PRIVACY ACT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00933R000300240009-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 31
• Document Creation Date: December 15, 2016
• Document Release Date: July 21, 2003
• Sequence Number: 9
• Publication Date: September 30, 1975
• Content Type: MF

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39774
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CENTRAL INTELLIGENCE AGENCY
[ 32 CFR Part 1901]
PRIVACY ACT OF 1974
Proposed Implementation
Notice is hereby given that the -Cen-
tral Intelligence Agency proposes to
amend Title 32, Chapter XIX, Code of
Federal Regulations by adding a new
Part 1901 which implements_ the pro-
visions of sections 2 and 3 of the Privacy
Act of 1974 (Pub. L. 93-579) (hereinafter
referred to as the "Act") .
The proposed regulations establish
policies and procedures to insure the
protection of individual privacy and- the
accuracy of personally identifiable rec-
ords in accordance with the .require-
ments of the Act. In addition the ,pro-
posed regulations establish procedures by
which individuals may gain access to rec-
ords identified with that individual and
may seek amendment or correction of
such records.
The Proposed regulations further es-
tablish policies and procedures to insure
the proper disclosure of information in
such records in accordance with the pro--
visions of the Act.
The public may participate in this
proposed rulemaking by submitting writ-
ten data, views or arguments on the-pro-
posed regulations to the Privacy Act Co-
ordinator, Central Intelligence Agency,
Washington, D.C. 20505 on or before Sep-
tember 15,. 1975. All written comments
received from the public on or before
that date will be considered by the
Agency in formulating its final regula-
tions.
Notice is hereby given that it is pro-
posed to make the final regulations effec-
tive September 27, 1975, the effective
date of section 3, Pub. L. 93-579.
These regulations are the exclusive
means by which individuals may request
personally identifiable records and infor-
mation from the Central Intelligence
Agency.
Title 32, Chapter XIX, Code of Federal
Regulations is proposed to be amended
by establishing a new Part 1901, as
follows:
. -
PART 1901. PROTECTION OF RECORDS
MAINTAINED ON INDIVIDUALS
Sec.
1901.1 Purpose and scope.
1901.3 Definitions. '`
1901.11 Procedures for_requests pertaining
to individual records In a record.
system.
1901.13 Requirements for Identification of
individuals making requests.
1901.15 Disclosure of requested information-
to individuals.
1901.17 Appeal of determination- to deny
access to requested record.
1901.19 Special procedures for disclosure of
medical and psychological records.,
1901.21 Request for correction or amend-
ment to record.
1901.23 Appeal of initial adverse agency de-
termination on correction or
amendment.
1901.31 Disclosure of record to person other
than the individual to whom it
pertains.
1901.41 Fees.
Sec.
1901.51 Penalties.
1901.61 General exemptions.
1901.71 Specific exemptions.
'Aunioarry: 5 U.S.C. 552a; 5 U.S.C.- 553.
? 1901.1 Purpose and scope.
(a) This proposed regulation ie pub-
lished pursuant to the Privacy Act of
1974 (5 U.S.C. 552a) . This -proposed reg-
ulation establishes procedures- by which
an individual may request notification of
whether the Central Intelligence Agency
maintains a record pertaining- to him in
any non-exempt portion of a system of
records or any non-exempt system- of
records, request a copy of such record,.
request that the record be amended, ap-
peal any initial adverse determination
of any request to deny access to or amend
a record and submit additional data to
augment or correct such record.-The pro-
posed regulation further specifies those
systems of records or portions of systems
of ,records the Director has determined
to exempt from the procedures estab-
lished by this regulation and from cer-
tain provisions of the Act.
(b) The purpose -of the proposed gen-
eral exemption, in the instance of poly-
graph -records, is to prevent access and
review of records which intimately reveal
a CIA security method. The purpose of
the proposed general exeMption from the
provisions of subsections (c) (3) and (e)
(3) (A-D) is to avoid disclosures that
may adversely affect ongoing operational
relationships with other intelligence and
related organizations and thus reveal or
jeopardize intelligence sources' and
methods or risk exposure of intelligence
sources and. methods in the processing of
covert employment applications.
(c) The purpose of the proposed gen-
eral exemption from subsections (d), (e)
(4) (G), (f) (1) and (g) of . the Act-is to
protect only those portions of systems of
records which if revealed would risk ex-
posure of intelligence sources and meth-
ods or hamper the ability of the CIA. to
effectively use information received from
-ether agencies or foreign services:
(d) It should be noted that by subject-
ing information which would consist of,
reveal. or pertain, to intelligence source's
and methods to sepdrate determinations
by the Director of Central. Intelligence
_under ? 1901.61 Cc) and (d) regarding ac-
cess and notice:an intent is established
to apply the exemption from access and
notice only in those' cases where notice
in itself would constitute a revelation of
intelligence sources and methods. In all-
cases- where only access to information
would reveal such source- or . method,
notice will be. given upon request.
(e) The purpose of the proposed'
specific exemptions provided for under
section (k) of the Act Is-to exempt only
those portions of systems of records
which would consist of, pertain to or re- -
veal that information which is enumer-
ated in the above noted section (k) .
(f) In each case, the Director of Cen-
tral Intelligence has determined that
the enumerated, classes of 'information
should be exempt in order to comply with
directives in Executive Order 11652 deal-
ing with the proper classification of na-
tional defense or foreign policy informa-
tion; protect the privacy of other per-
- sons who supplied information under an
implied or express) grant of confiden-
tiality in the case of law enforcement or
employment and security suitability in-
vestigations or promotion material in the
case of the armed services; protect in-
formation used in connection with as-
sisting in protective services Under 18
U.S.C.: 3056; protecting the efficacy of
testing materials; and protect informa-
tion which would constitute information
required by statute to be maintained and
used solely as statistical records.
? 1901.3- Definitions.
For the purposes of this Part;
(a) "Agency" means each authority of
the United States Government as defined
in 6 U.S.C. 552(e) .
(b) "Individual" means a citizen of the
United States or an alien lawfully ad-
mitted for permanent residence who is
a living being and to whom a record
might pertain.
(c) "Maintain" means maintain, col-
lect r use, or disseminate.
(di- "Record" means an item, collec-
tion or grouping of information about
an individual that is maintained by the
Central Intelligence Agency.
(e) "System of Records' means a
group of any records under the control
of-the Central Intelligence Agency from
which records are retrieved by the name
of the individual or by some identifying
number, symbol or other identifying par-
ticular assigned to the individual.
Cr) "Routine use" means (with respect
to the- disclosure of a record) the use of
such record for a purpose which is com-
patible with the purpose for which the
record is maintained.
?1901.11 Procedures for -requests per.
mining to individual recordi in a -
record system. .
(a) An individual seeking notification
of whether a system of records contlins
a record pertaining to him or an individ-
-ual seeking access to information or rec-
ords pertaining to him which is avail-
able under the Act shall address his
request in writing to the Privacy Act
Coordinator, Central Intelligence Agency,
Washington, D.C. 20505.
(b) In addition-to meeting the identi-
fication requirements set forth in
? 1901.13 individuals seeking notification
or access shall, to the best of their abil-
ity, describe fhe nature of the record
sought and the system in which It is
-thought to be included, as described in
the .Notices of Records Systems which is
Published in the August 28, 1975 issue of
the FEDERAL REGISTER.
? 1901.13 Requirements for identifica-
tion of individuals making requests.
(a) -An individual seeking access to or
notification of the existence of records
about himself shall provide in the letter
of request his full name, address, data and
place of birth together with a notarized
statement swearing to or affirming his
identity. If it is determined by the Pri-
vacy Act Coordinator that this -informa-
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tion does not sufficiently identify the in-
dividual, the Privacy Act Coordinator
may request additional identification
from the individual or clarification of
information submitted by the individual.
(b) In the case of an individual who
is an alien lawfully admitted for perma-
nent residence, said Individual shall pro-
vide; in addition to the information re-
quired under paragraph (a) of this sec-
tion, his_or her Alien Registration num-
ber'.
.(c) The parent or guardian of a minor
or a person judicially determined to be
incompetent shall- in addition to e.stab-
lishing-the identity of the minor or per-
represented as required in paragraph
(a) or (b) of this section, establish evi-
dence a such parentage or guardianship
by providing a copy of the minor's birth
certificate or the court order establish-
ing such guardianship.
? 1901:15 Diselosure of requested infor.
? mation to individuals.
(a) Responses to requests made pur-
suant to ? 1901.11 will be made promptly
by the Privacy Act Coordinator.
(b) The Privacy Att_Coordinator upon
receipt of a request made pursuant to
? 1901.11 shall refer the request to the
responsible components.
- (c) The responsible components shall:
(1) Determine whether a record exii,s;
and
(2) Determine whether access may be
available under the Act. _
(d) The responsible components shall -
Inform the ? Privacy Act Coordinator of
-any determination made pursuant to
paragraph (c) (1)- or (2) of this section.
- The Privacy Act Coordinator shall, -in
turn, notify the individual bf the deter-
mination and shall provide' copies of rec-
ords determined to be accessible if copies
- have been requested. In the event that
information pertaining to the individual
in a CIA record system was received-
- from, another. Federal agency,- the in-
dividual will be so notified and that in-
formation shall be referred to the origi-
nating agency.
(e) If a determination has been made
not to give- access to requested records
the Privacy Act Coordinator shall-inform
the individual- of the reason therefore
and the _right of--appeal.of this deter-
mination by the respontible components
- under ? 1901.17.
(f) This section shall not be construed
- to allow access to information deter-
mined to be exempt? under determina-
tions made pursuant to 5 U.S.C. 552a (j)
and (k).
