Privacy Act of 1974; System of Records, 271-273 [2011-33737]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 77, Number 2 (Wednesday, January 4, 2012)]
[Notices]
[Pages 271-273]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-33737]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DOD-2011-OS-0149]


Privacy Act of 1974; System of Records

AGENCY: Defense Threat Reduction Agency, DoD.

ACTION: Notice to Alter a System of Records.

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SUMMARY: The Defense Threat Reduction Agency proposes to alter a system 
of records in its inventory of record systems subject to the Privacy 
Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This proposed action would be effective without further notice 
on February 3, 2012 unless comments are received which 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. Juanita Gaines, Freedom of 
Information and Privacy Office, Defense Threat Reduction Agency, 8725 
John J. Kingman Road, Fort Belvoir, VA 22060-6201, or by phone at (703) 
767-1771.

SUPPLEMENTARY INFORMATION: The Defense Threat Reduction Agency notices 
for 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 Oversight and 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 February 8, 1996 (February 20, 1996, 61 FR 6427).

    Dated: December 29, 2011.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
HDTRA 007

System name:
    Security Services (December 4, 2009, 74 FR 63734).

Changes:
* * * * *

System location(s):
    Delete entry and replace with ``Primary location: Security and 
Counterintelligence Office, Defense Threat Reduction Agency, 8725 John 
J. Kingman Road, Fort Belvoir, VA 22060-6201.

Secondary locations:
    Security and Counterintelligence Office Albuquerque, Defense Threat 
Reduction Agency, 1680 Texas Street SE., Kirtland Air Force Base, 
Albuquerque, NM 87117-5669.
    Security and Counterintelligence Field Office Travis, Defense 
Threat Reduction Agency, 510 Hickman Avenue, Travis Air Force Base, CA 
94535-1801.
    Security and Counterintelligence European Operations Division, 
Defense Threat Reduction Agency, Kleber Kaserne, Mannheimer Strasse, 
Building 3211, Room 104, Kaiserslautern, Germany.
    Security and Counterintelligence Field Office Eglin, Defense Threat 
Reduction Agency, Eglin Air Force Base, 101 West Eglin Blvd., Building 
13A, Suite 39, Eglin AFB, FL 32542-5650.''
* * * * *

Categories of records in the system:
    Delete entry and replace with ``Name; Social Security Number (SSN); 
home address, date and place of birth; height; weight; hair and eye 
color; citizenship; grade/rank; services; organization; security 
clearance; date of clearance; date of investigation; type of 
investigation; agency that conducted investigation; basis special 
accesses; courier authorization; continuous access roster expiration 
date; badge number; vehicle ID and decal number; special intelligence 
access; expiration date, agency, billet number; list of badges/passes 
issued; safes and open storage locations/custodians; conference title/
duties/location; special access/briefings; visit requests; conference 
rosters; clearance and special access rosters; picture identification; 
correspondence concerning adjudication/passing of clearances/accesses; 
information from DD 254 (contract security classification specification 
form) which identifies the type or level of classified material the 
specific contractor has access to; and security inquiries and insider 
threats.''

Authority for maintenance of the system:
    Delete entry and replace with ``5 U.S.C. 301, Departmental 
Regulations; E.O. 10450, Security Requirements for Government 
Employment; E.O. 12065, National Security Information; The Atomic 
Energy Act of 1954, Section 145; and E.O. 9397 (SSN), as amended.''

Purpose(s):
    Delete entry and replace with ``For use by officials and employees 
of the Defense Threat Reduction Agency in the performance of their 
official duties related to continuous review, insider threat and 
determining the eligibility of individuals for access to classified 
information and occupancy of a sensitive position, access to buildings 
and facilities, or to conferences over which DTRA has security 
responsibility.''
* * * * *

Retrievability:
    Delete entry and replace with ``By individual's last name and 
SSN.''
* * * * *

Retention and disposal:
    Delete entry and replace with ``Computer records on individuals are

