Privacy Act of 1974; System of Records, 698-700 [E9-42]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 74, Number 4 (Wednesday, January 7, 2009)]
[Notices]
[Pages 698-700]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E9-42]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DoD-2008-OS-0169]


Privacy Act of 1974; System of Records

AGENCY: National Security Agency/Central Security Service, DoD.

ACTION: Notice to Alter a System of Records.

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SUMMARY: The National Security Agency/Central Security Service is 
proposing to alter a system of records notice in its existing inventory 
of record systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), 
as amended.

DATES: This proposed action will be effective without further notice on 
February 6, 2009 unless comments are received which result in a 
contrary determination.

ADDRESSES: Send comments to the National Security Agency/Central 
Security Service, Office of Policy, 9800 Savage Road, Suite 6248, Ft. 
George G. Meade, MD 20755-6248.

FOR FURTHER INFORMATION CONTACT: Ms. Anne Hill at (301) 688-6527.

SUPPLEMENTARY INFORMATION: The National Security Agency/Central 
Security Service systems of records notices subject to the Privacy Act 
of 1974 (5 U.S.C. 552a), as amended, have been published in the Federal 
Register and are available from the address above.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on December 19, 2008, to 
the House Committee on Oversight and Government Reform, the Senate 
Committee on Homeland Security and Governmental Affairs, and the Office 
of Management and Budget (OMB) pursuant to paragraph 4c of Appendix I 
to OMB Circular No. A-130, `Federal Agency Responsibilities for 
Maintaining Records About Individuals,' dated February 8, 1996 
(February 20, 1996, 61 FR 6427).

    Dated: December 30, 2008.
Patricia L. Toppings,
OSD Federal Register Liaison Officer, Department of Defense.
GNSA 09

System name:
    NSA/CSS Personnel File (August 9, 1993, 58 FR 42303).

Changes:
* * * * *

Categories of individuals covered by the system:
    Delete entry and replace with ``Civilian employees, personnel under 
contract, military assignees, dependents of NSA/CSS personnel assigned 
to field elements, individuals integrated into the cryptologic reserve 
program, custodial and commercial services personnel.''

Categories of records in the system:
    Delete entry and replace with ``File contains personnel papers and 
forms including but not limited to applications, transcripts, 
correspondence, notices of personnel action, performance appraisals, 
internal staffing resume, professionalization documentation and 
correspondence, training forms, temporary duty, letters of reprimand, 
special assignment documentation, letters of commendation, promotion 
documentation, field assignment preference, requests for transfers, 
permanent change of station, passport, transportation, official orders, 
awards, suggestions, pictures, complaints, separation, retirement, time 
utilization, scholarship/fellowship or other school appointments, 
military service, reserve status, military check in/out sheets, 
military orders, security appraisal, career battery and other test 
results, language capability, military personnel utilization survey, 
work experience, notes and memoranda on individual aspects of 
performance, productivity and suitability, information on individual 
eligibility to serve on various boards and committees, emergency loan 
records, other information relevant to personnel management, housing 
information where required.''

Authority for maintenance of the system:
    Delete entry and replace with ``National Security Agency Act of 
1959, Public Law 86-36 (codified at 50 U.S.C. Section 402 note); Title 
of the United States Code and certain implementing Office of Personnel 
Management regulations contained within 5 CFR Part 293, Personnel 
Records; 10 U.S.C. 1124, Cash awards for disclosures, suggestions, 
inventions, and scientific

[[Page 699]]

achievements; 44 U.S.C. 3101, Records management by agency heads; 
general duties and E.O. 9397 (SSN).''
* * * * *

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add new routine use ``To the Office of the Director of National 
Intelligence (ODNI) for Intelligence Community aggregate workforce 
planning, assessment, and reporting purposes. Records provided to the 
ODNI for this routine use will not include any individual's name or 
Social Security Number (SSN).''
* * * * *

Storage:
    Delete entry and replace with ``Paper records in file folders and 
electronic storage media.''