?.1.901.17 Appeal of &termination to
deny access to requested record.
(a). Any - individual whose request
made pursuant to , ?. 1901.11 is refused
may appeal, such refusal within thirty
days of receipt of notice of refusal.
, (b) Appeals shall be sent in writing
? to the Privacy Act Coordinator and shall
Identify the particular record system, if
possible, -which is the subject of the
appeal' and shall state the basis for the
appeal.
(c) The Privacy Act Coordinator, upon-
receipt of the appeal letter, shall
promptly refer the appeal to the Deputy
Directors of the responsible components
--and shall -inform the Deputy Directors
of the date of receipt of the appeal and
shall request the Deputy Directors make
a determination on the appeal. within
thirty days (excluding Saturdays, Sun-
days or legal holidays)
(d) The Deputy Directors of the re-
sponsible components, or senior officers
designated by thein, shall review the
Initial decision to deny access to the
requested records and shall inforra the
Privacy Act Coordinator of the review
determination. The Privacy Act Co-
ordinator shall, in turn, notify the in-
dividual of the result of the determina-
tion.. If the determination reverses the
initial denial, the Privacy Act Coordi-
nator shall provide copies of the records
-requested. If. the determination upholds
the initial denial the Privacy Act Co-
ordinator' shall inform- the individual of
his right to judicial review as provided
for by this Part.
'?:1901.19 Special' procedures for disclo-
- sure of medical and psychological
records.
(a) When a. request for copies of med-
ical records is made by an. individual and
when the- Privacy Act Coordinator- de-
termines that such medical and psycho-
logical records are not exempt from-dis?
closure, the Privacy Act Coordinator,
after consultation with Director of Med-
ical Services, may determine (1.) which
medical or Psychological records may be
sent directly -to the requestor and (2)--,
whieh medical or psychological records
should not be sent-directly to the reques-
tor because of possible harm to the,,indi-
vidual. In the case of paragraph (a) (2)
of this section, the Privacy Act Coordi-
nator shall so notify the requestor.
(b) When- a determination has been
made not to make medical or _nsycho-
logical records noted in paragraph (a) of.
this' section available to the individual
the Privacy Act Coordinator shall infbrm
the individual that the medical or psy-
chological record will be made available
to a physician- of- the individual's choice--
if the individual specifically requests:
, Upon receipt of such request and after-
proper verification' of the identity of the
physician, the Privacy Act Coordinator
shall send such records to the named
physician. ? ? ---- ?
? 1901.21 Request-. for correction or
amendment of record. . _
(a)" An individual may request amend-
ment or correction of a record pertaining
to him by addressing such request by
mail to the Privacy Act Coordinator,
Central Intelligence Agency, Washing-
ton, D.C. 20505. The request shall iden-
tify the particular record the individual
wishes to amend or correct, the nature
of the correction or amendment sought,
and a justification for such correction or
amendment.
(b) Within ten days of receipt of the
reQuest by the Privacy Act Coordinator
39775
(excluding Saturdays, Sundays and legal
holidays) the Pthaty Act Coordinator -
shall acknowledge receipt of the request.
(c) The Privacy. Act Coordinator shall
refer such requests to the components
responsible for _the record upon receipt
of Slich request, shall advise the respon-
sible components. of the date- of receipt
and shall request that the respons- ible
components make an initial determina-
tion on such request within thirty days
of receipt (excluding Saturdays, Sundays
and legal holidays). ' _
(d) The responsible components shall:
(1) Make any correction or amend-
ment to any portion of the record which
the individual believes is not accurate,
relevant, timely or complete and- shall -
inform the Privacy Act Coordinator of
this action, and the Privacy Act Coordi-
nator shall, in. turn, promptly inform the
requestor; or
(2) Determine that the requested cor-
rection or amendment will not be made
and shall so inform the Privacy Act Co-
ordinator who, in turn, shall promptly
inform the individual, setting_ out the -
reasons for the refusal and advising the
individual of the right of appeal to Depu-
ty--Directors of the responsible compo-
nents under ? 1901.23.
? 1901.23 Appeal of initial adverse
agency determination. on- eorrection
or amendment.
(a) Any individual whose request made.
pursuant to ? 1901.21 is refused may ap-
peal such refusal within thirty days of
receipt of notice of refusal.
(13)' Appeals shall be sent in writing to
the Privacy Act Coordinator and shall
identify the particular record which is
the subject of the appeal and shall state
the basis for the appeal. --
(c) The Privacy Act Coordinator, upon
receipt of the appealletter, shall prompt-
ly refer the appeal to the Deputy Direc-
tors of the responsible *components and
shall inform the Deputy Directors of the-
date of receipt of the appeal and shall
direct that the Deputy Directors make a
determination on the appeal _within
thirty days ,(excluding Saturdays, Sun-
days or legal holidays) .
(d) The Deputy Directors of the re-
sponsible_ components, or senior' officers
designated by them, shall determine
whether or not to amend the record and
shall inform the Privacy Act' Coordinator
of the determination. The Privacy Act
Coordinator shall, in turn, notify the
individual of the result of the determina-
tion, and inform the individual of his
right to submit a statement pursuant to -
paragraph (e) of this section or to judi-
cial review as provided for in this Fart.
(e) If on appeal the refusal to amend
or correct the record is upheld, the in-
dividual may file a concise statement set-
ting forth the reasons for his disagree-
ment with the This state-
ment shall be sent to the Privacy Act
Coordinator, Central Intelligence Agen-
cy, Washington, D.C. 20505 within thirty
days of notification of refusal to correct
or amend the record.
(f) The Director of Central Intelli-
gence may extend up to thirty days the
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*to?
time period prescribed in paragraph (c)
of .this section within which to make ,a
determination on an appeal from a re-
fusal to amend or correct a record if it
S found that a fair and equitable review
cannot be completed within the pre-
scribed time.
? 1901.31 Disclosure- of a record to a
person other than, the individual to
whom it pertains.
-' (a) NO -record which-is within a sys-
tem of records shall be disclosed by any-
means of communication to- any per-
son, or to another agency, except pur-
suant to a written request by, or with the
prior written, consent of, the individual
to who= the record pertains, unless dis-
closure of the record would- be:
? (1) To .those officers and employees of
the agency which maintains the record
who have a need for the record in the
performance of their duties;
(2) Requirethunder 5-U.S.C. 552.
(3) Per a routine use as defined in
section I9012(f), as Contained in the
Notice of Systems published in the FED-
ERAL REGISTER of. August 28\ 1975 and as
described in subsection (e) (4(D) of the
Act._
(4) To the Bureau of the Census for
purposes of planning or carrying out a
census or survey or related activity pur-
suant to-the provisions of title 13;
(5) To "a?' recipient who' has provided
the agency with advance adequate writ-
ten assurance that the record will be
_used solely as a statistical research or re?
porting record, and the. record is to be
transferred in a form. that- is not in-
dividually identifiable;
(6) To the National Archives of the
United States as a-record which has suffi-
cient historical or other value to warrant
its continued preservation by the-United
? States Government; or for evaluation by
the Administrator of General Services
or his designee to determine whether the
record has such value; _
(7) To another agency or to an instru-
mentality of any governmental jurisdie,
tion- within or under the control of the
United States for a civil or criminal law
enforcement activity if, the activity is
authorized by law, and if the head of
the agency or instrumentality has made
a written request to the agency which
maintains the record specifying the par-
ticular portion desired and-the law en-
forcement activity for which the record
is sought;
(8) To a person pursuant to-a showing
of compelling circumstances affecting the
health or safety of an individual if upon
such disclosure notification is trans-
mitted to the last known address of such
individual; _ , ?
(9) To either House of Congress, or, to.
the extent of matter within its jurisdic'-
tion, any committee Or subcommittee
thereof, any joint committeeof Congress
or subcommittee of any such joint
committee;
(10) To the Comptroller General, or
any of his authorized representatives, in
the course of the performance of the
duties of the General Accounting Office;
or -
(11) Pursuant to the order of -a court
of competent Jurisdiction; ,
?1901.41 Fees. -
(a) No fee shall -be charged for the
provision of copies of. records requested
under the Privacy Act (5 U.S.C. 552a).
,? 190/.51 Penalties. ' -
(a) Criminal penalties may be 'imposed
against any officer or employee of the
CIA who, by virtue of his employment,
has possession of, or-access to, Agency-
records which contain information iden-
tifiable with an individual, the disclosure-
of which is prohibited by the Act or by
these rules, and who knowing that dis-
closure of the specific material-is so pro-
hibited, willfully discloses the material
in any manner to any person or agency
not entitled to receive it.
(b) Criminal penalties may be imposed
against any officer or employee of the
CIA who willfully maintains a system of
records without meeting the require-
ments of subsection (e) (4) of -the Act
(5 U.S.C. 552a(e) (4) ) . -
(c) Criminal penalties may be imposed
upon any person who knowingly and
willfully requests or obtains any record
concerning an individual from the CIA
under false pretenses.
? 1901.61 General exemptions.
(a) 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 from all sections
of the Act except 552a(b) , '(o) (1) and
(2) , (e) (1) (4) (A) through (F), (e) (5),
(6), (7), (9), (10), and (11), and (1) the
following systems of records or portions
of records in a system of record:
(1) Polygraph records.
(b)- Pursuant to authority granted in
section (1) of the Act the Director of
Central Intelligence has determined to
from subsections (c) (3) and (e)
(3) (A through D) of the Act all systems
of records maintained by the CIA.
