
Retention and disposal: Destroyed upon termination of Agency
employment. Unsuccessful applicant records are destroyed after 12
months. Destruction of records is by pulping.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Individual.
CIA-12
System name: External Training Files.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Employees spon-
sored full-time external training programs.
Categories of records in the system: Employee biographic data,
correspondence with public and private educational institutions, tran-
script and grades, training requests and administrative documents
related to enrollment, employees evaluation of training course and
employee Training Obligation Agreement.
Authority for maintenance of the system: Title 5, USC, Chapter 41.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
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Routine uses of records maintained in the system, including catego-
,4es of users and the purposes of such uses: Used by Agency officials
to determine employee's eligibility for Agency sponsored training.
. Used by Agency officials to enroll employees in private and public
educational institutions.
Used by Agency officials to evaluate courses for future enrollment
of employees.
Data for Agency Training Record.
Notification of funds advanced and accountings are proved to the
Office of Finance.
A record from this system of records may be disclosed as a
"routine use" to a Federal, state or local agency maintaining civil,
criminal or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain informa-
tion relevant to an Agency decision concerning the hiring or reten-
tion of an employee, the issuance of a security clearance, the letting
of a contract, or the issuance of a license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper and punch cards.
Retrievability: Name and employee number.
Safeguards: Stored in combination lock safe; access on need-to-
know basis.
Retention and disposal: Destroyed 1 year after employee completes
all course commitments. Destruction by pulping.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, D.C. 20505.
~f
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: The sources of information are from the
individual, his sponsoring office, and the external training facility.
CIA-13
System name: Guest Speakers.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Individuals under
consideration for guest speaker engagements in CIA training courses.
Individuals include members of the academic journalistic and busi-
ness world as well as present and former senior Agency and other
Government officials.
Categories of records in the system: Name, biographic data includ-
ing academic credentials, published materials, correspondence and
administrative records.
Authority for maintenance of the system: Section 506(a), Federal
Records Act of 1950, (44 U.S.C.3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Assist Training Officers in
curriculum development and selection of speakers for scheduled
training courses.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name and area of expertise.
Safeguards: Files are stored in a combination lock safe. Use of
material is restricted to Training Officers involved in course develop-
ment.
Retention and disposal: Records are destroyed by pulping when
Agency no longer has interest in speaker.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should he ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Individual, Agency officials, academic
and private institutions, Federal agencies.
CIA-14
System name: Equal Employment Opportunity Complainant Records.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Current or former
contract, staff or detailed military personnel of the Agency as well as
applicants for employment.
Categories of records in the system: Data collected by an EEO
Investigator which bears on the charges of discrimination brought by
the complainant. File contains sworn affidavits from the complainant,
the alleged discriminating officer(s), and other individuals directly
involved, as well as other documents, records, or other statistical
evidence considered pertinent to the case or which assists the
Agency in making its decision.
Authority for maintenance of the system: Equal Employment Op-
portunity Act of 1972, Pub. L. 92-261.
Executive Orders 11478 and 5 CFR 713.222.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To provide information in
the adjudication of complaints.
To provide information for review by the Civil Service Commis-
sion.
To provide information for Federal court review.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By complainant name.
Safeguards: Filed in combination lock safes; limited access by staff
only.
Retention and disposal: Cases resolved within Agency are de-
stroyed by pulping after resolution of case.
System manager(s) and address:
Director, Equal Employment Opportunity
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
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Record source categories: Information obtained from the complain-
nt, the alleged discriminating official, and other individuals as well
as documents, records, and statistics gathered in the investigation.
CIA-15
System name: Employee Grievance Folders.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Employee. Griev-
ance generally filed by IG Case Number assigned by Office of
Inspector General.
Categories of records in the system: Data from employees coming
to Inspector General with grievances are nature of grievance, cir-
cumstance that caused grievance and how settled.
Authority for maintenance of the system: Executive Order 10987,
By Regulation.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by members of the
Office of the Inspector General to investigate grievance to its conclu-
sion.
To refer or provide information in response to or by direction of a
court order, or where there is an indication of a violation or potential
violation of law whether civil, criminal, or regulatory in nature, to
the appropriate agency charged with the responsibility of investigat-
ing or prosecuting such violation or charged with enforcing or im-
plementing a statute or law, regulation or order issued pursuant
thereto.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By case number.
Safeguards: Materials are stored in combination lock safe; access
limited to OIG staff members.
Retention and disposal: Closed cases involving litigation or those
establishing precedence of policy are permanent. Closed routine cases
are transferred to Records Center for 10 years and returned for
review by custodian for cases selected for further retention and
inclusion with other permanent cases. Those no longer needed are
destroyed by pulping. Index cards assume disposition of case files.
File system logs for assigning case numbers are permanent.
System manager(s) and address:
Inspector General
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules. Request from individuals should be addressed as
indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Information obtained from complainant
and other employees when grievances are investigated.
CIA-16
System name: Parking Permit Files.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Employees.
Categories of records in the system: Records include name, vehicle
license number, office designation, location, and extension.
Authority for maintenance of the system: Section 506(a), Federal
Records Act of 1950 (44 U.S.C. 3101).
Federal Property Management Regulation D-47 (GSA).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Agency employ-
ees responsible for allocation and control of parking spaces at the
Headquarters Building.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name, vehicle license number, assigned parking
space number and assigned reference number.
Safeguards: Stored in safes, vaults or secure area. Access limited to
staff employees.
Retention and disposal: Records marked void upon updating of
information or upon cancellation of parking permit. Files destroyed
upon overall reallocation of parking permits done periodically (ap-
proximately once a year).
System manager(s) and address:
Director, Office of Logistics
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Indentification requirements are specified in the CIA rules pub.
lished in the Federal Register (32 CFR 1901.13) Individuals must
comply with these rules.
Record access procedures: Request from individuals should he ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Employees.
CIA-17
System name: Vehicle Operators File.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Employees.
Categories of records in the system: Name, medical qualification
forms, score sheets for driver's test, registers of permits issued and
records regarding accidents. Accident report records include police
data and investigation reports in addition to information on vehicle
involved.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Agency employ-
ees for issuing official U.S. Government driver's licenses and renew-
als.
For review by CIA officials in accident cases.
A record from this system of records may be disclosed as a
"routine use" to a Federal, state or local agency maintaining civil,
criminal or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain informa-
tion relevant to any agency decision concerning the hiring or reten-
tion of an employee, the issuance of a security clearance, the letting
of a contract, or the issuance of a license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: Individual name or driver's permit number.
Safeguards: Physically protected in a secure area. Access is limited
to employees who have the need-to-know.
Retention and disposal: Destroyed by burning three years after
license is no longer valid. Accident reports are destroyed six years
after case is closed
.
System manager(s) and address:
Director, Office of Logistics
Central Intelligence Agency
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Washington, D.C. 20505.
:-notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to..
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Individual.
Agency officials.
Federal, State and local law enforcement agencies in cases when
employee is involved in an auto accident.
CIA-18
System name: Personal Property Claim Records.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Employees and
former employees.
Categories of records in the system: Claimant name, address, nature
and loss or damage to personal effects, including inventory of items.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Claims Review Board
determines amount of financial loss sustained by claimant.
Reimbursement for property loss.
A record from this system of records may be disclosed as a
"routine use" to a Federal, state or local agency maintaining civil,
criminal or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain informa-
tion relevant to an Agency decision concerning the hiring or reten-
tion of an employee, the issuance of a security clearance, the letting
of a contract, or the issuance of a license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Information is stored in safes or secure areas. Access is
limited to staff employees working on such cases.
Retention and disposal: Records are destroyed by burning two
years after final action on case.
System manager(s) and address:
Director, Office of Logistics
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Individual concerned and various
Agency staff elements involved in processing and adjudication of
claims.
CIA-19
System name: Equipment and Supplies Accountability Records
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Employees
Categories of records in the system: Name, signature, office loca-
tion, telephone extension and item of government equipment on loan
or charged to the employee.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended- Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Agency officials
who control and account for government nonexpendable items.
A record from this system of records may he disclosed as a
"routine use" to a Federal, state or local agency maintaining civil,
criminal or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain informa-
tion relevant to an Agency decision concerning the hiring or reten-
tion of an employee, the issuance of a security clearance, the letting
of a contract, or the issuance of a license, grant or other benefit
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Physically protected in secure areas. Only employees
charged with the responsibility of controlling government property
have access.
Retention and disposal: Signature card is returned to individual
charged upon return of item. Record is destroyed by burning after
inventory adjustment to property records.
System manager(s) and address:
Director, Office of Logistics
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Individual concerned and appropriate
accountable property officers.
