Privacy Act; Systems of Records
Federal Register: January 7, 2009 (Volume 74, Number 4)
Notices
Page 698-700
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
DOCID:fr07ja09-28
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.
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
BILLING CODE 5001-06-P