(c) Pursuant to authority granted in
subsection (j) of the'Act the Director of
Central Intelligence has determined to
exempt from notification under subsec-
dohs (e) (4) (G) and (f) (1) those por-
tions of each and all systems of records
which have been exempted from individ-
ual access under subsection (j), in those
cases where the Privacy Act Coordinator
determines after advice by the responsi-
ble_ components, that confirmation of the
existence of a record may jeopardize
Intelligence Sources and methods. In
such cases the CIA may choose to neither
confirm nor deny the existence of the
record and may advise the individual
that there-is no record which is available
to him pursuant to the Privacy Act of
1974.
(d) Pursuant to authority granted in
subsection (j) of the Act the Director of
Central Intelligence has determined to
exempt from access by individuals under
subsection (d) of the Act those portions
and only those portions of all systems of.
records maintained by the CIA that;
(1) Consist of, pertain to, or would
otherwise reveal intelligence sources and
methods -
(2) Consist of documents or informa-
tion provided by foreign, federal, state,
or other public agencies or authorities.
(e) Pursuant to authority granted in
subsection (J) of the Act the Director of
Central Intelligence has determined to
eXempt from Judicial review under sub-
section (g) of the Act all determinations
to deny access under section (d) of the
Act and all decisions to deny notice
under subsections (e) (4) (G) and (f) Cl)
of the Act pursuant to determination
made under paragraph (c) of this sec-
tion when it has been determined by an
appropriate official of the CIA that such
access would disclose information which
would;
(1) Consist of, pertain to or otherwise
reveal intelligence sources and methods;
(2) Consist of documents or informa-
tion provided by foreign, federal, state,
or other public agencies or authorities.
? 1901.71 Specific exemptions.
(a) Pursuant to authority granted in
subsection (k) of the Act -(-5 U.S.C. 552a
(k) ) the Director of Central-Intelligence
has determined to exempt from subsec-
tion (d) those portions and only those
portions of all systems of records main-
tained by the CIA. that would consist of,
pertain to or would otherwise reveal in-
formation that is;
(1) Subject to the provisions of sec-
tion 552(p) (1) of Title 5 1.1.S.C.:
(2) Investigatory material compiled
for law enforcement purposes, other
than material within the scope of sub-
section (j) (2) of the Act;' provided, how-
ever; That if any individual is denied any
right, privilege, or benefit that he would
otherwise-be eligible, as a result of the
maintenance of such material, such
material shall be provided to such in-
dividual, except to the extent that the
disclosure of such material would reveal
the identity of a source who furnished
the information to the Government
under an express promise that the
Identity of the source would be held in
confidence, or, prior to the effective date
of this section, under an implied promise
that the identity of the sonic*, would 'be-
held in confidence:
? (3) Maintained in connection with
providing protective services to the Pres-
ident of the United States or other In-
dividuals pursuant to section 3056 of
title 18;
(4) Required by statute to be main-
tained and used solely as statistical rec-
ords;
(5) Investigatory material compiled
solely for the purpose of determining
suitability, eligibility, or qualifications
for Federal civilian employment, mili-
tary service, Federal contracts, or access
to classified information, but only to the
extent that the disclosure of such mate-
rial would reveal the identity of a source
who furnished information to the Gov-
ernment under an express promise that
the identity of the source would be held
in- confidence, or, prior to the effective
date of this section, under an implied
promise that the identity of the source
would be held in confidence:
(6) Testing or examination material
used solely to determine individual qual-
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ificationS for appointment or promotion
in the. Federal service the disclosure of
which would compromise the objectivity
or fairness of the-testing or examination
process; or
(7) Evaluation material used to de-
termine potential for promotion in the
armed services, but, only tette extent
that the disclosure of such material
would reveal the identity of a source who
furnished information to the Govern-
ment under an express promise that the _
Identity of the source would be held in
confidence, or, prior to the effective date
of this section, under an implied promise?
that the identity of the source would be
held in confidence.
JOAN F. BLAKE,.'
Deputy Director for
Administration.
ADDITION TO STATEMENT OF GENERAL
ROUTINE USES OF SYSTEMS OF
-RECORDS: ?
The following paragraph should be
added to the statement of General Rou-
tine uses which precedes the notice of
systems of records maintained by CIA:
5.-A record from this system of records
may be disclosed to the Office of Manage-
ment and-Budget in connection with the
review of private release" legislation as set
forth in OMB Circular No. A-19 at any.
.stage of the legislative coordination and
- clearance process as set forth- in that
Circular.
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CENTRAL INTELLIGENCE AGENCY
araivAcr- ACT OF 1974
Noticeof _Sstems of Records
Correcticor
in 1P11. Doc. 75-22826, appearing at page
39778 in the issue of Thursday, August
28. 1.975, in the first column on page
39778. the second line under "Record Sys-
tem" which -reads "Agency. Training
Record- CIA-2", should read "Agency
-Training Record- CIA-V._ In addition.
in 'the first, column on page 39801, the
first ? two lines under "CIA-57." which
read "Routine uses of records maintained
In the system, including categories of
users and the purposes of. such uses: Se-
curity Records.", should read "System.
name: Security Records.".
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39778 "Approved For kJ-tsetse 2003RPM:
CENTRAL INTELLIGENCE AGENCY
? Privacy Act of 1974
Notice of Systems of Records ,
Notice is hereby given that the Central Intelligence Agency in ac-
cordance with 5 U.S.C. 5.52a(e)(4) and (11), Section 3 of the Privacy
Act of_ 1974 (Public Law 93-579), proposes to adopt the notice of
systems of records set forth below. Any person interested in this
notice may submit written data, views, or arguments to the Privacy
Act Coordinator, Central Intelligence Agency, Washington, D.C:
20505, on or before September 15, 1975- All written comments
received from the public through such date will be considered by
the Cents's'. Intelligence Agency before adopting a final notice..
Effective date. This notice shall be effective August 28, 1975.
Dated: August 21,1975.
eirrigiVPIP-SelleitRO*300240009-6
Intelligence in Public Literature File-;-CIA-41
'Language Learning Center Student Files?CIA-9
Language Qualifications Register--CIA-10
Legal Subject Records?CIA-5
Liaison Contact Files?CIA-53
Library Open Literature Ready Reference File?CIA-42
Logistics_Security Clearance Records?CIA-20
Manpower Controls System?CIA-29
Medical Facilities and Physicians?CIA-36
Modern.Language Aptitude Test Scores (MLAT)?CIA-11
Occupational Accident Report Records?CIA-55
Off-Campus Instructor Applicant Files?CIA-7
Office of Joint Computer Support Training and Skills
Inventory?CIA-.2 '
Parking Pernik Files?CIA-16
- Personal Property Claims Records?CIA-18
Polygraph Files?CIA-23
Privacy Act Requesters?CIA-2I
Private Attorney Panel?CIA-4
Professors and Placement Officers of Selected Colleges?CIA-
47 _
Prospective Contributors for the Collection of Foreign
Intelligence?CIA-33
Psychological Test Data Files?CIA-37
Publications about CIA?CIA-39
Security Analysis Records?CIA-56
Security Duty'office Events Reports?CIA-51
Security Records?a4-57
Soviet-U.S. Contacts File?CL41-45
'Special Clearance System?CTA-52
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
- Vehicle Operators File--CIA47
CIA-1.
System name: Applications Division- Tracking System.
System location:-
Central Intelligence AgenEY
Washington, D.C. 20505.
- , JOHN F:SLAKE
Deputy Director for Administration
STATEMENT 01 GENERAL ROUTINE USES
The following routine uses apply to, and ate incorporated by
reference into, each system of records set forth below.
1. In the event that a system of records maintained by the Cen-
tral Intelligence Agency to, carry out its functions indicates a viola-
tion or potential violation of law, whether civil, criminal or regula-
tory in nature, and whether arising by general statute or particular
program pursuant thereto, the relevant records in the. system-of
records may be referred, as a routine use, to the appropriate agen-
cY, whether Federal, state, local or foreign, charged with- the
responsibility, of investigating or prosecuting such violation or-
charged with enforcing or implementing the statute, or nile, regain-
tion or order issued pursuant thereto. - _
2.A record front 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 per-
tinent information, such as current licenses, if necessary to obtain
information relevant to a Central Intelligence Agency decision con-
cerning the hiring, or retention of an employee, the issuance of a
security clearance, or the letting of a contract.
3. A record from this system of records may be _clisclosed, as a
-routine use, to a Federal agency, in response to its request, in con-
nection with the Wring or retention of an employee, the issuance of ?
a security clearance, the reporting of an investigation of an- em-
ployee, the letting of a contract, or the issuance of a license, grant
or other benefit by the requesting agency, to the extent that the in-
formation is relevant and necessary to the requesting agency's deci-
sion 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
counsel in the course of settlement negotiations.
TABLE OF CONTENTS
RECORD- SYSTEM
Academic Relations File?CIA-46
Agency. Training Record?CIA-2-
Applicant Files?CIA-30-
Applications Division Tracking System?CIA-1
Briefing Program File?CIA-43
Career Trainee Files?CIA-6 -
Central Badge System?CIA-54
CIA Authors File?CIA-40
- Clinical and Psychiatric Files (Applicants)?CIA-35
- Clinical and Psychiatric Files (Employees)?CIA-34
Computer Access File?CIA-3
? Congressional Liaison Records?CIA-38
Consultant and Independent Contractor-Records?CIA-32
Current Employees and Former Employees (official Personnel
files and records related thereto)?CIA-31
- Cryptographic Access File?CIA-48
-Directorate of Operations Records System?CIA-49
Employee Grievance Folders?CIA-15
Equal Employment Opportunity Complainant Records?CIA-I4
Equipment and Supplies Accountability Records?CIA-19
External Training Files?CIA-12
Foreign Map Source Files?CIA-44
Financial Records?CIA-50
Freedom of Information Act Requesters?CIA-22
Guest Speakers?CIA-13
Categories of hidividuaLs covered by the system: Agency. and con-
tract employees, employees of contractor supporting Office of Joint
Computer Support, currently or formerly assigned to computer
software development or maintenance, projects in Applications
Division. ,
- 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 (441J.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 -
Division staff for periodic reporting to Applications Division
management man-hours expended to develop 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 contraiitor personnel on bil-
lable contractual activity.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: Magnetic disk..