[[Page 272]]

moved to historical area of database files upon termination of an 
individual's affiliation with DTRA; personnel security files are 
retained for two years at which point the Classified Information Non-
disclosure Agreement forms (SF 312) for civilians are mailed to the 
Defense Logistics Agency Human Resources and all others are destroyed. 
Manual records or conference attendees, visitors, and visit 
certifications to other agencies are maintained for two years and 
destroyed. All computer records are deleted with a separation date 
greater than 2 years except for those that have the following criteria: 
(a) Eligibilities of denied, revoked or pending reply to statement of 
reasons; (b) eligibilities of loss of jurisdiction, action pending, 
interim declination; and (c) suspend accesses that have not been 
debriefed. All records with a death date greater than a year are 
deleted. The following records are retained until there is clear 
guidance on record retention: (a) Eligibilities of denied, revoked or 
pending reply to statement of reasons; (b) eligibilities of loss of 
jurisdiction, action pending, interim declination; and (c) suspend 
accesses that have not been debriefed. Computer records are deleted and 
paper records are shredded.''

System manager(s) and address:
    Delete entry and replace with ``Chief, Security and 
Counterintelligence Office, Defense Threat Reduction Agency, 8725 John 
J. Kingman Drive, Ft. Belvoir, VA 22060-6201.''

Notification procedure:
    Delete entry and replace with ``Individuals seeking to determine 
whether information about themselves is contained in this system of 
records should address written inquiries to the Defense Threat 
Reduction Agency, Freedom of Information/Privacy Act Office, 8725 John 
J. Kingman Drive, Ft. Belvoir, VA 22060-6201.
    Written requests for information should contain the full name, home 
address, SSN, date and place of birth.
    For personal visits, the individual must be able to provide 
identification showing full name, date and place of birth, and their 
SSN.''

Record access procedures:
    Delete entry and replace with ``Individuals seeking access to 
information about themselves contained in this system of records should 
address written inquiries to the Defense Threat Reduction Agency, 
Freedom of Information/Privacy Act Office, 8725 John J. Kingman Drive, 
Ft. Belvoir, VA 22060-6201.
    Written requests for information should contain the full name, home 
address, SSN, date and place of birth.
    For personal visits, the individual must be able to provide 
identification showing full name, date and place of birth, and their 
SSN.''

Contesting record procedures:
    Delete entry and replace with ``The DTRA rules for accessing 
records and for contesting contents and appealing initial agency 
determinations are published in DTRA Instruction 5400.11; 32 CFR part 
318; or may be obtained from the system manager.''
* * * * *
HDTRA 007

System name:
    Security Services.

System location(s):
    Primary location: Security and Counterintelligence Office, Defense 
Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 
22060-6201.

Secondary locations:
    Security and Counterintelligence Office Albuquerque, Defense Threat 
Reduction Agency, 1680 Texas Street SE., Kirtland Air Force Base, 
Albuquerque, NM 87117-5669.
    Security and Counterintelligence Field Office Travis, Defense 
Threat Reduction Agency, 510 Hickman Avenue, Travis Air Force Base, CA 
94535-1801.
    Security and Counterintelligence European Operations Division, 
Defense Threat Reduction Agency, Kleber Kaserne, Mannheimer Strasse, 
Building 3211, Room 104, Kaiserslautern, Germany.
    Security and Counterintelligence Field Office Eglin, Defense Threat 
Reduction Agency, Eglin Air Force Base, 101 West Eglin Blvd., Building 
13A, Suite 39, Eglin AFB, FL 32542-5650.

Categories of individuals covered by the system:
    All military and civilian personnel assigned to, or employed by 
Defense Threat Reduction Agency (DTRA).

Categories of records in the system:
    Name; Social Security Number (SSN); home address, date and place of 
birth; height; weight; hair and eye color; citizenship; grade/rank; 
services; organization; security clearance; date of clearance; date of 
investigation; type of investigation; agency that conducted 
investigation; basis special accesses; courier authorization; 
continuous access roster expiration date; badge number; vehicle ID and 
decal number; special intelligence access; expiration date, agency, 
billet number; list of badges/passes issued; safes and open storage 
locations/custodians; conference title/duties/location; special access/
briefings; visit requests; conference rosters; clearance and special 
access rosters; picture identification; correspondence concerning 
adjudication/passing of clearances/accesses; information from DD 254 
(contract security classification specification form) which identifies 
the type or level of classified material the specific contractor has 
access to; and security inquiries and insider threats.''