CIA-20
System name: Logistics Security Clearance Records.
System location: Central Intelligence Agency, Washington, D.C.
20505.
Categories of individuals covered by the system: Commercial con-
tractors and vendors, persons in the private sector associated with
the Agency, and individuals in other government agencies contacted
for liaison purposes.
Categories of records in the system: Biographic data including
name, address, position, Social Security Account Number, and secu-
rity clearance held.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
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Section 506ta), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of user, and the purposes of such uses: Used by staff employees in
conducting Agency business with the commercial sector and liaison
with other government agencies.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper, magnetic disk.
Retrievability: By individual or company name, and Social Security
Account Number.
Safeguards: Paper product is stored in vaulted area or in combina-
tion lock safes. Access is on a need-to-know basis and coded pass-
word identifier.
Retention and disposal: Records destroyed by degaussing or pulp-
ing upon expiration of clearance. Clearances may be revalidated
three years after initial approval.
System manager(s) and address: Director, Office of Logistics, Cen-
tral Intelligence Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator, Central Intelligence
Agency, Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Information obtained from individual
concerned and certification of clearance from Office of Security.
CIA-21
System name: Privacy and Freedom of Information Acts Requesters.
System location: Central Intelligence Agency, Washington, D.C.
20505.
Categories of individuals covered by the system: Individuals who
make requests to CIA under provisions of the Privacy Act, the
Freedom of Information Act, and Executive Order 11652.
Categories of records in the system: Files contain all correspond-
ence and other documents related to the receipt, processing, and final
disposition of requests received by the Agency for information under
the Privacy Act, the Freedom of Information Act, and Executive
Order 11652.
Authority for maintenance of the system: Privacy Act of 1974-
Pub. L. 93-579, Freedom of Information Act of 1974, as Amended,
and Executve Order 11652.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by staff employees
for reference purposes in formulating responses to Privacy Act, Free-
dom of Information Act, and Executive Order 11652 requests, and
for reference in processing cases under appeal and litigation; to
provide documentation for referral to other Federal agencies for
their review pursuant to Executive Order 11652, and the Third
Agency Rule; and, as a source of information for compiling reports
required by the Acts.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper, electronic index and log.
Retrievability: By name, case number.
Safeguards: Paper files are stored in combination lock safes; auto-
matic data processing index and log files need coded identifier for
activation. Access on need to know basis.
Retention and disposal: From the date of last entry, Fredom of
Information Act requests are destroyed after two years, and Privacy
Act requests are destroyed after five years. Records are destroyed by
burning.
System manager(s) and address: Chief, Information and Privacy
Division, Central Intelligence Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator, Central Intelligence
Agency, Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should he ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Requests received pursuant to the Priva-
cy Act, the Freedom of Information Act and Executive Order 11652.
CIA-23
System name: Polygraph Files.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Applicants for
employment, employees, and certain individuals considered for as-
signment to the Agency.
Categories of records in the system: Polygraph report, charts, and
notes.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Executive Order 10450.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by the Office of
Security to make determinations of security eligibility for employ-
ment pursuant to Executive Order 10450.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper and tape cassettes.
Retrievability: By name.
Safeguards: Files are maintained in a vault; access is permitted only
while in the custody of polygraph staff members.
Retention and disposal: Indefinite. Records are destroyed by burn-
ing when they become inactive.
System manager(s) and address:
Director, Office of Security
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: The source of all information obtained is
from the polygraph interviews.
Systems exempted from certain provisions of the act: Pursuant to
authority granted in Section (j) of the Act (5 U.S.C. 552a(j)), the
Director of Central Intelligence has determined to exempt polygraph
records from all sections of the Act except 552a (b), (c)(1) and (2),
(e)(1), (e)(4) (A) through (F), (e)(5), (6), (7), (9), (10), and (II), and
(i). These records are exempted to prevent access, accountability, and
judicial review of records which intimately reveal an Agency securi-
ty method.
CIA-24
System name: Supplemental Personnel (Soft) Files.
System location:
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Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Current or former
staff or contract employees and detailed military personnel.
Categories of records in the system: Memoranda of discussions,
working copies of personnel and contract actions including procedur-
al checklists, performance appraisals, travel and shipping orders. In-
formation concerning conduct, training, special qualifications or re-
strictions, dependency and residence, emergency notifications, bio-
graphic data, Letters of Instruction. Also, cables and dispatches of
administrative and operational significance, and photographs.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used as a supplement to
the official personnel folders by authorized operating officials to
facilitate and expedite processing or procedural requirements and
transactions of employees.
Serves as a management tool for administrative and operating
officials for purposes of employee assignment, promotion, and career
development considerations and determinations.
To refer or provide information in response to or by direction of a
court order, or where there is an indication of a violation or potential
violation of law whether civil, criminal, or regulatory in nature, to
the appropriate agency charged with the responsibility of investigat-
ing or prosecuting such violation or charged with enforcing or im-
plementing a statute or law, regulation or order issued pursuant
thereto.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper, and magnetic disc.
Retrievability: By name, office and end date of assignment.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to authorized
officials. Access to information on magnetic disc is on limited need-
to-know basis using controlled password identifier.
Retention and disposal: Upon intra-Agency transfer, transfer file to
gaining component personnel office. Upon separation from Agency,
transfer material for inclusion in Official Personnel Folder to Office
of Personnel; maintain remaining file 6 months and destroy. Destruc-
tion is by pulping for paper. Magnetic discs are erased upon comple-
tion of reassignment.
System manager(s) and address:
Chief, DDI Administrative Staff
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Employee.
Career Service Panel.
Agency officials.
CIA-25
System name: Supplemental Personnel (Soft) Files.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Current or former
staff or contract employees and detailed military personnel.
Categories of records in the system: Memoranda of discussions,
working copies of personnel and contract actions including pro cedur-
al checklists, performance appraisals, travel and shipping orders. In-
formation concerning conduct, training, special qualifications or re-
strictions, dependency and residence, emergency notifications, bio-
graphic data, Letters of Instruction. Also, cables and dispatches of
administrative and operational significance, and photographs.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended- Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used as a supplement to
the official personnel folders by authorized operating officials to
facilitate and expedite processing or procedural requirements and
transactions of employees.
Serves as a management tool for administrative and operating
officials for purposes of employee assignment, promotion, and career
development considerations and determinations.
To refer or provide information in response to or by direction of a
court order, or where there is an indication of a violation or potential
violation of law whether civil, criminal, or regulatory in nature, to
the appropriate agency charged with the responsibility of investigat-
ing or prosecuting such violation or charged with enforcing or im-
plementing a statute or law, regulation or order issued pursuant
thereto.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper and magnetic media.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to authorized
officials.
Retention and disposal: Retained one year after separation from the
Agency when material of soft file is reviewed to determine and
destroy any duplicate records which are contained in the official
personnel folder, and ensure filing of material in operational files, as
appropriate.
System manager(s) and address:
Chief, Personnel Officer, DDS&T
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Employee.
Career Service Panel.
Agency officials.
CIA-26
System name: Supplemental Personnel (Soft) Files.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Current or former
staff or contract employees and detailed military personnel.
Categories of records in the system: Memoranda of discussions,
working copies of personnel and contract actions including procedur-
al checklists, performance appraisals, travel and shipping orders. In-
formation concerning conduct, training, special qualifications or re-
strictions, dependency and residence, emergency notifications, bio-
graphic data, Letters of Instruction. Also, cables and dispatches of
administrative and operational significance, and photographs.
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Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used as a supplement to
the official personnel folders by authorized operating officials to
facilitate and expedite processing or procedural requirements and
transactions of employees.
Serves as a management tool for administrative and operating
officials for purposes of employee assignment, promotion, and career
development considerations and determinations.
To refer or provide information in response to or by direction of a
court order, or where there is an indication of a violation or potential
violation of law whether civil, criminal, or regulatory in nature, to
the appropriate agency charged with the responsibility of investigat-
ing or prosecuting such violation or charged with enforcing or im-
plementing a statute or law, regulation or order issued pursuant
thereto.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper and magnetic media.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to authorized
officials.
Retention and disposal: Retained one year after separation from the
Agency when material of soft file is reviewed to determine and
destroy any duplicate records which are contained in the official
personnel folder, and ensure filing of material in operational files, as
appropriate.
System manager(s) and address:
Career Management Officer/DDA
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Employee.
Career Service Panel.
Agency officials.
CIA-27
System name: Supplemental Personnel (Soft) Files.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Current or former
staff or contract employees and detailed military personnel.