- Retrievability: Name and employee number.
Safeguards: Limited to specifically designated and. cleared per-
,
sonnet.
Retention and disposal: Records are erased when hours of activity
are no longer_needed by management.
-,System manager(s) and address:
Director, Office of Joint Computer Support
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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
FEDERAL REGISTER VOL, 40, NO. 168-THURSDAY, AUGUST 28, 1975
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Approved For Releitse 214Winircra-galtrapi33R00111300240009-6
Identification requirements are specified in the CIA rules
published in the Federal Register (32CE1( 1901.13)."Iiidividuals 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 con-
tents 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 Joint Computer
Support;
System name: Office of Joint Computer Support Training and Skills
Inventory. ,
z' 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 Of-
fice of Joint Computer Support (OJCS).
Categories of records in the system: Documentation of 'CIA- -
funded training for each, individual assigned to the Office of Joint -
Computer Support.
Documentation submitted by each- individual assigned to OJCS,
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., Section 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Assist D/OJCS in ascer-
taining what additional training personnel should receive.
Assist DIOJCS in the management of personnel assignments to
new programming tasks.
Policies and practices for storing, retrieving, accessing, retaining.,
and disposing of records in the sytem:
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 OJCS via periodic updates.
System manager(s) and address:
Director, Office of Joint Computer Support
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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 1901.13). Indiiiduals 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 con-
tents 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
contractors.
CIA-3.
System name: Computer. Access File.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
' Categories of individuals covered by the system: Agency em-
ployees having special access to Office of Joint Computer Support
computer systems.
39779.
Agency cleared contractors who have been granted access to Of-
fice of Joint Computer Support 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., Section 3101).
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Office of Joint Computer
Support. 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 as-
sociated 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 ac-
cessed a particular computer system or computer-based system of ?
_
records. -
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage:, Magnetic disk packs with "back-up" records on tapes s
and controlled hard copy computer listings used for reference. Ap-
plications and approval for access are maintained in paper !Hes.
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 Joint Computer Support systems are
deleted from computer-based system of records.
As changes are made and new master computer listings are
generated, 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 Joint Computer Support -
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:
Privacy Act Coordinator
Central Intelligence Agency
Washington,. D.C. 20505.
Identification requirements are specified ,in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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 -
'Washington, D.C. 20505.
Categories of individuals covered by the system: Attorneys in
private 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.
FEDERAL REGISTER VOL 40, NO. 168?THURSDAY, AUGUST 28, 1975
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Approved For Release 2003/08/20 : CIA-RDP84-0093300300240009-6
39780 CENTRAL INTELUGENCE AGENCY
Authority for maintenance of the system: Central Intelligence
Agency Act of 1949, as Amended-- Public Law 81-110.
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: 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 sytem:
. Storage: Paper.
Retrievability: By name. -
Safeguards: Records are stored- in a combination- leek safe and
access is only by personnel in the Office of. General Counsel.
Retention and. disposal: Permanent retention.
System manager(s) and address:
Geneml 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 to: .
Privacy Act Coordinator
Central Intelligence Agency
- Washington, D.C. 20505. -
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals must
comply with these rules: -
Record access procedures: Request from individuals should be: ad-
dresied as indicated in the notification section above. ?
Contesting record: procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the con-
tents _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, em-
ployees, defectors, individual plaintiffs in litigation-. cases, in-
dividuals inserting-claims against CIA; contractors and -consultants,
authors, journalists. and other:indiviaals 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-Public Law 81-110.
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: 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 per-
tinent information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention 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 sytem:
Storage: Paper.
Retrievability: j3y name.
Safeguards: Records are stored in combination lock safes and ac-
cess 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 to:'
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C: 20505.
'Identification requirements are specified in the CIA rules
published in the Federal Register (32C1'it 190L13). 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 con-
tents thereof, and for appealing an initial determination by CIA
concerning access to or collection 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?Public Law 80-253.
Central- Intelligence Agency Act of 1949, as Amended?Public
Law11-110. -
Section 506(e), 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 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 sytem:
Storage: Paper.
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. Official
transcripts are transferred to the Official Personnel Folder. All
other material is destroyed by burning upon employee's completion
of the program-Rejected applicants' files are retained for two years
and then destroyed by burning.
? 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:-
FEDERAL REGISTER VOL. 40, NO. 16E-THURSDAY, AUGUST 28, 1975
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Approved For Re liaise 2eMOR;lieRISAI:rai033ROW30024000976
39781
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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 in these
files are Program Officers, educational institutions, and the in-
dividual.
System name: Off-Campus Instructor Applicant Files,
System location:
Central Intelligence Agency
Washington, D.C. 20505. ?
Categories of individuals covered by the 'System: Agency em-
ployees 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 ad-
ministration.
Authority for maintenance of the system: National Security Act of
1947, as Amended?Public Law 80-253. __ -
Central Intelligence Agency Act of 1949, as Amended-Public
Law 81-110. -
. 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 Agency officials
to administer Instructor Program for Off-Campus college Courses
provided to employees.
Recommendations to University of Virginia for employing in-
structors.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: Paper. -
Retrievability: By name.
Safeguards: Stored in combination lock safes. Access by CIA of-
ficials on need-to-know basis.
Retention and disposal: Records are retained for three years after
termination of employment of instructor. Unsuccessful applicant
files are destroyed by burning after one year.
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:
Privacy Act Coordinator
Central Intelligence Agency -
Washington, D.C. 20505.
Identification requirements are specified in. the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals must
comply with these rules.
Record access procedures:skequest 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 con-
tents 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?&
System name: Agency Training Record.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Employees spon-
sored for 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?Public Law 81-
110.
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: Records are used by
Agency officials for processing employee requests for Agency-
sponsored training. ?
Used by Agency officials to evaluate training requirements in
connection 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 sytem:
Storage: Machine listing. -
Retrievability: By name.
Safeguards: Stored in combination lock safes. Access is restricted
to Training _Officers, Personnel Officers, Supervisors and the
TSS/)TR Staff.
Retention and disposal: Permanent retention.
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: -
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 19(}1.13). 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 con-
tents 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 institu-
tions, 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 en-
rolled 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?Public
Law 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section
3101).
FEDERAL REGISTER VOL 40, NO. 168-THURSDAY, AUGUST 28, 1975
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39782 Approved For Release 20laptia01?MhdlaPE816.49N3R00300240009-6
Nird
Routine uses of records maintained in the system, Including catego- ? Identification - requirements are specified in the CIA rules
ries of users and the purposes of such uses: Used -by Agency officials published in the Federal Register (32Ctit 1901.13). Individuals must
to monitor student performance. Transcript is entered in the Agen- comply with these rules.
cy Training Record.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: Paper.
Retrievability: By name.
Safeguards: Records stored in secure areas. Access on a need-to-
know basis.
Retention anti disposal: Retained for duration of student enroll-
ment. Records are destroyed by burning.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency Central Intelligence Agency
Washington, D.C. 20505. Washington, D.C. 20505.
- Notification procedure: Individuals seeking to learn if this system Categories of individuals covered by the system: Selected appli-
of records contains information about diem should L direct thbir ? cants and employees who have taken. the Modern Language Ap-
inquiries to: ?' titude Test.
Privacy Act Coordinator Categories, of records In the system: Name, biographic data and
Central Intelligence Agency test scores.
Washington, D.C. 20505. Authority for maintenance of the system: Title 5, U.S.C. Chapter
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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-1L
System name: Modern Language Aptitude Test Scores (MLAT).
? System location:
41.
Central Intelligence, Agency Act of 1949, as Amended?Public
Law 81-110.
Record access procedures: Request from individuals should be ad- Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section
dressed as indicated in the notification section above. 3101).
Contesting record procedures: The Central Intelligence Agency's.?
regulations for access to individual records, for disputing the con-
- tents 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.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Employees who
claim a foreign language proficiency.
Categories of records in the system: Employee claim of foreign
language proficiency, and identifying biographic data.
Authority for maintenance of the system: Title 5, U.S.C, Chapter
41.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
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 Agency person-
nel for processing requests for foreign language training and for
language proficiency cash awards;
Policies and practices for- storing, retrieving, accessing, retaining,
and disposing of records In the sytem: -
Storage: Paper_ and magnetic tape.
Retrievability: Name and language.
Safeguards: Maintained in combination lock safes. Access- on a
need-to-know basis. L.
Retention and disposal: Record updated semiannually. Outdated
paper record is destroyed by burning. Magnetic tapes are
degaussed, 3
? System manager(s) and address:-
Director, Office of Training
Central-Intelligence Agency
Washington, -D.C. 20505.
Notification procedure: Individuals seeking to learn if system
of records contains information about them should direct their
inquiries to:
Privacy Act Coordinator
- Central Intelligence Agency
Washington, D.C. 20505.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used by Language
Learning Center personnel to gvaluate student potential for learning
a foreign language.
