DoD COMPONENT NOTICES

National Geospatial-Intelligence Agency

SYSTEM NAME:

Personnel Security and Suitability Files (December 2, 1994, 59 FR 61885).

SYSTEM LOCATION:

Personnel Security offices at DMA Fairfax; Office of Human Resources Operations Offices, Personnel Security Branches at DMA Bethesda, and DMA St. Louis. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Military and civilian personnel who are assigned to, or employed by DMA; and applicants for employment by DMA whose official duties require access to classified information, occupy nonsensitive positions, and/or have been assigned to Sensitive Compartmented Information (SCI) billets, and who have therefore been investigated under the provisions of DoD and the CIA regulations.

CATEGORIES OF RECORDS IN THE SYSTEM:

Biographical data, employment application and personnel security forms, reports of interviews conducted by authorized organizations, correspondence relating to adjudicative matters (i.e. medical, law enforcement, and/or financial information, etc), reports of administrative actions and/or security violations, attorney and/or representative correspondence, and all information provided by subject.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 7532 (E.O. 10450, Security Requirements for Government Employees); 5 U.S.C. 7531 (9), Presidential Memorandum, May 23, 1988; E.O. 12958, Classified National Security Information; DoD 5200.2-R, DoD Personnel Security Program; DMA Policy Directive 522-1, Personnel Security and Suitability Programs; Director of Central Intelligence Directive No. 1/14; and E.O. 9397 (SSN).

PURPOSE(S):

To maintain up-to-date personnel security and suitability information for DMA civilians, military and applicant personnel who require access to classified information; to determine and ensure continued eligibility for access to classified information; to promote the efficiency of the service; and in the interests of National Security. This includes all civilian, military and applicant personnel who occupy or may occupy sensitive positions without access, and nonsensitive positions.

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:

The DoD 'Blanket Routine Uses' set forth at the beginning of NIMA'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:

Paper records in file folders.

RETRIEVABILITY:

Alphabetically by name of individual.

Safeguards:

Most buildings, facilities employ security guards. For facilities no protected by security guards, records are maintained in cabinets with 3-position dial locks. Records are maintained in areas accessible only to authorized personnel that are properly screened, investigated and trained.

RETENTION AND DISPOSAL:

Records are retained in an active file during subject is assigned to, employed by, or a current applicant with DMA. Upon termination of employment or affiliation with DMA, the file is destroyed. As required by DoD regulation, files inactivated through due process/suspension of access are retained for a period of 5 years, then destroyed. Files are retained for all action litigation or administrative actions regardless of the status of the individual.

System Manager(s) and Address:

Chief, Office of Human Resources, Personnel Security Division, DMA Fairfax, 8613 Lee Highway, Fairfax, VA 22031-2137.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Human Resources, Personnel Security Division, DMA Fairfax, 8613 Lee Highway, Fairfax, VA 22031-2137.

Written requests for information must contain individual's full name, current address, telephone number, Social Security Number and signature.

Record Access Procedures:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Imagery and Mapping Agency, Office of General Counsel, 4600 Sangamore Road, Mail stop D-10, Bethesda, MD 20816-5003.

Written requests for information should contain the full name of the individual, current address and telephone number.

Contesting Record Procedures:

DMA's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager.

Record Source Categories:

Subject themselves; investigative paperwork and related forms; reports of investigation (containing inquiries of birth, police files, Federal Bureau of Investigation files, Defense Intelligence Agency files, education, credit, neighborhood, and personnel files), and all persons interviewed, during the conduct or an official inquiry.

Exemptions Claimed for the System:

None.