Categories of records in the system: Memoranda of discussions,
working copies of personnel and contract actions including procedur-
al checklists, performance appraisals, travel and shipping orders. In-
formation concerning conduct, training, special qualifications or re-
strictions, dependency and residence, emergency notifications, bio-
graphic data, Letters of Instruction. Also, cables and dispatches of
administrative and operational significance, and photographs.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used as a supplement to
the official personnel folders by authorized operating officials to
facilitate and expedite processing or procedural requirements and
transactions of employees.
Serves as a management tool for administrative and operating
officials for purposes of employee assignment, promotion, and career
development considerations and determinations.
To refer or provide information in response to or by direction of a
court order, or where there is an indication of a violation or potential
violation of law whether civil, criminal, or regulatory in nature, to
the appropriate agency charged with the responsibility of investigat-
ing or prosecuting such violation or charged with enforcing or im-
plementing a statute or law, regulation or order issued pursuant
thereto.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to authorized
officials.
Retention and disposal: Upon intro-Agency transfer, transfer file to
gaining component personnel office. Upon separation from the
Agency, maintain in Division for 2 years then transfer material for
inclusion in Official Personnel Folder to Office of Personnel; hold
remaining file 6 months and destroy. Destruction is by pulping.
System manager(s) and address:
Chief, Career Management Staff, DDO.
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.)3). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Employee.
Career Service Panel.
Agency officials.
CIA-28
System name: Supplemental Personnel (Soft) Files.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Current or former
staff or contract employees and detailed military personnel.
Categories of records in the system: Memoranda of discussions,
working copies of personnel and contract actions including procedur-
al checklists, performance appraisals, travel and shipping orders. In-
formation concerning conduct, training, special qualifications or re-
strictions, dependency and residence, emergency notifications, bio-
graphic data, Letters of Instruction. Also, cables and dispatches of
administrative and operational significance, and photographs.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used as a supplement to
the official personnel folders by authorized operating officials to
facilitate and expedite processing or procedural requirements and
transactions of employees.
Serves as a management tool for administrative and operating
officials for purposes of employee assignment, promotion, and career
development considerations and determinations.
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. To refer or provide information in response to or by direction of a
court order, or where there is an indication of a violation or potential
violation of law whether civil, criminal, or regulatory in nature, to
the appropriate agency charged with the responsibility of investigat-
ing or prosecuting such violation or charged with enforcing or im-
plementing a statute or law, regulation or order issued pursuant
thereto.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to authorized
officials.
Retention and disposal: After intra-Agency transfer, resignation, or
retirement, screen folder immediately transferring items that should
be filed in the Official Personnel file, operational items to appropriate
operating files, and process the remaining material as follows: Intra-
Agency transfer-forward file to gaining office; retirement from
Agency-hold retirement cases 18 months and destroy; and, resigna-
tion from Agency-hold resignation cases I year and destroy.
System manager(s) and address:
Administrative Officer, Office of the DCI
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Employee.
Career Service Panel.
Agency officials.
CIA-29
System name: Manpower Control System.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Current and former
Agency personnel and military or civilian personnel on detail to the
Agency.
Contract employees since January 1969.
Applicants in process for employment for whom clearance has
been requested.
Recipients of Agency awards.
Participants, and beneficiaries designated by deceased employees
who were participants, in the Agency's retirement system and Volun-
tary Investment Plan.
Categories of records in the system: Data on employment history,
fitness reports, qualifications and skills, insurance and medical bene-
fits, retirement status, Voluntary Investment Plan accounts, emergen-
cy designees, home and work addresses, Agency awards, military
reserve data, cases in process for employment, ceilings, position and
staffing patterns.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Central Intelligence Agency Retirement Act of 1964 for Certain
Employees, as Amended-Pub. L. 88-643.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To provide statistical
reports for CIA management on strength, distribution and utilization
of manpower, average grades and salaries, minorities, projected re-
tirements, profiles of Agency skills and qualifications, comparative
rates on promotions, separations, new employees, reasons for separa-
tions.
To provide rosters and statistics for heads of Career Services to
assist them in administering their career development and evaluation
programs, including promotion rates and headroom, fitness report
ratings, qualifications, changes in their Career Services.
To provide staffing patterns, grade and salary data for office heads
required for staffing and budget projections.
To provide salary, leave, benefits and entitlements for the payroll
system.
To provide rosters and statistics for components within the Office
of Personnel responsible for administering recruitment, hospitaliza-
tion, insurance, retirement, and Volunteer Investment Programs.
To provide records of employees entering on duty and employee
separations and current status tapes or rosters to Agency components
of concern.
To provide statements of accounts to employees.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Magnetic tape and disk.
Retrievability: By name, employee number, organization code,
social security number, or position number.
Safeguards: Tapes and disks are maintained in a special room in a
vaulted area with access only by special badge. All tapes are under
control of a tape librarian. Each tape has a "security" profile which
the requester of the tape must match. All requests for recurring or
special reports must be approved by the Chief of the Statistical
Reporting Branch or his authorized designee. Data is released only as
related to personnel under the requester's direct supervision and
control or to individuals responsible for administering a particular
Agency program. On-line query to the system is limited to personnel
responsible for the maintenance, update, and preparation of input
data to the system and to employees in the Statistical Reporting
Branch by controlled password.
Retention and disposal: Permanent retention of subsystems current-
ly in operation. When system is fully operational, a record schedule,
including disposal, will be implemented.
System manager(s) and address:
Director, Office of Personnel
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Applicants, employees and parent Feder-
al agency of detailee.
System name: Applicant Files.
System location: Central Intelligence Agency, Washington, D.C.
20505.
Categories of individuals covered by the system: Persons who apply
for employment with CIA.
Categories of records in the system: Personal, medical and employ-
ment history statements, educational transcripts, personal references,
interview reports, test results, correspondence, photographs, review
comments, and processing records.
Authority for maintenance of the system: Central Intelligence
Agency Act of 1949, as Amended-Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3301).
National Security Act of 1947, As Amended-Pub. L. 90-253.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used to review applicant's
qualifications for CIA position; for security background investigation;
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and for medical screening for determination by authorized Agency
o(ficial to offer employment.
A record from this system of records may be disclosed as a
"routine use" to a Federal, state or local agency maintaining civil,
criminal or'other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain informa-
tion relevant to an Agency decision concerning the hiring or reten-
tion of an employee, the issuance of a security clearance, the letting
of a contract, or the issuance of a license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Approved containers or area when not in use-con-
trolled loans to authorized officials.
Retention and disposal: Applications rejected in the initial review
because they do not meet requirements for Agency employment will
be returned to the applicant without creating any record. Applica-
tions which appear to meet requirements for Agency employment,
but which are subsequently rejected, are retained for two years and
then destroyed by burning or pulping. Files on applicants who may
be of interest at a later date are retained indefinitely.
System manager(s) and address: Director, Office of Personnel, Cen-
tral Intelligence Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to: Information and Privacy Coordinator, Central Intelligence
Agency, Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.1.3). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Applicant. Educational institutions. Phy-
sicians. Letters of Reference. Agency officials. Federal agencies.
CIA-31
System name: Current Employees and Former Employees (official
Personnel files and records related thereto).
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Current or former
staff or contract employees and detailed military and civilian person-
nel, and current and former members of Advisory Groups.
Categories of records in the system: Personal and employment his-
tory statements, personnel actions, fitness reports, commendations,
biographic profile, retirement status, training, emergency/casualty
cases, awards, travel arrangements, medical and insurance claims,
correspondence, qualification registers, photographs, and information
relating to the suitability and fitness of the individual, complaints and
grievances, external employment assistance, Voluntary Investment
Plans, financial and educational assistance, recreation programs, exit
processing, United Givers and Savings Bond, blood donors.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Central Intelligence Agency Retirement Act of 1964 for Certain
Employees, as Amended-Pub. L. 83-643.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To administer personnel
assignments, performance evaluations, promotions, adverse actions,
counseling, retirement determinations of qualifications, separations,
medical or insurance claims, statistical reports, and otherwise make
decisions on the rights, benefits or entitlements, and utilizations of
individuals.
To prepare transcripts in response to a request from another gov-
ernment agency relative to employment considerations by that
agency. Employment and credit verifications. To update the Agency
Qualifications Record System. To refer or provide information in
response to or by direction of court order or where there is an
indication of a violation or potential violation of law whether civil,
criminal, or regulatory in nature to the appropriate agency charged
with the responsibility of investigating or prosecuting such violation
or charged with enforcing or implementing the statute or rule, regu-
lation, or order issued pursuant thereto.
To provide a data source for production of summary descriptive
statistics and analytical studies in support of the function for which
the records are collected and maintained, or for related personnel
management functions or manpower studies; or to locate specific
individuals for personnel research or other personnel management
functions.