Used by Personnel Officers in deciding appointment and job
placement.
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 sytem:
Storage: Paper.
Retrievability: By name. I
Safeguards: Stored in combination lock safes; access on a need-
to-know basis.
Retention and"disposal: Permanent retention.
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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified- in the CIA rules
published in the Federal Register (32CIR 1901.13). Individuals intist
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
reguihtions for access to individual- records, for disputing the con-
tents 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. 205051.
? Categories of individuals covered by the system: Employees spon-
sored for external training programs.
Categories of records in the system: Employee biographic data,
correspondence with public and private educational institutions,
FEDERAL REGISTER VOL 40, NO. 168-THURSDAY, AUGUST 28, 1975
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Approved For Ree 22NairchigairA8GUN33R001600240009-6 ,
transcript and grades, training requests and administrative docu-
ments 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., Section
3101).
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110. _
Routine uses of records maintained in the system, including catego-
ries of users and the purposes ot 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 enroll-
ment of employees.
-Date 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 per-
tinent information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention 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 sytem: _
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: Retained for one year after employee
completes course of instruction; records are destroyed by burning.
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:
Privacy Act Coordinator -
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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 cour-
ses. Individuals include members of the academic journalistic and
business world as well as present and former senior Agency. offi-
cials,
Categories of records in the system: Name, biographic data includ-
ing academic credentials and professional background, correspon-
dence and administrative papers and memoranda for the record.
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: Assist Training Officers
39783
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 sytem:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are stored in a combination lock_safe. Use of
material is restricted to Training Officers involved in course
development.?
Retention and disposal: Files are maintained as long as the Agen-
cy has interest in a speaker. Records are destroyed by burning.
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:
Privacy Act-Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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 In-
vestigator which bears on the charges of discrimination brought by
the complainant. File contains sworn affidavits- from the complai-
nant, 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, Public Law 92--261.
" Executive Orders 11478 and 5 C.F.R., Part 713.222.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes a 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 sytem:
Storage: Piper.
Retrievability: By complainant name.
Safeguards: Filed in combination lock safes: limited access by _ -
staff only.
Retention and disposal: Completed cases transferred to Records
Center at end of each year. Held iri Records Center for 10 years
from date of retirement then returned to the OEEO for review and
disposal.
System manager(s) and address:
Director, Equal Employment Opportunity
Central Intelligence Agency
Washington, D.C. 20505.
FEDERAL REGISTER VOL. 40, NO. 168-THURSDAY, AUGUST 28, 1975
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Approved For Release 2003/08/20: CIA-RDP84-00933R000300240009-6
39784 CENTRAL INTELUGENCE AGENCY
Awe ,
Notification procedure: Individuals seeking to learn if this system Record source categories: Information obtained from complaint
of records contains information about them should direct their and other employees when grievances are investigated.
inquiries to:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules-
published in the Federal Register (32CFR 1901.13). Individuals - must,
comply with these roles.
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 con-
tents 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 the complai-
nant, the alleged discriminating official,. and other individuals as
? well as documents, records, and statistics gathered in the investiga-
tion.
CIA-1S.
System name: Employee Grievance Folders.
? System !mutton:.
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Employee.
Grievance generally filed by 10 Case Number assigned by Office of'
Inspector General.
? Categories of records in the system: Data from employees corning
to Inspector General with grievances re nature of' grievance, cir-
cumstance that caused grievance and how settled.
Authority for maintenance of the system: Executive Ordel 109137,
By Regulation.
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 members of the
? Office of the Inspector General to investigate grievance to its con-
clusion_
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
investigating or prosecuting such violation or charged with enforc-
ing or implementing a statute or law, regulation or order issued pur-
suant thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: Paper.
Retrievability: By, case number.
Safeguards: Materials are stored in-combination lock safe; access
limited to OIG staff members.
Retention and disposal: Inactive cases transferred to Records
Center at end of each year. Held in Records Center for ten years
from date of retirement, then returned to the OIG for review and
disposal by burning.
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:
Privacy Act Coordinator \
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals must
comply with these rules. HP 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 cori-
tents 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.
I.
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, vehi-
cle license number, office designation, location, and extension.
Authority for maintenance of the systerin Section 506(a), Federal
Records Act of 1950 (44 U.S.0, Section 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 em-
ployees 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 sytem:
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 in-
formation or upon cancellation of parking permit.
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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.-
Indentification. requirements are specified in- the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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?Public Law 80-253.
Central Intelligencel Agency. Act of 1949, as Amended?Public
Law 81-110.
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 Agency em-
ployees for issuing official U.S. Government driver's licenses and
renewals.
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 per-
FEDERAL REGISTER VOL. 40, NO. 168-THURSDAY, AUGUST 25, 1975
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CENTRAL INTELLIGENCE AGENCY
tinent information, such as current licenses, if necessary to obtain
information relevant to any agency decision concerning the hiring
or retention 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 sytem:
Storage:Paper.
Retrievability: Individual name or driver's permit number.
Safeguards: Physically prcitected 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
Washington, D.C. 20505.
?
Notification procedure: Individuals seeking to learn if, this system
of records contains information about them should direct their
inquiries to: ?
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals must
comply with these rules.
Record access procedures: Request from individual's 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 con-
tents thereof, add 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, na-
ture and loss or damage to personal effects, including inventory of
items. ?
Authority for maintenance of the system: National Security Act of
1947, as-Amended?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
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: Claims Review Board
determines amount of financial loss sustained by claimant.
Reimbursement for property loss..
A
-
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 per-
tinent information, such as current licenses, if necessary to obtain
information relevant to -an Agency decision concerning the hiring or
retention 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 sytem:
Storage: Paper.
- Retrievability: By name.,
Safeguards: Inforination 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.
No.
39785
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:
? ,
- Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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 Agen-
cy, 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?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
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 Agency officials
who control and account for government nonexpendableltems.
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 per-
tinent information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention 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 sytem:
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 or 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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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.
FEDERAL REGISTER VOL 40, NO. 168-THURSDAY, AUGUST 28, 1975
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39786 ?
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CENTRAL INTELUGENCE AGENCY Nisi
goof
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the con-
tents 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 Retords.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Csitegoges 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 con-
tacted for liaison purposes.
Categories of records in the system: Biographic data including
nettle, address, position, bud security clearance held.
Authority for maintenance of the system: National Security Act of
1947, as Amended?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
_Law 81-110.
Section 506(a), -Federal Records Act of 19p (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 staff employees
in conducting Agency business with the commercial sector and
liaison with other government agencies.
Policies and practices for storing, retrieving, accesshni, retaining,
and disposing of records in the sytem:
Storage: Paper.
Retrievability: By individual or company name.
- Safeguards: Information stored in safes, vaults or secure areas.
Access is limited in staff' employees with-the need-to-know.
Retention and disposal: Records destroyed upon expiration of
clearance. Clearances may be ? revalidated three years after initial
- approval.
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: -
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals must
comply with these rules.
Record access procedures: Request from individuals should be ad-,
dressed as indicated in the nottlication section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to. individual records, for disputing the con-
tents 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 Act Requesters.
System location:
Central Intelligence Agency
Washington; D.C. 20505.
Categories of individuals covered by the system: U.S. citizens and
aliens lawfully admitted for permanent residence. .
Categories of records in the system:, Files contain all correspon-
dence and other documents related to the receipt, processing and
final disposition of requests received by the Agency for information
under the Privacy Act of 1974.
Authority for maintenance of the systinin Privacy Act of
1974?Public Law 93-579.
-
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: To provide information
for compiling an annual report (beginning 30 April 1976) for the Of-
fice of Management and Budget as required by the Act.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are stored in combination lock safes; access is
on a need-to-know basis.
Retention and disposal: Permanent retention.
Systeni manager(s) and address:
Chief,- Information Review 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: -
Privacy Act Coordinator ,
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are. specified in the CIA rules
published irrthe Federal Register (32CFR 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 con-
tents 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: U.S- citizens."
Aliens lawfully admitted fer permanent residence.
CIA-22.
System name: Freedom of Information Act Requesters.
System location:
Central Intelligence Agency-
: Washington, D.C. 20505.
Categories of individuals covered by the system: Individual who
makes requests to CIA under the Freedom of Information Act.
Categories of records in the system: Files contain all correspon-
dence and other documents related to the receipt, processing and
final disposition of requests received by the Agency for information
under the Freedom of Information Act, 1974.
Authority for maintenance- of the system: Freedom of Information
Act of 1974 as Amended.
?Routine uses of records maintained in the system, ineluding catego-
ries of users and the purposes of such uses: To provide information
for compiling reports required under the Freedom of Information
Act.
Polities and practices for storing, retrieving, accessing, retaining,
and disposing ofrecords in the sytem:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are stored in combination lock safes; access is
on a need-to-know basis.
Retention and disposal: Permenent retention.
System manager(s) and address: -
Chief, Information Review Staff _
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: -
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32C1-R 1901:13). Individuals must
comply with these rules.
Renord access procedures; Request from individuals should be ad-
dressed as indicated in the notification section above.
FEDERAL REGISTER VOL. 40. NO. 168-THURSDAY, AUGUST 28, 1975
Approved For Release 2003/08/20 : CIA-RDP84--00933R000300240009-6
Approved For Release 2a91149449Taaappap&933R066300240009-6
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the con-
tents 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.-
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?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 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 sytem:
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
burning 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:
Privacy Act Coordinator
Central Intelligence Agency.
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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 poly-
graph 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
(11), and (i). These records are exempted to prevent access, ac-
countability, and judicial review of records which intimately reveal
an Agency security method.