Retrievability:
    Delete entry and replace with ``By name, Social Security Number or 
Employee Identification Number.''

Safeguards:
    Delete entry and replace with ``Buildings are secured by a series 
of guarded pedestrian gates and checkpoints. Access to facilities is 
limited to security-cleared personnel and escorted visitors only. 
Within the facilities themselves, access to paper and computer 
printouts are controlled by limited-access facilities and lockable 
containers. Access to electronic means is limited and controlled by 
computer password protection. Access to information is limited to those 
individuals authorized and responsible for personnel management or 
supervision.''
* * * * *

System manager(s):
    Delete entry and replace with ``The Associate Director, Human 
Resources, National Security Agency/Central Security Service, Ft. 
George G. Meade, MD 20755-6000.''

Notification procedure:
    Delete entry and replace with ``Individuals seeking to determine 
whether information about themselves is contained in this system should 
address written inquiries to the National Security Agency/Central 
Security Service, Freedom of Information Act/Privacy Act Office, 9800 
Savage Road, Ft. George G. Meade, MD 20755-6000.
    Written inquiries should contain the individual's full name, Social 
Security Number (SSN) and mailing address.''

Record access procedures:
    Delete entry and replace with ``Individuals seeking access to 
information about themselves contained in this system should address 
written inquiries to the National Security Agency/Central Security 
Service, Freedom of Information Act/Privacy Act Office, 9800 Savage 
Road, Ft. George G. Meade, MD 20755-6000.
    Written inquiries should contain the individual's full name, Social 
Security Number (SSN) and mailing address.''

Contesting record procedures:
    Delete entry and replace with ``The NSA/CSS rules for contesting 
contents and appealing initial determinations are published at 32 CFR 
part 322 or may be obtained by written request addressed to the 
National Security Agency/Central Security Service, Freedom of 
Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. 
Meade, MD 20755-6000.''
* * * * *
GNSA 09

System name:
    NSA/CSS Personnel File.

System location:
    Primary location: National Security Agency/Central Security 
Service, Ft. George G. Meade, MD 20755-6000.
    Decentralized segments: Each staff, line, contract and field 
element and supervisor as authorized and appropriate.

Categories of individuals covered by the system:
    Civilian employees, personnel under contract, military assignees, 
dependents of NSA/CSS personnel assigned to field elements, individuals 
integrated into the cryptologic reserve program, custodial and 
commercial services personnel.

Categories of records in the system:
    File contains personnel papers and forms including but not limited 
to applications, transcripts, correspondence, notices of personnel 
action, performance appraisals, internal staffing resume, 
professionalization documentation and correspondence, training forms, 
temporary duty, letters of reprimand, special assignment documentation, 
letters of commendation, promotion documentation, field assignment 
preference, requests for transfers, permanent change of station, 
passport, transportation, official orders, awards, suggestions, 
pictures, complaints, separation, retirement, time utilization, 
scholarship/fellowship or other school appointments, military service, 
reserve status, military check in/out sheets, military orders, security 
appraisal, career battery and other test results, language capability, 
military personnel utilization survey, work experience, notes and 
memoranda on individual aspects of performance, productivity and 
suitability, information on individual eligibility to serve on various 
boards and committees, emergency loan records, other information 
relevant to personnel management, housing information where required.

Authority for maintenance of the system:
    National Security Agency Act of 1959, Public Law 86-36 (codified at 
50 U.S.C. Section 402 note); Title of the United States Code and 
certain implementing Office of Personnel Management regulations 
contained within 5 C.F.R Part 293, Personnel Records; 10 U.S.C. 1124, 
Cash awards for disclosures, suggestions, inventions, and scientific 
achievements; 44 U.S.C. 3101, Records management by agency heads; 
general duties and E.O. 9397 (SSN).