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security 
Requirements for Government Employment; E.O. 12065, National Security 
Information; The Atomic Energy Act of 1954, Section 145; and E.O. 9397 
(SSN), as amended.''

Purpose(s):
    For use by officials and employees of the Defense Threat Reduction 
Agency in the performance of their official duties related to 
continuous review, insider threat and determining the eligibility of 
individuals for access to classified information and occupancy of a 
sensitive position, access to buildings and facilities, or to 
conferences over which DTRA has security responsibility.

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 officials and employees of Government contractors and other 
Government agencies in the performance of their official duties related 
to the screening and selection of individuals for security clearances 
and/or special authorizations, access to facilities or attendance at 
conferences.
    The DoD ``Blanket Routine Uses'' published at the beginning of 
DTRA's 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:
    Electronic storage media and paper records.

Retrievability:
    By individual's last name and SSN.

[[Page 273]]

Safeguards:
    The computer facility and terminals are located in restricted areas 
accessible only to authorized personnel. Manual records and computer 
printouts are available only to authorized persons with an official 
need to know. Buildings are protected by security forces and an 
electronic security system.

Retention and disposal:
    Computer records on individuals are moved to historical area of 
database files upon termination of an individual's affiliation with 
DTRA; personnel security files are retained for two years at which 
point the Classified Information Non-disclosure Agreement forms (SF 
312) for civilians are mailed to the Defense Logistics Agency Human 
Resources and all others are destroyed. Manual records or conference 
attendees, visitors, and visit certifications to other agencies are 
maintained for two years and destroyed. All computer records are 
deleted with a separation date greater than 2 years except for those 
that have the following criteria: (a) Eligibilities of denied, revoked 
or pending reply to statement of reasons; (b) eligibilities of loss of 
jurisdiction, action pending, interim declination; and (c) suspend 
accesses that have not been debriefed. All records with a death date 
greater than a year are deleted. The following records are retained 
until there is clear guidance on record retention: (a) Eligibilities of 
denied, revoked or pending reply to statement of reasons; (b) 
eligibilities of loss of jurisdiction, action pending, interim 
declination; and (c) suspend accesses that have not been debriefed. 
Computer records are deleted and paper records are shredded.

System manager(s) and address:
    Chief, Security and Counterintelligence Office, Defense Threat 
Reduction Agency, 8725 John J. Kingman Drive, Ft. Belvoir, VA 22060-
6201.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the Defense Threat Reduction Agency, Freedom of 
Information/Privacy Act Office, 8725 John J. Kingman Drive, Ft. 
Belvoir, VA 22060-6201.
    Written requests for information should contain the full name, home 
address, SSN, date and place of birth.
    For personal visits, the individual must be able to provide 
identification showing full name, date and place of birth, and their 
SSN.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system of records should address written inquiries to 
the Defense Threat Reduction Agency, Freedom of Information/Privacy Act 
Office, 8725 John J. Kingman Drive, Ft. Belvoir, VA 22060-6201.
    Written requests for information should contain the full name, home 
address, SSN, date and place of birth.
    For personal visits, the individual must be able to provide 
identification showing full name, date and place of birth, and their 
SSN.

Contesting record procedures:
    The DTRA rules for accessing records and for contesting contents 
and appealing initial agency determinations are published in DTRA 
Instruction 5400.11; 32 CFR part 318; or may be obtained from the 
system manager.

Record source categories:
    Information is extracted from military and civilian personnel 
records, investigative files, and voluntarily submitted by the 
individual. Other Government agencies, law enforcement officials and 
contractors may provide the same data.

Exemptions claimed for the system:
    Investigatory material compiled solely for the purpose of 
determining suitability, eligibility, or qualifications for federal 
civilian employment, military service, federal contracts, or access to 
classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), 
but only to the extent that such material would reveal the identity of 
a confidential source.
    An exemption rule for this system has been promulgated in 
accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), 
(c) and (e) and published in 32 CFR part 318.

[FR Doc. 2011-33737 Filed 1-3-12; 8:45 am]
BILLING CODE 5001-06-P