CIA-24.
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
39787
procedural checklists, performance appraisals, travel and shipping
orders. Information concerning conduct, training, special qualifica-
tions or restrictions, dependency and residence, emergency notifi-
cations, biographic 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?Publie Law .30-253.
? Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
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 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 of-
ficials 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 these 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 enforc-
ing or implementing a statute or law, regulation or order issued pur-
suant thereto.
Policies and practices for dosing, retrieving, accessing, retaining,
and disposing of records in the sytem:
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
auth9rized 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, DDI Management 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:
Privacy Act Coordinator -
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32C1-R 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 con-
tents 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 !Creation:
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
procedural checklists, performance appraisals, travel and shipping
orders. Information concerning conduct, training, special qualifica-
tions or restrictions, dependency and residence, emergency notifi-
FEDERAL REGISTER VOL. 40, NO. 168-THURSDAY, AUGUST 28, 1975
Approved For Release 2003/08/20 : CIA-RDP84-00933R000300240009-6
Approved For Release 2003/08/20 : CIA-RDP84-00933R000300240009-6
39788 CENTRAL INTELLIGENCE AGENCY 14111.11
cations, biographic 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?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
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 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 of-
ficials 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 ora 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 enforc-
ing or implementing a statute or law, regulation or order issued pur-
suant thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: Paper.
Retrievability: By name.
Safeguards: Files are tn. aintained 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 to:
- Privacy Act Coordinator
- Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules_
published in the Federal Register (32CFR 1901.13). Individuals must
comply with these rules.
Record access procedures: Request from individuals shbuld 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 con-
tents 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 Persoimel (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
procedural checklists, performance appraisals, travel and shipping
orders. Information concerning conduct, training, special qualifica-
tions or restrictions, dependency and residence, emergency notifi-
cations, biographic 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?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
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 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 of-
ficials 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
investigating or prosecuting such violation or charged with enforc-
ing or inmlementing a statute or law, regulation or order issued pur-
suant thereto.
- - Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
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: 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 -Zontains information about them- should direct their
inquiries to:
Privacy Act Coordinator *
Central Intelligence Agency
Wa5hington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
_ tents 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
procedural checklists, performance appraisals, travel and shipping
orders. Information concerning conduct, training, special qualifica-
tions or restrictions, dependency and residence, emergency notifi-
cations, biographic 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?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
FEDERAL REGISTER VOL. 40, NO. 168-THURSDAY, AUGUST 28, 1973
Approved For Release 2003/08/20 : CIA-RDP84-00933R000300240009-6
Approved-For Re!we 29AMW/MEScleigepailda9933R0041100240009-6
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 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 opeating of
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
investigating or prosecuting such violation or charged with enforc-
ing or implementing a statute or law, regulation or-order issued pur-
suant thereto. ,/
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
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
authoriied 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, 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:
Privacy Act Coordinator
Central Intelligence Agency
Washington; D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals must
comply with these rules.
Record access procedures: Request from individuals should be ad-
dressed as indidated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the con-
tents 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
procedural checklists, performance appraisals, travel and shipping
orders. Information concerning conduct, training, special qualifica-
tions or restrictions, dependency and residence, emergency notifi-
cations, biographic 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?Public Law 80-253,
Central Intelligence Agency. Act of 1949, as Amended?Public
Law 81-110.
Section 506(a), Federal Records Act-of 1950 (44 U.S.C., Section
3101).
39789
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 of-
ficials 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
investigating or prosecuting suc'h violation or charged with enforc-
ing or implementing a statute or law, regulation or order issued pur-
suant thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and-disposing of records-in the sytem:
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: 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:
Administrative Officer, Office of the DCI
Central Intelligence Agency
Washington, D.C. 20505.
iotification procedure: Individuals seeking to learn if this system .
of records contains information about them should direct their
inquiries to:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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.
CM-29.
System name: Manpower Control Systein.
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
Voluntary Investment Plan.
-Categories of records in the system: Data on employment history,
fitness reports, 'qualifications and skills, insurance and medical
benefits, retirement status,. Voluntary Investment Plan accounts,
emergency 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?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
? FEDERAL REGISTER VOL. 40, NO. 168-THURSDAY, AUGUST 28, 1975
Approved For Release 2003/08/20 : CIA-RDP84-00933R000300240009-6
Approved For Release 2003/08/20 CIA-RDP84700933R000300240009-6
3919-0 CENTRAL INTELLIGENCE AGENCY sioi
Its0
Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section
3101).
Central Intelligence Agency Retirement Act of 1964 for Certain
Employees, as Amended?.Public Law 88-643.
Routine uses of records maintained in the system, including catego-
eies of users and the purposes of such uses: To provide statistical re-
ports for CIA management on strength, distribution and utilization
of manpower, average grades and salaries, minorities, Projected
retirements, profiles of Agency skills and qualifications, compara-
tive rates on promotions, separations, new employees, reasons for
separations. $ ?
To provide rosters and statistics for heads of Career Services to
assist them in administering their career development and evaluae
tion programs, including promotion rates and headroom, fitness re-
port 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 Of-
fice of Personnel responsible for administering recruitment,
hospitalization, 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 com-
ponents of concern.
To provide statements of accounts to employees.
Policies-and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: Magnetic tape-and disk.
Retrievability: By name, employee number, organization code or
position number.
Safeguards:- Tapes. and disks are maintained in a special room in a
vaulted area with access only by specia 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 recur-
ring 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 administer-
ing a particular Agency -program. On-line ctuery- 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 cur-
rently in-operation. When system is fully operational, a record
schedule, including dispoial, 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 to:
Privacy. Act Coordinator--
-
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA -rules
published in the Federal Register (32CFR 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 procedure= The Central Intelligence Agency's
regulations for access to individual records; for disputing the con-
tents 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
Federal agency of detailee.
- CIA-30.
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 em-
ployment history statements, educational transcripts, personal
references, interview reports, test results, correspondence, photo-
graphs, review comments, and processing records.
Authority for maintenance of the system: Central Intelligence
Agency Act of 1949, as Amended?Public Law 81410.
Section 506(a), Federal Records- Act of 1950 (44 U.S.C., Section
3101).
National Security Act-of 1947, As Amended?Public Law 80-253.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Used to review appli-
cant's qualifications for CIA position; for security background in-
vestigation; and for medical screening for determination by
authorized Agency official 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 per-
tinent information, such as current licenses, if necessary to obtain
Information relevant to an Agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance Of a license, grant or other
benfit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytern:
Storage: Paper and microfilm.
Retrievability: By name:
Safeguards: Approved containers or area when not in
use?controlled loans to authorized officials --
Retention and disposal: Applicant files placed in process for em-
ployment but subsequently cancelled are retained up to two years
and destroyed by burning. Files on applicants who may be of in-
terest at a later date are retained indefinitely.
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; -
Privacy Act Coordinator
Central Intelligence Agency
? Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published-in the ?Federal Register (32CFR 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 con-
tents thereof, and for appealing an initial determination by CIA
concerning access to or correct on of records, are promulgated in
the CIA rules section of the Federal Register.
Record source categories: Applicant.
Educational institutions.
Physicians.
Letters of Reference.
Agency officials.
Federal agencies.
? CIA-31.
System name: Current Employees and Former Employees (official
Personnel files and records relalied 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 per-
sonnel, and current and former members of Advisory Groups.
? Categories of records In the system: Personal and employment his-
- tory statements, personnel actions,Etness reports, commendations,
biographic profile, retirement status, training, emergency/casualty
cases, awards, travel arrangements, medical and insurance claims,
correspondence, qualification registers, photographs, and informal
tion relating to the suitability and fitness of the individual, corn-
-plaints and grievances, external employment assistance, Voluntary
FEDERAL REGISTER vol.. 40, NO, 168?THURSDAY, AUGUST 28, 1973
Approved For Release 2003/08/20 : CIA-RDP84-00933R000300240009-6
Approved For Re14:lase Dilelita8/WEVIGAMIDIRUM10933R004a00240009-6
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 Amended7-Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.,
Central Intelligence Agency Retirement Act of 1964 for Certain
Employees, as Amended?Public Law 83-643.
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: To administer personnel
assignments, performance evaluations, promotions, adverse ac-
tions, counseling, retirement determinations of qualifications,
separations, medical or insurance claims, statistical report& and
otherwise make decisions on the rights, benefits -or entitlements,
and utilizations of individuals.
To prepare transcripts in, response to a request from another
government agency relative to employment considerations by that
agency: Employment and credit verifications To update the 'Agen-
cy 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 pr 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 be disclosed as a
"routine use" to a Federal, state or local agency maintaining civil,
criminal or other relevant enforcement information or other per-
tinent information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention 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 sytem:
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
destroyed 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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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 of?icials.
39791
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?Public Law 80-253.
Central, Intelligence- Agency Act of 1949, as Amended?Public
Law 81-110.
-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: To administer contrac-
--tual? provisions?benefits, compensation, transportation, termina-
tion; performance 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. stu-
dies.
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 per-
tinent information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention 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 sytem:
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: Retained for 75 years and then destroyed
by burning.
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:
-Privacy Act Coordinator
Central,Intelligenee Agency
\, Washington, D.C. 20505. Identification requirements are
specified in the CIA rules published in the Federal Register
(32CFR 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 con-
tents 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 ?or the Collection of
Foreign Intelligence.
System location:
FEDERAL REGISTER VOL 40, NO. 168-THURSDAY, AUGUST 28, 1973
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Central Intelligence Agency
? Washington, D.C. 20505.