To respond to inquiries from attorneys and insurance companies
relative to litigation of an accident claim.
A record from this system of records may he disclosed as a
"routine use" to a Federal, state or local agency maintaining civil,
criminal or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain informa-
tion relevant to an Agency decision concerning the hiring or reten-
tion of an employee, the issuance of a security clearance, the letting
of a contract, or the issuance of a license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper and microfilm
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to authorized
officials.
Retention and disposal: Agency portion of the official file is de-
stroyed by burning 75 years after birth of employee or 60 years after
date of earliest document.
System manager(s) and address:
Director, Office of Personnel
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Other government agencies.
Educational institutions.
Employee.
Agency officials.
CIA-32
System name: Consultant and Independent Contractor Records.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Consultants and
independent contractors who are generally self-employed and who
are engaged under contract to provide technical, management and
scientific advice and services to the Agency.
Categories of records in the system: Performance evaluations, ad-
ministrative documents on compensation and benefit commitments,
termination agreements and correspondence, biographic data, ap-
pointment or contract data.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To administer contractual
provisions-benefits, compensation, transportation, termination; per-
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formance evaluation, references, and to otherwise make decisions on
the rights, benefits or entitlements and utilizations of the individual.
As a source for managerial statistical and analytical studies, and
other related personnel management functions or manpower studies.
A record from this system of records may be disclosed as a
"routine use" to a Federal, state or local agency maintaining civil,
criminal or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain informa-
tion relevant to an Agency decision concerning the hiring or reten-
tion of an employee, the issuance of a security clearance, the letting
of a contract, or the issuance of a license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper and microfilm.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to authorized
officials, maintained during active employment and retained after
separation in accordance with established record disposal schedules.
Retention and disposal: Records are destroyed by pulping 75 years
after birth of individual or 60 years after date of earliest document.
System manager(s) and address:
Director, Office of Personnel
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Individual.
Agency officials.
References as indicated by the individual.
CIA-33
System name: Prospective Contributors for the Collection of Foreign
Intelligence.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Individuals who
voluntarily indicate a willingness to contribute to Foreign Intelli-
gence.
Categories of records in the system: Psychological assessment data.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Agency officials use the
psychological assessment data to assist them in reaching a decision
concerning an affiliation with the Agency.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper form; converted to microfilm after two years.
Retrievability: By name.
Safeguards: Files are stored in security approved containers.
Access is on a need-to-know basis.
Retention and disposal: Files are maintained for two years then
microfilmed. Files are destroyed by burning after microfilming.
System manager(s) and address:
Director, Office of Technical Service
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Individuals and Agency officials.
CIA-34
System name: Clinical and Psychiatric Files (Employees)
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: CIA employees and
their dependents; military and Federal civilian employees to CIA
detailees and their dependents; and retired or separated employees
and their dependents.
Categories of records in the system: Contains all physical examina-
tions, laboratory data, X-rays, private physician reports, reports of
on-the-job injuries and illnesses; results of psychiatric screening and
testing; reports of psychiatric interviews; records of immunizations,
and related medical material.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Title 5, U.S.C., Section 7901.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: By Agency personnel for
evaluation of suitability for assignment, fitness-for-duty, health main-
tenance and in reviewing applications for medical disability retire-
ment.
By the Civil Service Commission in the case of an employee under
that system who applied for medical disability.
By the Office of Workers' Compensation Programs. Department of
Labor, in the case of an employee who applies for its compensation.
To provide information to Federal agencies for employees who are
being assigned or detailed to those agencies.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintained in paper form filed in an identifying
jacket. Certain information-medical history, laboratory and assign-
ment data-are contained on magnetic tape and punch cards. Print-
outs from the automated data processing are filed in the subject's
medical file.
Retrievability: Access is by a file identification number which is, in
turn, cross referenced to a name.
Safeguards: Files are stored in vaulted main file room. During
periods when files are undergoing active processing they are secured
in locked safes. Unauthorized entry into the vaulted file room is
controlled via an alarm system. Access to computer information is
controlled by limiting the number of medical personnel approved for
such access by an identifying password. Access to the main vault file
room, locked safes and the Agency Records Center is controlled by
limiting the number of personnel authorized such access.
Retention and disposal: Files are retained until such time as the
employee retires or separates from the Agency-at which time, they
are retired to the Agency Records Center. To meet statutory require-
ments, they are then retained for a period of 75 years from date of
birth. Destruction of records will be accomplished through burning.
Magnetic tapes are degaussed.
System manager(s) and address:
Director, Office of Medical Services
Central Intelligence Agency
Washington, D.C. 20505.
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Notification procedure: Individuals seeking to learn if this system of
records Contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: The individual supplies his/her medical
history and additional information is developed through routine med-
ical processing.
Reports from private physicians and/or medical facilities when
permission is granted by the individual concerned.
CIA-35
System name: Clinical and Psychiatric Files (Applicants).
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Applicants for
Agency Employment.
Categories of records in the system: Contains all physical examina-
tions, laboratory data, X-rays, private physician reports, reports of
previous on-the-job injuries and illnesses, results of psychiatric
screening and testing, reports of psychiatric interviews, records of
immunizations, and related medical material.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Title 5, U.S.C., Section 7901.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Office of Medical
Services to evaluate the medical suitability of applicants for employ-
ment.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper and X-ray film.
Retrievability: By name.
Safeguards: Files are stored in vaulted main file room. During
periods when files are undergoing active processing they are secured
in locked safes. Unauthorized entry into the vaulted file room is
controlled by an alarm system. Access to computer information is
controlled by limiting the number of medical personnel approved for
such access by an identifying password. Access to the main vault file
room, locked safes and the Agency Record Center is controlled by
limiting the number of personnel authorized such access.
Retention and disposal: Successful applicant files are converted to
employee files. Files are retained until such time as the employee
retires or separates from the Agency-at which time, they are then
retired to the Agency Record Center. To meet statutory require-
ments, they are then retained for a period of 75 years from date of
birth. Destruction of records is accomplished through burning. Ap-
plicant files not processed are retained for a period of two years;
records are then destroyed by burning.
System manager(s) and address:
Director, Office of Medical Services
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: The individual supplies his/her medical
history and additional information is developed through routine med-
ical processing. Reports from private physicians and/or medical fa-
cilities when written permission is granted by the individual con-
cerned.
CIA-36
System name: Medical Facilities and Physicians.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Lists of medical
facilities and names of physicians in the Metropolitian Washington
area.
Categories of records in the system: Name, business address, and
phone numbers of physicians and medical facilities
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Title 5, U.S.C., Section 7901.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To provide information to
employees upon request for external medical referral.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name, facility, and medical specialty.
Safeguards: Maintained in locked file cabinets. Access on a need-to-
know basis.
Retention and disposal: Lists are continuously maintained. When
updated, old lists are destroyed by burning.
System manager(s) and address:
Director, Office of Medical Services
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules. Request from individuals should be addressed as
indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Agency physicians and contract medical
personnel.
CIA-37
System name: Psychological Test Data Files.
System location: Central Intelligence Agency, Washington, D.C.
20505.
Categories of individuals covered by the system: Applicants, CIA
employees and dependents, detailees and dependents, retired or sepa..
rated employees and dependents.
Categories of records in the system: Results of psychological testing
and assessment reports.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101).
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Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: In the case of employees,
dependents and detailees, to determine the individual's skills and
aptitudes, and suitability for a particular assignment or training as
distinct from his general suitability for employment (Psychiatric
screening).
Data developed to validate new tests and techniques as part of on-
going research efforts.
To prepare reports which summarize test results and to assist
Agency officials in selection of candidates for employment and
career management planning for employees.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper, microfilm, magnetic tape and punch cards.
Retrievability: By name.
Safeguards: Medical files are stored in vaulted main file room.
During periods when files are undergoing active processing they are
secured in locked safes. Access to computer information is controlled
by limiting the number of medical personnel approved for such
access by an identifying password. Access to the main vault file
room, locked safes and the Agency Records Center is controlled by
limiting the number of personnel authorized such access.
Safeguards: Files on employees, dependents and detailees are re-
tained in Headquarters until retirement or separation at which time
they are retired to the Agency Records Center, where they are
retained 30 years and then destroyed by the Records Center by
burning. Successful applicants' files are treated the same as employ-
ees. Unsuccessful applicant files are retained for a period of three
years and then destroyed by burning or pulping.
System manager(s) and address: Director, Office of Medical Serv-
ices, Central Intelligence Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to: Information and Privacy Coordinator, Central Intelligence
Agency, Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the Notifications section above.
