Privacy Act of 1974; Systems of Records, 82283-82285 [2011-33568]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 76, Number 251 (Friday, December 30, 2011)]
[Notices]
[Pages 82283-82285]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-33568]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DOD-2011-OS-0148]


Privacy Act of 1974; Systems 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 (NSA) is proposing to alter a 
system of records in its inventory of records systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This action will be effective without further notice on January 
30, 2012 unless comments are received that would result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
     Federal Rulemaking Portal: https://www.regulations.gov. 
Follow the instructions for submitting comments.
     Mail: Federal Docket Management System Office, 4800 Mark 
Center Drive, East Tower, 2nd Floor, Suite 02G09, Alexandria, VA 22350-
3100.
    Instructions: All submissions received must include the agency name 
and docket number for this Federal Register document. The general 
policy for comments and other submissions from members of the public is 
to make these submissions available for public viewing on the Internet 
at https://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Ms. Anne Hill, NSA/CSS Freedom of 
Information Act and Privacy Act Office, 9800 Savage Road, Suite 6248, 
Ft. George G. Meade, MD 20766-6248, or by phone at (301) 688-6527.

SUPPLEMENTARY INFORMATION: The National Security Agency/Central 
Security Service systems of records 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 in FOR FURTHER INFORMATION 
CONTACT.
    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 21, 2011, to 
the House Committee on Government Reform, The Senate Committee on 
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 December 12, 2000, 65 FR 239.

    Dated: December 27, 2011.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
GNSA 09

System Name:
    NSA/CSS Personnel File (January 15, 2010, 75 FR 2514).

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 Selective Employment 
Retiree (SER), Stand-by Active Reserve (SAR), custodial and commercial 
services personnel.''

Categories of records in the system:
    Delete entry and replace with ``File contains name, Social Security 
Number (SSN), NSA/CSS employee identification number, date and place of 
birth, home address, home telephone number, 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,

[[Page 82284]]

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, and 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); 5 
U.S.C. chapter 11, Office of Personnel Management (OPM) and certain 
implementing OPM regulations contained within 5 C.F.R. Part 293, 
Personnel Records; 10 U.S.C. chapter 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) 
as amended.''
* * * * *

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 offices housing these records, paper/hard-copy records are 
stored in locked containers with limited access, and access to 
electronic records is limited and controlled by password protection. 
Access to information is limited to those individuals authorized and 
responsible for personnel management or supervision. All personnel 
requiring access to the information receive annual Privacy Act 
training.''

Retention and Disposal:
    Delete entry and replace with ``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 in 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 the 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 seven years. Personnel summary, 
training, testing and past activity segments are retained permanently. 
All other portions are 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:
    Delete entry and replace with ``The Associate Director, Human 
Resources, National Security Agency/Central Security Service, 9800 
Savage Road, 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, Suite 6248, Ft. George G. Meade, MD 20755-6248.
    Written inquiries should contain the individual's full name, Social 
Security Number (SSN), mailing address, and signature.''

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, Suite 6248, Ft. George G. Meade, MD 20755-6248.
    Written inquiries should contain the individual's full name, Social 
Security Number (SSN), mailing address, and signature.''

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, Suite 6248, Ft. 
George G. Meade, MD 20755-6248.''
* * * * *
GNSA 09

System Name:
    NSA/CSS Personnel File .

System Location:
    Primary Location: National Security Agency/Central Security Agency, 
Ft. George G. Meade, MD 20755-6000.

Decentralized segments:
    Each staff, line, contract and field element 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 Selective Employment Retiree (SER), Stand-by Active 
Reserve (SAR), custodial and commercial services personnel.

Categories of records in the system:
    File contains name, Social Security Number (SSN), NSA/CSS employee 
identification number, date and place of birth, home address, home 
telephone number, 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, and housing information where 
required.

[[Page 82285]]

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); 5 U.S.C. Chapter 11, Office of 
Personnel Management (OPM) and certain implementing OPM regulations 
contained within 5 CFR part 293, Personnel Records; 10 U.S.C. chapter 
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) as amended.

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 of 1974, these records 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 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).
    The DoD `Blanket Routine Uses' set forth at the beginning of the 
NSA/CSS' compilation of systems of records notices apply to these types 
of records.
    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 (SSN) or NSA/CSS 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 offices housing these 
records, paper/hard-copy records are stored in locked containers with 
limited access, and access to electronic records is limited and 
controlled by password protection. Access to information is limited to 
those individuals authorized and responsible for personnel management 
or supervision. All personnel requiring access to the information 
receive annual Privacy Act training.

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 in 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 the 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 seven years. Personnel summary, training, testing and past 
activity segments are retained permanently. All other portions are 
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, 9800 Savage Road, 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, Suite 6248, Ft. 
George G. Meade, MD 20755-6248.
    Written inquiries should contain the individual's full name, Social 
Security Number (SSN), mailing address, and signature.

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, Suite 6248, Ft. 
George G. Meade, MD 20755-6248.
    Written inquiries should contain the individual's full name, Social 
Security Number (SSN), mailing address, and signature.

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, Suite 6248, Ft. George G. Meade, MD 20755-6248.

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 system may be exempt under 5 U.S.C. 
552a(k)(1), (k)(4), (k)(5) and (k)(6), as applicable.
    An exemption rule for this records 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. 2011-33568 Filed 12-29-11; 8:45 am]
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