Categories of Individuals covered by the system: Individuals who
voluntarily indicate a willingness to contribute to Foreign Intel-
ligence.
Categories of records in the system: Psychological assessment
data.
Authority for maintenance of the system: National Security Act of
1947, as Amended?Public Law 80-253.
- Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
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: Agency officials use the
psychological assessment data to assist them in reaching a-decision
concerningan affiliation with the Agency. ,
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: Paper form; converted to microfilm after two years.
Retrievability: By name.
Safeguards: Files are stored in security approved containers. Ac-
cess 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:
_
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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 em-
ployees and their dependents.
Categories Of records in the system: Contains all pfiysical 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 immuniza-
tions, and related medical material.
Authority for maintenance of the system: National Security Act of
1947, as Amended?Public Law 80-253.
Central Intelligence Agency Act, of 1949, as Amended?Public
Law 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C., 'Section
3101).
-
Title 5, 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
maintenance and in reviewing applications for medical disability
retirement.
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 compensa-
tion.
To providejnformation 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 sytem:
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. Prin-
- touts 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 infor-
mation 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
requirements, they are then retained for a period of 75 years from
date of birth. Destruction of records wilr 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.
Notification procedure: Individuals seeking to learn if this system
of records contains information about them should direct their
inquiries to:
Privacy Act Coordinator
Central Intelligence Agency
Washington,.D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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
medical 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?Public Law 80-253.
Central Intelligence-Agency Act of 1949, as Amended?Public
Law 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section
3100.
Title 5; U.S.C., Section 7901.
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Approved For Release 264IMARithigaritgla4NIP3R0041160240009-6
Routine uses of records maintained in the system, including catego-
ri& of users and the purposes of such uses: Used by Office of Medi-
cal Services to evaluate the medical suitability of applicants for em-
ployment.
Policies_ and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
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 infor-
mation 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 ac-
cess.
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 to:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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'rs
regulations. for access to individual records, for disputing the con-
tents 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
medical processing. Reports from private physicians and/or medical
facilities 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?Public Law 80-253.
Central Intelligence Agency Act of 1949,- as Amended?Public
Law 81-110..
Section 566(a), Federal Records Act of 1950 (44 U.S.C., Section
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 sytem:
Storage: Paper.
Retrievability: By name, facility, and medical specialty.
397193
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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 1-901.13). Individuals must
comply with these rules. HP 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 con-
tents thereo?, 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
separated employees and dependents.
.Categories of records in the system: Results of psychological test-
ing and assessment reports. -/
Authority for maintenance of the system: National Security Act of
1947, as Amended?Public Law 80-253. , -
Central. Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section
3101).
Routine uses of records maintained in thi-system, including catego-
ries of users and the purposes of such uses: In the case of em-
ployees, 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 sytem:
Storage: Paper, microfilm, magnetic tape and punch cards.
Retrievability: By name.
Safeguards: Medical files are stored in vaulted main file room.
During periods tvhen files are undergoing active processing they are
secured in locked safes. Access to computer information is con-
trolled 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 con-
trolled by limiting the number of personnel authorized such access.
Retention and disposal: Files on employees, dependents and
detailees are retained 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 employees. Unsuccessful applicant files are retained
for a period of five years and then destroyed by burning.
System manager(s) and address:
Director, Office of Medical Services
Central Intelligence Agency
Washington, D.C. 20505. -
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39i94
Notification procedure: Individuals seeking to learn if this system
of records contains information about them should direct their
inquiries to:
Privacy Act Coordinator
Central Intelligence Agency
Washington, DC. 20505. ?
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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: -
Approved For Release 200a9Agi itataikalAMOR000300240009-6
Aire
- 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, Section 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 sytem:
Storage: Paper. .
Retrievability: By the name of the Member. of Congress.
Safeguards: All records are stored in a combination lock safe; ac-
cess is restricted only to OLC personnel.
Retention and disposal: Records are screened before transferral to
the secondary records holding area and any documents of a tempo-
rary_nature are removed and destroyed by use of the Agency clas-
sified waste disposal system. Records are destroyed in keeping with
applicable regulations except in cases where this office is the office
of record, in which case they are kept for permanent retention.
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 to:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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.
' CIA-39.
System name: Publications About CIA.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Authors of publi-
cation, CIA employees, and - other individuals mentioned in
, newspaper articles about CIA.
Categories of records in the system: Newspaper articles:
By-lined articles mentioning CIA.
Articles mentioning CIA.
Correspondence concerning arrangements for press interviews
with CIA officers.
Authority for maintenance of the system: Section 506(a),, Federal
Records Act 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 Agency officials
researching articles on the CIA. , - --
Policies and practices for storing, retrievhig, accessing, retaining,
and disposing of records in the sytem:
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: Files are maintained for 25 years after
which time they are reviewed and destroyed by burning.
System manager(s) and address:
Assistant to the Director
Office of the Director
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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identificarion requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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: Newspaper articles and correspondence.
CIA-40.
System name: CIA Authors File.
System location:
CentratIntelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: CIA employees
(current and past) who have published commercially.
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
1947, as Amended?Public Law 80-2.53.
Central Intelligence -Agency Act of 1949, as Aniended?Public
Law 81-110.
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 for author display
exhibit in CIA Library.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: Manual card file.
Retrievability: By name of author.
Safeguards: Located in limited access building.
FEDERAL REGISTER VOL 40, NO. 168-THURSDAY, AUGUST 28, 1975
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Retention and disposal: Begun about 1970; continuation will de-
pend upon utility; no file destruction to date.
System manager(s) and address: -
Director, Central Reference 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:
. Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements .are specified in the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals must
comply with these rules.
Record access procedures: Reqtiest 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 con-
tents 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 in-
volved 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?Public Law 80-253-
Central Intelligence Afency Act of 1949, as Amended?Public
Law 81-110.
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 to provide Agency
and other USIB components a ready-reference file on open litera-
ture relating to intelligence. -
- Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
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 Communi-
ty employee on an official task; requests for access to classified
portions are screened on the basis of o?ficial "need-to-know."
Retention and disposal: Articles and topics are-discarded when no
longer used.
System manager(s) and address:
Director, Central Reference 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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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.
'39795
Record source categories: Foreign and domestic news media; in-
telligence 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 ap-
pealing in news media.
- Categories of records in the system: Articles- concerning in-
dividuals of intelligence interest. -
Authority for maintenance of the system: National Security Act of
1949, as Amended?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
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: To provide traditional
library reference service to Agency 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 syterrn
Storage: Hard copy file of media articles.
Retrievability: By subject, organization or personal name; some
are retrievable by a manual ora computer index to the file.
Safeguards: Requests for information are screened for ap-
propriateness.
Retention and disposal: Articles and categories are discarded
When no longer needed.
System manager(s) andaddress:
Director, Central Reference 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: _
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals must
comply with these rules:
Record access pro&dures: Request from indiiiduals 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 con-
tents 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 US., 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?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
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 in planning briefing
programs.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records In the sytem:
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39796 CENTRAL INTELLIGENCE AGENCY'
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: Retained for 5 years from date of brief-
ing; then record is destroyed by burning.
System manager(s) and address:
Chief, Collection Guidance
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:
Privacy Act Coordinator
Central Intelligence Agency.
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published.in the Federal Register (32CFR 1901.13). Individuals must
comply with these rules.
?
?I 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 con-
tents thereof, and for appealing an initial determination by CIA
concerning access to-ier 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?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
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: To provide information
in support of foreign map, acquisition.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage:. Paper.
Retrievability: By name.
Safeguards: Kept in-secure area; only authorized personnel have
access.
Retention and disposal: Indefinite;. periodically purged.
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 to: _
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505_
Identificationrequirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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.
System namer.??Soviet-U.S. Contacts File.
- System locaaon:
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 govern-
ment officials, who have met prominent Soviets at meetings re-
ported in the press.
Categories of records in the system: Names and titles of in-
dividuals, dates and places of meetings, subjects discussed as re-
ported in the Soviet and U.S. press.,
Authority for rinahitenance of the system: National Security Act of
1947, as Amended?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110. '
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 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?sytem: -
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 ap-
propriateness. 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, Central Reference 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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505. ,
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR-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 con-
tents 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-46.
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.
Authority for maintenance of the system: National Security Act of
1947, as Amended?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
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Approved For Releape 2004N91,aca
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 correspon-
dence; mailing of unclassified Agency publications.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: 5 x 8 index cards.
-- Retrievability: By name.
Safeguards: Kept in secure area; only authorized officials have
access.
Retention and disposal: Indefinite; periodically purged.
System manager(s) and address:
Coordinator for Academic Relations
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: _
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.0 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 con-
tents 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 individnals covered by the system: Those key in-
dividuals--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?Public Law 81-110. -
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 in Office of
Economic Research recruiting program:
Policies mid practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem: _
Storage: List.
Retrievability: By name.
Safeguards: Kept in secured area; only authorized officials have
access.
Retention and disposal: Indefinite;aseriodically purged.
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 to:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CE1( 1901.13). Individuals must
comply with these rules.
gat'W)RN3R0041.3100240009-6
39797
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 con-
tents 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.
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 in-
cluding name, date of birth, social security number, and Agency
component-or commercial employer aid date of clearance of per-
son being granted access.
Authority for maintenance of the system: Executive Order 10450.
Public Law 81-513, dated 13 May 1950.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Control and accountabili-
ty of cryptographic access clearances.
Certify to Agency officials and to other agencies and private con-
tractors names of individuals who possess a cryptographic
clearance.
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 per-
tinent information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention 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 sytem:
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 em-
ployees on a need-to-know basis. Information stored on the com-
puter 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 to:
Privacy Act Coordinator
Central Intelligence Agency
'Washington, D.C. 20505.