The central Intelligence Agency's regulations for access to individ-
ual records, for disputing the contents thereof, and for appealing an
initial determination by CIA concerning access to or correction of
records, are promulgated in the CIA rules section of the Federal
Register.
Record source categories: The individual through the completion of
a variety of psychological tests and interview sessions with Agency
medical officers.
CIA-38
System name: Congressional Liaison Records.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Matters of liaison
with Congressional Offices are filed in the name of the member of
the Office involved.
Categories of records In the system: Liaison record.
Correspondence file.
Newspaper and publication clippings.
Authority for maintenance of the system: Section 506(a), Federal
Records Act 1950 (44 U.S.C.3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Handle requests from
members and Committees.
Coordinate Agency position on proposed legislation.
Prepare Agency position papers.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper and magnetic media.
Retrievability: By the name of the Member of Congress.
Safeguards: All records are stored in a combination lock safe;
access is restricted only to OLC personnel.
Retention and disposal: Records for which OLC is office of record
are permanent. Non-record or temporary items are cut off annually,
transferred to Records Center, recalled after 5 years and screened for
selected files which are incorporated into permanent records. Residu-
al material is destroyed by pulping.
System manager(s) and address:
Legislative Counsel
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should he ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Agency officials.
Offices of Members of Congress, Congressional committees and
other Government agencies.
System name: Publicity.
System location: Central Intelligence Agency, Washington, U.C.
20505.
Categories of individuals covered by the system: Authors of articles,
CIA employees, and other individuals mentioned in newspaper arti-
cles about CIA.
Categories of records in the system: Newspaper articles:
By-lined articles mentioning CIA. Articles mentioning CIA. Corre-
spondence between media personalities and the Office (if Public Af-
fairs.
Authority for maintenance of the system: Section 506(a), Federal
Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Agency officials
researching articles on the CIA.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are stored in a vaulted room; access upon request
on a need-to-know basis.
Retention and disposal: Permanent.
System manager(s) and address: Office of Public Affairs, Central
Intelligence Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator, Central Intelligence
Agency, Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or corrections of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Newspaper articles and correspondence.
CIA-40
System name: CIA Authors File.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: CIA employees
(current and past) who have published commercially.
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Categories of records in the system: Name of author and title and
source of publication.
Authority for maintenance of the system: National Security Act of
1917, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used for author display
exhibit in CIA Library.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Manual card file.
Retrievability: By name of author.
Safeguards: Located in limited access building.
Retention and disposal: Records destroyed when obsolete or no
longer needed by pulping.
System manager(s) and address:
Director, Office of Central Reference
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Individual authors.
CIA-41
System name: Intelligence in Public Literature File.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Individuals who
have written on the general topic of intelligence and have been
reviewed in the public media; individuals identified as being involved
in intelligence activities.
Categories of records in the system: Media articles on personalities
and events relating to subject of intelligence.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used to provide Agency
and other USIB components a ready-reference file on open literature
relating to intelligence.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: File folders and archives boxes of media articles.
Retrievability: By name of author or general topics.
Safeguards: File is open to any Agency or Intelligence Community
employee on an official task; requests for access to classified portions
are screened on the basis of official "need-to-know."
Retention and disposal: Articles and topics are discarded when no
longer used.
System manager(s) and address:
Director, Office of Central Reference
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Foreign and domestic news media; intelli-
gence reports.
CIA-42
System name: Library Open Literature Ready Reference File.
System location: Central Intelligence Agency, Washington, D.C.
20505.
Categories of individuals covered by the system: Individuals appear-
ing in news media.
Categories of records in the system: Articles concerning individuals
of intelligence interest.
Authority for maintenance of the system: National Security Act of
1949, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended--Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To provide traditional
library reference service to CIA and other Government officials. It
serves as an adjunct to standard published reference works and
supplies information not otherwise readily available.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Hard copy file of media articles.
Retrievability: By subject, organization or personal name; some are
retrievable by a manual or a computer index to the file.
Safeguards: Requests for information are screened for appropriate-
ness.
Retention and disposal: Articles and categories are discarded when
no longer needed.
System manager(s) and address: Director, Office of Central Refer-
ence, Central Intelligence Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to: Information and Privacy Coordinator, Central Intelligence
Agency, Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Foreign and domestic news media.
CIA--43
System name: Briefing Program File.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Those individuals,
both foreign and U.S., who have visited CIA for official briefings
under the CIA Briefing Program.
Categories of records in the system: Names, dates of visits, and
parent organizations of visitors.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
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Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used in planning briefing
programs.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: 3 x 5 index cards.
Retrievability: By name.
Safeguards: Kept in secure area; only authorized officials have
access to the file.
Retention and disposal: Destroy 5 years after cut-off. Cut off at end
of each calendar year. Screen. Destroy duplicate copies and house-
keeping records. Maintain remainder in current file area for 5 years
and destroy. Destruction by pulping.
System manager(s) and address:
DDI Executive Officer
and Assessments Staff
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Official correspondence from parent or-
ganizations of individuals to be briefed.
CIA-44
System name: Foreign Map Sources Files.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Selected U.S. and
foreign individuals and firms having a potential to provide foreign
maps.
Categories of records in the system: Names, extracts from open
literature, intelligence reports, records of map acquisitions.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To provide information in
support of foreign map acquisition.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Kept in secure area; only authorized personnel have
access.
Retention and disposal: Destroy data on individual source when
procurement action is complete or source potential is ended. Destruc-
tion by pulping.
System manager(s) and address:
Director, Office of Geographic and
Cartographic Research
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.'
Record source categories: Individuals, intelligence reports, open
literature.
CIA-45
System name: Soviet-U.S. Contacts File.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Prominent U.S.
citizens, such as members of Congress and high-ranking government
officials, who have met prominent Soviets at meetings reported in the
press.
Categories of records in the system: Names and titles of individuals,
dates and places of meetings, subjects discussed as reported in the
Soviet and U.S. press.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended--Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used to prepare briefing
material for U.S. officials who plan to visit the USSR or hold
discussions with Soviets in the United States.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Computer tapes and paper.
Retrievability: Name of Soviet or U.S. participants, date, general
subject, and locations of meetings.
Safeguards: Requests for information are screened for appropriate-
ness. Files are stored in combination locked safes.
Retention and disposal: File started in 1974 and still considered
experimental; continuation will depend upon utility; no file destruc-
tion to date.
System manager(s) and address:
Director, Office of Central Reference
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13).
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Soviet and U.S. press.
CIA--"
System name: Academic Relations File.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Scholars with
whom the DDI maintains contact for the purpose of exchanging
research and analyses.
Categories of records in the system: Names and addresses.
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Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-1 IJ.
Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section
3101).
Routine uses of records maintained in the system, Including catego-
ries of users and the purposes of such uses: Reference for correspond-
ence; mailing of unclassified Agency publications.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: 5 x 8 index cards.
Retrievability: By name.
Safeguards: Kept in secure area, only authorized officials have
access.
Retention and disposal: Reviewed every 2 years and records are
destroyed on individuals no longer associated with the program.
Destruction is by pulping.
System manager(s) and address:
Coordinator for Academic Relations
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Correspondence and personal contact.
CIA-47
System name: Professors and Placement Officers of Selected Col-
leges.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Those key individ-
uals in selected colleges who may be able to assist the Office of
Economic Research in its professional recruiting effort for economics
analysts.
Categories of records in the system: Names and parent organiza-
tions.
Authority for maintenance of the system: Central Intelligence
Agency Act of 1949, as Amended-Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used in Office of Econom-
ic Research recruiting program.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: List.
Retrievability: By name.
Safeguards: Kept in secured area; only authorized officials have
access.
Retention and disposal: Review annually and destroy records on
individuals no longer associated with the activity. Destruction is by
pulping.
System manager(s) and address:
Director, Office of Economic Research
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Professional contacts established by the
Office of Economic Research and Agency recruiters.
CIA-48
System name: Cryptographic Access File.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Agency staff per-
sonnel, contract employees, and contractor employees who have
been authorized access to cryptographic information.
Categories of records in the system: Biographic information include
ing name, date of birth, social security number, and Agency compo-
nent or commercial employer and date of clearance of person being
granted access.
Authority for maintenance of the system: Executive Order 10450.
Pub. L. 81-513, dated 13 May 1950.
Routine uses of records maintained in the system, including catego??
vies of users and the purposes of such uses: Control and accountability
of cryptographic access clearances.
Certify to Agency officials and to other agencies and private
contractors names of individuals who possess a cryptographic clear-
ance.
Users of this information are the Office of Security and Office of
Communications.