Purpose(s):
    To support the personnel management program; personnel training and 
career development; personnel planning, staffing and counseling; 
administration and personnel supervision; workforce study and analysis; 
manpower requirements studies; emergency loan program; and training 
curricula planning and research.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    To gaining employers or to financial institutions when individual 
has applied for credit; to contractor employees to make determinations 
as noted in the purpose above; to hearing examiners; the judicial 
branch or to other gaining government organization as required and 
appropriate; biographical information may be provided to the White 
House as required in support of the Senior Cryptologic Executive 
Service awards program.
    To the Office of the Director of National Intelligence (ODNI) for 
Intelligence Community aggregate workforce planning, assessment, and 
reporting purposes. Records provided to the ODNI for this routine use 
will not include any individual's name or Social Security Number (SSN).

[[Page 700]]

    The DoD `Blanket Routine Uses' set forth at the beginning of the 
NSA/CSS' compilation of systems of records notices apply to this 
system.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Paper records in file folders and electronic storage media.

Retrievability:
    By name, Social Security Number or Employee Identification Number.

Safeguards:
    Buildings are secured by a series of guarded pedestrian gates and 
checkpoints. Access to facilities is limited to security-cleared 
personnel and escorted visitors only. Within the facilities themselves, 
access to paper and computer printouts are controlled by limited-access 
facilities and lockable containers. Access to electronic means is 
limited and controlled by computer password protection. Access to 
information is limited to those individuals authorized and responsible 
for personnel management or supervision.

Retention and disposal:
    Primary System--Those forms, notices, reports and memoranda 
considered to be of permanent value or required by law or regulation to 
be preserved are retained for the period of employment or assignment 
and then forwarded to the gaining organization or retained 
indefinitely. If the action is separation or retirement, these items 
are forwarded to the Office of Personnel Management or retired to the 
Federal Records Center at St. Louis as appropriate. Those items 
considered to be relevant for a temporary period only are retained for 
that period and either transferred with the employee or assignee or 
destroyed when they are no longer relevant or at time of separation or 
retirement. Computerized portion is purged and updated as appropriate. 
Records relating to adverse actions, grievances, excluding EEO 
complaints and performance-based actions, except SF-50s, will be 
retained for four years. Personnel summary, training, testing and past 
activity segments are retained permanently. All other portions deleted 
at end of tenure.
    Decentralized System--Files are transferred to gaining organization 
or destroyed upon separation as appropriate. Computer listings of 
personnel assigned to an organization are destroyed upon receipt of 
updated listings.

System manager(s) and address:
    The Associate Director, Human Resources, National Security Agency/
Central Security Service, Ft. George G. Meade, MD 20755-6000.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the National Security Agency/Central Security Service, Freedom of 
Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. 
Meade, MD 20755-6000.
    Written inquiries should contain the individual's full name, Social 
Security Number (SSN) and mailing address.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
National Security Agency/Central Security Service, Freedom of 
Information Act/Privacy Act Office, 9800 Savage Road, Ft. George G. 
Meade, MD 20755-6000.
    Written inquiries should contain the individual's full name, Social 
Security Number (SSN) and mailing address.

Contesting record procedures:
    The NSA/CSS rules for contesting contents and appealing initial 
determinations are published at 32 CFR part 322 or may be obtained by 
written request addressed to the National Security Agency/Central 
Security Service, Freedom of Information Act/Privacy Act Office, 9800 
Savage Road, Ft. George G. Meade, MD 20755-6000.

Record source categories:
    Forms used to collect and process individual for employment, access 
or assignment, forms and memoranda used to request personnel actions, 
training awards, professionalization, transfers, promotion, 
organization and supervisor reports and requests, educational 
institutions, references, Office of Personnel Management and other 
governmental entities as appropriate, and other sources as appropriate 
and required.

Exemptions claimed for the system:
    Portions of this file may be exempt pursuant to 5 U.S.C. 
552a(k)(1), (k)(4), (k)(5), and (k)(6), as applicable.
    An exemption rule for this record system has been promulgated 
according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) 
and (e) and published in 32 CFR part 322. For additional information 
contact the system manager.

[FR Doc. E9-42 Filed 1-6-09; 8:45 am]
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