Identification requirements are specified in the . CIA rules
published in the Federal Register (32CFR 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 con-
tents- 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 biographic information is
the office of Security or official correspondence notifying Office
of Communications of a change in the individual's status.
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Employee.
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CENTRAL INTELLIGENCE AGENCY vole
eontesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the con-
tents 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.
'AO
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 as-
sociation with foreign intelligence or foreign counterintelligence ac-
tivities, 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 bited primarily on foreign intelligence and
foreign counterintelligence reports.
Authority for maintenance of the system: National Security Act of
1947; as Amended?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section
-3101).
Immigration and Nationality Act, as Amended?Public Law 82-
414.
Routine uses of records maintained in the system, includhsg 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 forrn other agencies as
required by National Security Council Directive and the Immigra-
tion 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 per-
tinent information, such as, current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention of an employed, 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 sytem:
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 ac-
cess 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 thisoact.
Retention and disposal: Retention is based on approved records
disposition schedules._ Destruction is by pulping, degaussing, or
burning.
, System manager(s) and address:
Chief, 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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified iri the CIA rules
published in the Federal-Register (32CFR 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.
CIA?SO.
System name: Financial Records.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Staff, contract
personnel, consultants and independent contractors.
Categories of records in the system: Records required to ad-
minister compensation payments,. payments to CIA Retirement
System (C1ARDS) annuitants, authorized or required payroll deduc-
tions or contributions for Federal, state and city income tax, retire-
ment, insurance, Credit Union, etc., and leave entitlements. Person-
nel actions, contracts, W-4s, W-2s, withholding authorizations,
banking instructions for dissemination of employees' salary checks.
Official travel orders, record of funds advanced and transporta-
tion 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 accu-
mulated in the collection and settlement of amounts due the Agen-
cy from former employees.
Financial accounts and records concerning employees't former
employees' participation in the Voluntary Investment Plan. Mem-
bership application, payroll deduction authorization, quarterly
status statement, 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
Amended,?Public Law 88-643..
Central Intelligence Agency Act o? 1949, as Amended?Public
Law 81-110.
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 CIA personnel
to fulfill statutory t requirements with regard to the computation,
payment, 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 con-
tributions 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,
processing, audit and certification of travel and transportation ac-
counts.
Used by CIA personnel as an administrative control to ensure
that official funds advanced to individuals are properly and fully
accounted 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
Voluntary Investment Plan and to inform participants of their equi-
ty in the Plan.
Used within CIA by Agency personnel charged with responsibili-
ty 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 sytem:
Storage: Paper, punch cards, microfilm, magnetic tape and disks.
Retrievability: By name, employee number, and component of as-
signment.
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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.
Retention and disposal: Method of ? disposal is by burning,
degaussing or shredding, whichever is the most appropriate for the
particular medium in which the record is maintained. Records are
retained in accordance with eSblished-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: ' ?
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505. -
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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-51.
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?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
_
Law 81-110.
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: Brief senior Security Of-
ficers concerning contacts made by individuals and events involving
the Agency and Agency facilities.
Policies and practices lor'storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: Paper.
Retrievability: By name.
Safeguards: Records are maintained in office which is manned on
.-
a 24-kour 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
destroyed 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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32C1-1( 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.
39799
Contesting record- procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the con-
tents 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?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public "
LaO, 81-110:-
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: To certify throughout the
Intelligence Community and related industry the individuals whose
names are contained in this Special Register for purposes o? con-
trolling access to special classified materials.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
-Storage: Cards, computer tapes and paper.
Retrievability: By name, social security number, and organiza-
tion. -
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 in-
dividual possesses special access clearances. Records are destroyed
when individual is debriefed of special clearance(s). Paper records
are burned; magnetic tapes are degaussed.
System managens) 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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32t..:1-R 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 con-
tents thereof, and for appealing an initial determination by CIA
concerning access td 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-53.
System name: Liaison Contact Files.
System location:
Central Intelligence Agency
Washington, D.C. 20505. -
Categories Of individuals covered by the system: Federal civilian
and military personnel with whom various Agency personnel con-
duct liaison,
- Categories of records in the system: Individual's name, date of
birth, and level of clearance held.
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Nose
ire
Authority for maintenance of the system: National Security Act of
1947, as Amended?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section
3101).
Routine uses otrecords maintained In the system, including catego-
ries of users and the purposes of such uses: Certification to Agency
officials the level of clearance held by the individual at his parent
organization or level of approval of liaison clearance.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: Paper.
Retrievability: By name.
Safeguards: The records are stored in a secure area. Access to
the area is restricted to authorized Office of Security employees.
Retention and disposal: The records are kept for three years and
then destroyed by burning, except when there is a documented
request to continue the liaison.
System manager(s) and address:
Director, Office of Security
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Inclividualsi seeking to learn if this system
of records contains information about them should direct their
inquiries to:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505. ?
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals must
comply with these rules.
Record access procedures: Request from individtials 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 con-
tents 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: Federal_ civilian " and military depart-
ments.
CIA-54.
. System name: Central Badge System.
System location:
Central Intelligence Agency -
Washington, D.C. 20505.
Categories of individuals covered by the system: Agency em-
ployees 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?Public Law 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C:, Section
3101).
National Security Act of 1947, as Amended?Public Law 80-253.
Routine uses of records maintained in the system, including catego-
ties 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 sytem:
Storage: Paper, photographs and magnetic media.
- Retrievability: Name and badge number.
Safeguards: Records are maintained in vault. Access is limited to
individuals on need-to-know basis.
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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 procedure's: The Central Intelligence Agency's
regulations for access to individual records, for disputing the con-
tents 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 individual
requesting identification badge.
CIA-55.
System name: Occupational Accident Report Records.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system: Agency em-
ployees and other individuals associated with the Agency who have
_ completed an accident report form.
Categories of records in the system: Name, organizational affilia-
tion, age, and report of accident and investigative report.
Authority for maintenance of the system: Central Intelligence .
Agency Act of 1949, as Amended?Public Law 81-110.
310S le)c. t ion 506(a), Federal Records-- Act of 1950 (44 U.S.C., Section
Section 19(a), Occupational Safety and Health Act of
1970--Public Law 91-596. --
Executive Order 11807.
Routine uses of records maintained In the system, including catego-
ries of users and the purposes of such uses: To determine accident
causes and recommend remedial actions.
? To prepare briefings on Agency accident experience.
To prepare quarterly and annual statistic reports for the Depart-
ment of Labor.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: Paper.
Retrievability: By name.
Safeguards: Records are
material up through Secret.
Retention and disposal: Retain for five years and then destroy 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:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents 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 Agency affiliated per-
sonnei.
stored in a secure area approved for
System name: Security Analysis Records.
FEDERAL REGISTER VOL. 40, NO. 168?THURSDAY, AUGUST 28, 1975
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Approved For Re
System location:
Central Intelligence Agency
_ Washington, D.C. 20505.
e 2003/08/20: CIA-RDP84-00933R046100240009-6
CENTRAL INTELLIGENCE AGENCY , 39801
Categories of individuals covered by the system: Any individual
who comes to the attention of the Agency because of a counterin-
telligence 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?Public Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
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: Inform Agency officials
of potential or actual CI information involving Agency personnel or
facilities.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
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 disposalyPermanent 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: ?
Privacy. Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are _ specified in the CIA rules
published in the Federal Register (32CFR 1901.13). Individuals -must
comply with these rules.
Record access procedures: Requeit 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 con-
tents 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
Record source categories: Employees.
U.S. Government agencies.
Foreign intelligence sources.
CIA-57.
Routine uses of records maintained in the system, including catego-
ries of users and the purposes of such uses: Security Records.
System location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the systexh: Applicants, staff
? and contract employees, former employees, consultants, contrac-
tors, military detailees, individuals of security interest, persons of
substantive-affiliation with or service to the Agency, and persons
on whom the Agency has conducted an investigation.
Categories of records in the system: Investigation requests.
Biographical data (name, sex, DiPOB, social security number,
and employer and employee address at time record was created).
Authorizations for the release of high school and college trans-
cripts 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 of subsequent actions such as the granting or
re'?using of special clearances, approvals for assignment overseas,
notations that polygraph or other special interviews were per-
formed, notices of transfers and changes in assignments; memoran-
da concerning security violations; notices of termination of affilia-
tion with- the Agency. -
Authority for maintenance of the system: National Security Act of
1947, as Amended?Public-Law 80-253.
Central Intelligence Agency Act of 1949, as Amended?Public
Law 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C., Section
3101).
Executive Order 10450.
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 rou-
tinely 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
security 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.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the sytem:
Storage: Paper, microfilm, computer disks and magnetic tapes.
Retrievability: By name. .
Safeguards: Records are safeguarded by combination lock securi-
ty 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 responsi-
ble 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 permanently.
System manager(s) and address:. _
Director, Office of Security
Central Intelligence Agency
- Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn ifthis system
of records contains information about them should direct their
inquiries, to:
Privacy Act Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32CFR 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 con-
tents thereof; and foi 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, con-
sultants, contractors, contract employees, military detailees, appli-
cants for employment, persons of substantive affiliation with or
service to the Agency, Federal, state and local agencies, educa-
tional institutions, employers, personal and business references pro-
vided by the individual under investigation and acquaintances of
the individual,
[FR Doc.75-22628 Filed 8-27-'75;8:45 am]
FEDERAL REGISTER VOL 40, NO, 168?THURSDAY, AUGUST 28, 1975 ,
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