A record from this system of records may be disclosed as a
"routine use" to a Federal, state or local agency maintaining civil,
criminal or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain informa-
tion relevant to an Agency decision concerning the hiring or reten-
tion of an employee, the issuance of a security clearance, the letting
of a contract, or the issuance of a license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper, and computer.
Retrievability: By name.
Safeguards: Information on paper media is stored in combination
lock safes or in a secure area; access is limited to authorized employ-
ees on a need-to-know basis. Information stored on the computer
system is subject to safeguards established by the Office of Security.
Retention and disposal: Paper files are retained until the clearance
is rescinded. Destruction of paper records is accomplished through
burning. Computer records are revised when clearance is rescinded.
System manager(s) and address:
Director, Office of Communications
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
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- Record. source categories: The source of biographic information is
the office of Security or official correspondence notifying Office of
Communications of a change in the individual's status.
Employee.
CIA-49
System name: Directorate of Operations Records System.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Individuals who are
of foreign intelligence or foreign counterintelligence interest to the
CIA, either because of their actual, apparent, or potential association
with foreign intelligence or foreign counterintelligence activities, or
because they are of actual or potential use to CIA.
Categories of records in the system: Categories of records include
administrative, management and policy, personality, operational, and
impersonal subjects based primarily on foreign intelligence and for-
eign counterintelligence reports.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Immigration and Nationality Act, as Amended-Pub. L. 82-414.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To provide information
within CIA and to selected Federal agencies and military depart-
ments for the conduct of foreign intelligence operations.
To provide information within CIA and to the FBI, other selected
Federal agencies, and military departments for the conduct of foreign
counterintelligence operations.
To conduct national Agency name checks for other agencies as
required by National Security Council Directive and the Immigration
and Nationality Act of 1952 in the interest of the security of the
United States.
To provide information to the Immigration and Naturalization
Service.
A record from this system of records may be disclosed as a
"routine use" to a Federal, state or local agency maintaining civil,
criminal or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain informa-
tion relevant to an Agency decision concerning the hiring or reten-
tion of an employee, the issuance of a security clearance, the letting
of a contract, or the issuance of a license, grant or other benefit.
To provide information to U.S. and, through established liaison
channels, selected foreign government agencies in national security
or criminal cases.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper, microforms, and magnetic media.
Retrievability: By name.
Safeguards: Strict controls have been imposed to minimize the risk
of compromising information held. Employees are allowed access to
the index and files only after undergoing special training. There are
degrees of compartmentation which are designed to limit access to
information on a strict "need-to-know" basis. Records are kept of
each disclosure of a record to another agency as required by this act.
Retention and disposal: Retention is based on approved records
disposition schedules. Destruction is by pulping, degaussing, or burn-
ing.
System manager(s) and address:
Chief, Information Services Staff, DDO
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Other U.S. agencies and organizations.
Foreign sources and individuals.
Predecessor organizations.
Overt publications.
Private citizens.
State and local agencies.
CIA-SO
System name: Financial Records.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Current and
former Agency staff personnel, contract personnel, consultants, inde-
pendent contractors, detailed military and civilian personnel, and
survivors of deceased CIA retirement system annuitants
Categories of records in the system: Records required to administer
compensation payments, payments to CIA Retirement System
(CIARDS) annuitants, authorized or required payroll deductions or
contributions for Federal, state and city income tax, retirement, insur-
ance, Credit Union, etc., and leave entitlements. Personnel actions,
contracts, W-4s, W-2s, withholding authorizations, banking instruc-
tions for dissemination of employees' salary checks.
Official travel orders, record of funds advanced and transportation
furnished, copies of travel claims and accountings.
Records and statements concerning the status of funds advanced to
individuals for official purposes.
Correspondence and copies of all financial documentation accumu-
lated in the collection and settlement of amounts due the Agency
from former employees.
Financial accounts and records concerning employees'/former em-
ployees' participation in the Voluntary Investment Plan. Membership
application, payroll deduction authorization, quarterly status state-
ment, funds withdrawal requests.
Certifying officers; contracting officers; and authorizing letter and
signature card.
Authority for maintenance of the system: Central Intelligence
Agency Retirement Act of 1964 for Certain Employees, as Amend-
ed-Pub. L. 88-643.
Central Intelligence Agency Act of 1949, as Amended--Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, Including catego-
ries of users and the purposes of such uses: Used by CIA personnel to
fulfill statutory requirements with regard to the computation, pay-
ment, and recording of compensation due Agency personnel and
annuities due to CIARDS annuitants and to report Federal, state, and
local taxing authorities tax information as required by law; used by
CIA officials to report and remit to appropriate Federal, state, and
local agencies tax withholdings, individual and CIA contributions for
retirement, life and health insurance programs, and other deductions
as required or authorized by the individual.
Used by CIA personnel concerned with the administration, proc-
essing, audit and certification of travel and transportation accounts.
Used by CIA personnel as an administrative control to ensure that
official funds advanced to individuals are properly and fully account-
ed for.
Used by CIA personnel to pursue and document efforts made to
collect amounts due the Agency from former Agency personnel.
Used by CIA personnel in the financial administration of the Vol-
untary Investment Plan and to inform participants of their equity in
the Plan.
Used within CIA by Agency personnel charged with responsibility
for determining that the commitment and expenditure of Agency
funds is authorized, approved, and certified by officials to whom
such authority has been delegated.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper, punch cards, microfilm, magnetic tape and disks.
Retrievability: By name, employee number, and component of as-
signment.
Safeguards: Records are located in either vaulted, limited access
areas or in combination lock safes. Access to the records is strictly
limited to Agency personnel who either work with the records or
have an official need for the information.
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Retention and disposal: Method of disposal is by burning, degauss-
ing or shredding, whichever is the most appropriate for the particular
medium in which the record is maintained. Records are retained in
accordance with established record disposal schedules.
System manager(s) and address:
Director, Office of Finance
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Individuals and Agency officials.
CIA-S1
System name: Security Duty Office Event Reports.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Individuals who
contact the Security Duty Office.
Categories of records in the system: Name, date and subject matter
of contact by individual.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Brief senior Security
Officers concerning contacts made by individuals and events involv-
ing the Agency and Agency facilities.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Records are maintained in office which is manned on a
24-hour basis. Information is disclosed to Agency officials on a need-
to-know basis.
Retention and disposal: Records are maintained only for time
period when subject is of interest to the Agency. Records are de-
stroyed by burning.
System manager(s) and address:
Director, Office of Security
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: General public, employees and Federal,
state and local officials.
CIA-52
System name: Special Clearance System.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Federal, civilian
and military personnel and representatives from private industry who
possess special access clearances.
Categories of records in the system: Name, date of birth, social
security number, date of background investigation, organization, and
clearances held.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To certify throughout the
Intelligence Community and related industry the individuals whose
names are contained in this Special Register for purposes of control-
ling access to special classified materials.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Cards, computer tapes and paper.
Retrievability: By name, social security number, and organization.
Safeguards: The records are stored in a secure area. Access to the
storage area is restricted to those who have the proper clearances
and have a need-to-know.
Retention and disposal: The records are kept as long as an individ-
ual possesses special access clearances. Records are destroyed when
individual is debriefed of special clearance(s). Paper records are
burned; magnetic tapes are degaussed.
System manager(s) and address:
Director, Office of Security
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Agency personnel, and other Federal
agencies, and private industry.
CIA-54
System name: Central Badge System.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Agency employees
and individuals who required building access badges.
Categories of records In the system: Name, date and place of birth,
social security number, photographs and fingerprints.
Authority for maintenance of the system: Central Intelligence
Agency Act of 1949, as Amended-Pub. L. 81-110.
Section 506(x), Federal Records Act of 1950 (44 U.S.C. 3101).
National Security Act of 1947, as Amended-Pub. L. 80-253.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by the Office of
Security to identify and control access to Agency facilities.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper, photographs and magnetic media.
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Safeguards: Records are maintained in vault. Access is limited to U.S. Government agencies.
indi%:idua%s on need-to-know basis. Foreign intelligence sources.
Retention and disposal: Retained for duration of employment or
association with the Agency. Records are destroyed by burning two
years after resignation or termination of the association.
System manager(s) and address:
Director, Office of Security
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Employee records and/or the individi ii
requesting identification badge.
CIA-56
System name: Security Analysis Records.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Any individual who
comes to the attention of the Agency because of a counterintelli-
gence interest that concerns Agency personnel or Agency security.
Categories of records in the system: Biographic information and
data concerning an individual's involvement in specific intelligence
and counterintelligence activities.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Inform Agency officials of
potential or actual Cl information involving Agency personnel or
facilities.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: All records are maintained in a vaulted area. Access is
limited on a need-to-know basis.
Retention and disposal: Permanent retention.
System manager(s) and address:
Director, Office of Security
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
CIA-57
System name: Security Records.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Applicants, staff
and contract employees, former employees, consultants, contractors,
military detailees, individuals of security interest, persons of substan-
tive affiliation with or service to the Agency, persons on whom the
Agency has conducted an investigation, Agency employees and other
individuals associated with the Agency who have completed an acci-
dent report form, and Federal, civilian and military personnel with
whom the Agency conducts liaison.
Categories of records in the system: Investigation requests.
Biographic data (name, sex, D/POB, social security number, and
employer and employee address at time record was created).
Authorizations for the release of high school and college tran-
scripts and copies of those transcripts.
Investigative reports.
Appraisal summaries reflecting the rationale for granting or refus-
ing a security clearance.
Documentation of the final action taken by the Office of Security
concerning any given investigation.
Secrecy agreements.
Documentation concerning the granting or refusing of special
clearances; levels of clearances held; approvals for personnel reas-
signments; notations that polygraph or other special interviews were
performed; memoranda concerning security violations; notices of ter-
mination of affiliation with the Agency.
Report of accidents and investigative reports.
Authority for maintenance of the system: National Security Act of
1947, as amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended- Pub. L.
81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Executive Order 10450.
Executive Order 11807.
Section 19(a), Occupational Safety and Health Act of 1970-Pub.
L. 91-596.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: The system is used to
ascertain whether there is any existing information concerning a
person who is of immediate interest to the CIA. The system is
routinely used when:
A person applies for CIA employment;
a person is a candidate or associated with a candidate for some
project or assignment;
a question arises as to whether a certain individual has been securi-
ty approved, or considered for security approval by the CIA;
there is a need to obtain the security file of an individual who is
known (or assumed) to be the subject of a file; and
CIA receives a request for investigative information from another
Federal agency.
Records from this system are also used to prepare briefings on
Agency accident experience; to determine accident causes and rec-
ommend remedial action; and to prepare quarterly and annual statisti-
cal reports for the Department of Labor.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper, microfilm, computer disks and magnetic tapes.
Retrievability: By name.
Safeguards: Records are safeguarded by combination lock security
containers, or are stored within a vaulted area. Access is restricted to
individuals who are certified on an "Access List." The Access List is
validated each month and published so that responsible officials can
insure that records are accessed only for official purposes.
Retention and disposal: Files which contain Agency-developed in-
vestigative reports on an individual are retained a maximum of 50
years, then destroyed by burning or pulping. Liaison contact files are
kept for three years and then destroyed by burning or pulping,
except where there is a documented request to continue the liaison.
System manager(s) and address:
Director, Office of Security
Central Intelligence Agency
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Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to: -
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: The Central Intelligence Agency's regu-
lations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Current and former employees, consult-
ants, contractors, contract employees, military detailees, applicants
for employment, persons of substantive affiliation with or service to
the Agency, Federal, state and local agencies, educational institu-
tions, employers, personal and business references provided by the
individual under investigation and acquaintances of the individual.
CIA-58
System name: Inspector General Research Records.
System location: Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Agency personnel
and other individuals whose names appear in documents assembled
primarily from other Agency records systems by the Inspector Gen-
eral in relation to an Executive commission and Legislative commit-
tee reviews of Agency activities conducted between 1972 and 1976.
Categories of records in the system: CIA documents that are perti-
nent to an Executive commission and Legislative committee reviews
of Agency activities.
Authority for maintenance of the system: Central Intelligence Act
of 1949, as amended-Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: The system is used by
Agency officials for reference use in connection with Executive and
Legislative reviews of Agency activities.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: Name or subject.
Safeguards: Information is stored is safes. Access is limited to
Agency personnel.
Retention and disposal: Permanent.
System manager(s) and address:
Inspector General
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Requests from individuals should be ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual record, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Agency employees.
CIA-59
System name: Unsolicited Correspondence from the General Public
Addressed to the Director or Deputy Director of Central Intelli-
gence.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Members of the
General public who have written to the Director or Deputy Director
of Central Intelligence.
Categories of records in the system: Correspondence from the gen-
eral public and Agency letters of response.
Authority for maintenance of the system: Central Intelligence
Agency Act of 1949, as amended-Pub. L. 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: The system is used by the
Executive Secretary, Office of the Director, to insure that corre-
spondence is acknowledged. Certain correspondence is forwarded to
other Government agencies for appropriate action.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Records are in a vaulted area; access is controlled by
the Executive Secretary.
Retention and disposal: Subject file of substantive correspondence
requiring action beyond acknowledgment reply is permanent. Rou-
tine correspondence and acknowledgments are reviewed at 2 year
intervals and destroyed by pulping when no longer needed, or de-
stroyed 5 years after original contact if no interest activated within 5
years, or incorporated into Subject file if interest is activated and
case warrants. Employment applications: originals referred to Office
of Personnel; duplicates so noted and files cut off annually and
destroyed by pulping when 2 years old.
System manager(s) and address:
Executive Secretary
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains their correspondence should direct their inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Requests from individuals should be ad-
dressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
CIA-60
System name: Personal and Professional Associates of the Director of
Central Intelligence.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of Individuals covered by the system: Personal and pro-
fessional associates of the Director of Central Intelligence.
Categories of records in the system: Home and business addresses;
home and business phone numbers; category of association with the
DCI (e.g. personal/professional).
Authority for maintenance of the system: Central Intelligence
Agency Act of 1949, as amended-Pub. L. 81-110. Section 506(a),
Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: The system is used by
administrative personnel, Office of the Director, to insure that infor-
mation pertaining to the Director's associates is maintained in a
current manner.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Hard copy computer print-out and magnetic disc pack.
Retrievability: By name, city, or type of association.
Safeguards: Hard copy computer print-out stored in a vaulted area;
access is controlled by the Director's immediate office staff. Auto-
matic data processing disc pack requires coded identifier for activa-
tion. Access on a need-to-know basis.
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Retention and disposal: The hard copy computer print-out is stored
jr, the office of the Director and becomes a part of the Director's
.personal correspondence/files. This hard copy is replaced as changes
occur and the preceding copy destroyed by burning. Magnetic disc
pack is corrected as changes occur and when no longer of use it is
erased.
System manager(s) and address:
Executive Assistant to the Director
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains their name and address should direct inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Requests from individuals should be ad-
dressed as directed in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promugated in the CIA rules
section of the Federal Register.
Record source categories: Selected public by category of relation-
ship with the DCI.
CIA-61
System name: Supplemental Personnel (Soft) Files.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Current and former
staff or contract employees and detailed personnel.
Categories of records in the system: Memoranda of discussions,
working copies of personnel and contract actions including procedur-
al checklists, performance appraisals, travel and shipping orders. In-
formation concerning conduct, training, special qualifications or re-
strictions, dependency and residence, emergency notifications, bio-
graphic data, Letters of Instruction. Also, cables and dispatches of
administrative and operations significance, and photographs.
Authority for maintenance of the system: National Security Act of
1947, as amended-Pub. L. 80-253. Central Intelligence Agency Act
of 1949, as amended-Pub. L. 81-110. Section 506(a) Federal
Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses:
Used as a supplement to the official personnel folders by author-
ized operating officials to facilitate and expedite processing or proce-
dural requirements and transactions of employees.
Serves as a management tool for administrative and operating
officials for purposes of employee assignment, promotion, and career
development considerations and determinations.
To refer or provide information in response to or by direction of a
court order, or where there is an indication of a violation or potential
violation of law whether civil, criminal, or regulatory in nature, to
the appropriate agency charged with the responsibility of investigat-
ing or prosecuting such violation or charged with enforcing or im-
plementing a statute or law, regulation or order issued pursuant
thereto.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are maintained in vaulted areas or approved metal
filing cabinets; file release is on a controlled-loan basis to authorized
officials.
Retention and disposal: After transfer, resignation or retirement,
screen folder immediately transferring items that should be filed in
the Official Personnel file, operational items to appropriate operating
files, and process the remaining material as follows: Transfer-For-
ward file to gaining office; retirement-hold retirement cases 18
months and destroy; and, resignations-hold resignation cases I year
and destroy.
System manager(s) and address:
Chief, Support Staff
Intelligence Community Staff
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
Information and Privacy Coordinator
Central Intelligency Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules, pub-
lished in the Federal Register (32 CFR 1901.13). Individuals must
comply with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Employee, Career Service Panel, IC offi-
cials.
CIA-62
System name: Office of Data Processing Security Clearance Records.
System location: Central Intelligence Agency, Washington, D.C.
20505.
Categories of individuals covered by the system: Commercial con-
tractors and vendors, persons in the private sector associated with
the Agency, and individuals in other government agencies contacted
for liaison purposes.
Categories of records in the system: Biographic data (name, date
and place of birth, Social Security Account Number), company name
a.id security clearances held.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended-Pub. L. 81-
110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Staff employees
in conducting Agency business with the commercial sector and liai-
son with other government agencies.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Magnetic disc. Paper product is stored in combination
lock safes or vaulted areas.
Retrievability: By individual or company name, and Social Security
Account Number.
Safeguards: Access is limited to staff employees having a need-to-
know and a coded password identifier.
Retention and disposal: Records destroyed by degaussing or pulp-
ing upon expiration of clearance. Clearances may be revalidated
three years after initial approval.
System manager(s) and address: Director, Office of Data Process-
ing, Central Intelligence Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator, Central Intelligence
Agency, Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contests
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Information obtained from individual
concerned and certification of clearance from Office of Security.
CIA-63
System name: Security Access Records.
System location: Central Intelligence Agency, Washington, D.C.
20505.
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Categories of individuals covered by the system: Agency employees
_nd either badged individuals accessing Agency buildings.
Categories of records in the system: Badge number, building/en-
t[ancc, year, Julian day, hour, entry or exit code.
Authority for maintenance of the system: National Security Act of
1947, as Amended-Pub. L. 80-253.
Central Intelligence Agency Act of 1949, as Amended Pub. L. 81-
110.
Section 506(a), Federal Records Act of 1950 (44 USC 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: For routine administrative,
managerial and security purposes in order to: a. Determine the fre-
quency of access to Agency buildings of certain badged individuals
to facilitate administration of badge reissuance criteria; b. Provide
selected Agency managers with statistical data on building access
patterns for resource planning purposes; c. Ascertain whether a given
badged individual has accessed a specific Agency building entrance,
including the date and time of such access.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper and magnetic media.
Retrievability: Badge number, Julian date, time (hours/minutes),
building/entrance, and entry or exit code.
Safeguards: Records are maintained in a vault or combination lock
safes. Access by Agency employees having a need-to-know and a
coded password identifier.
Retention and disposal: Records on individuals are retained for a
maximum of six years after date of access. Records are destroyed by
degaussing, pulping or burning.
System manager(s) and address: Director of Security Central Intelli-
gency Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator, Central Intelligence
Agency, Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Agency's magnetically encoded badge
system, after-hours building log and "Visitor-No-Escort" badge
record cards.
CIA-64
System name: Inquiries from Private Individuals about CIA and its
Mission.
System location: Central Intelligence Agency, Washington, D.C.
20505.
Categories of individuals covered by the system: Members of the
general public who have written to CIA on matters of interest to the
Office of Public Affairs.
Categories of records in the system: Correspondence from the gen-
eral public and the Agency's letter of response.
Authority for maintenance of the system: Section 506(a), Federal
Records Act of 1950 (44 USC 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To ensure responsiveness
to legitimate public concerns about the mission and function of CIA.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records In the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are stored in vaulted room or in combination lock
safes; access is on a need-to-know basis.
Retention and disposal: Destroyed by pulping after two years.
System manager(s) and address: Office of Public Affairs, Central
Intelligence Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator, Central Intelligence
Agency, Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or corrections of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Correspondence from the general public
for the Office of Public Affairs.
CIA-65
System name: Contact with the News Media and Index.
System location: Central Intelligence Agency, Washington, D.C.
20505.
Categories of individuals covered by the system: Media representa-
tives.
Categories of records in the system: Written record of telephonic
discussions with members of the press, radio, television or other news
media. Includes daily memorada to Director Central Intelligence-
"Contacts with the Press." Cards 5 X 8 contain name and date of
telephone call and index the written record of discussion.
Authority for maintenance of the system: Section 506(a), Federal
Records Act of 1950 (44 USC 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Agency officials
to record the interests of journalists and to account for Agency
information provided to them.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files stored in a vaulted room or combination lock
safes; access upon request on a need-to-know basis.
Retention and disposal: Permanent.
System manager(s) and address: Office of Public Affairs, Central
Intelligence Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator, Central Intelligence
Agency, Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Requests from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or corrections of records, are promulgated in CIA rules
section of the Federal Register.
Record source categories: Telephone inquires from news media
representatives and response.
CIA-66
System name: Manuscript Review
System location: Central Intelligence Agency, Washington, D.C.
20505.
Categories of individuals covered by the system: Present and former
employees.
Categories of records in the system: Manuscripts submitted for
review.
Authority for maintenance of the system: Section 506(a), Federal
Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Review manuscripts of
proposed publications or speeches authored or given by present or
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former employees to prevent unauthorized disclosure of classified
information.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper
Retrievability: By name.
Safeguards: Files are stored in a vaulted room or combination lock
safes; access is on a need-to-know basis.
Retention and disposal: Permanent.
System manager(s) and address: Offices of Public Affairs, Central
Intelligence Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator, Central Intelligence
Agency, Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
requirements for access to individual records, for disputing the con-
tents thereof, and for appealing an initial determination by CIA
concerning access to or corrections of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Present and former employees.
CIA-67
System name:
Publishing and Speaking Engagement Clearances.
System location: Central Intelligence Agency, Washington, D.C.
20505.
Categories of individuals covered by the system: Present and former
employees.
Categories of records in the system: Clearances for speeches and
published works proposed for or in the public domain.
Authority for maintenance of the system: Section 506(a), Federal
Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Agency officials
to review and provide clearance for external speaking and publishing
activities and to be aware of information released into the public
domain.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are stored in a vaulted room or combination lock
safes; access is on a need-to-know basis.
Retention and disposal: Destroyed by pulping after three years.
System manager(s) and address: Office of Public Affairs, Central
Intelligence Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct their inquiries
to:
Information and Privacy Coordinator, Central Intelligence
Agency. Washington, D.C. 20505.
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individuals must comply
with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or corrections of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Current and former CIA employees.
CIA-68
System name: CIA Personnel in Contact wilt Press.
System location: Central Intelligence Agency, Washington, D.C.
20505.
Categories of individuals covered by the system: Present and former
CIA employees.
Categories of records in the system: Card index of CIA employees
who have reported a media contact.
Authority for maintenance of the system: Section 506(a), Federal
Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To maintain a record of
employee press contacts.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are stored in a vaulted room; access upon request
on a need-to-know basis.
Retention and disposal: Permanent.
System manager(s) and address: Office of Public Affairs, Central
Intelligence Agency, Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn if this system of
records contains information about them should direct inquiries to:
Information and Privacy Coordinator, Central Intelligence
Agency, Washington, D.C. 20505
Identification requirements are specified in the CIA rules published
in the Federal Register (32 CFR 1901.13). Individual must comply
with these rules
Record access procedures: Request from individuals should be ad-
dressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the contents
thereof, and for appealing an initial determination by CIA concerning
access to or corrections of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Present and former employees.
CIA-69
System name:
Language Use Assessment
System location:
Central Intelligence Agency, Washington, DC 20505.
Categories of individuals covered by the system:
Agency employees who have used their language abroad.
Categories of records in the system:
Name, Social Security number, biographical date, and date relating
to use of foreign language(s) abroad.
Authority for maintenance of the system:
Title 5, U.S.C. Chapter 41. Central Intelligence Act of 1949, as
amended-Pub. L. 81-110. Sec. 506(a), Federal Records Act of 1950
(44 U.S.C. 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses:
Used by Office of Training and Education Language School per-
sonnel for research on a variety of matters relating to language
learning and testing. Data generated will be stored in a computer
system in the Agency and will be used solely for research purposes.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage:
Agency computer system.
Retrievability:
By Social Security number.
Safeguards:
Stored in locked computer files; access by password on a strict
need-to-know basis.
Retention and disposal:
Maintained indefinitely in computer files for ongoing research
needs.
System manager(s) and address:
Director of Training and Education, Central Intelligence Agency,
Washington, DC 20505.
Notification procedure:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington,
DC 20505.
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'&ntificrtion requirements are specified in the CIA rules published
in the Code of Federal Regulations (32 CFR 1901.13). Individuals
r. gist .;orn?ly with these rules.
Record access procedures:
'teques;,: from individuals should be addressed as indicated in the
notification section above.
Contesting record procedures:
The Central Intelligence Agency's regulations for access to indi-
vidual records, for disputing the contents thereof, and for appealing
an initial determination by CIA concerning access to or correction of
records, are promulgated in the CIA rules section of the Code of
Federal Regulations (32 CFR Part 1901).
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