[Federal Register: June 5, 2006 (Volume 71, Number 107)]
[Notices]
[Page 32318-32320]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr05jn06-32]
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DEPARTMENT OF DEFENSE
Defense Intelligence Agency
[DOD-2006-OS-0117]
Privacy Act of 1974; Systems of Records
AGENCY: Defense Intelligence Agency, DoD.
ACTION: Notice to amend a system of records.
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[[Page 32319]]
SUMMARY: The Defense Intelligence Agency is amending a system of
records notice to 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
July 5, 2006 unless comments are received that would result in a
contrary determination.
ADDRESSES: Freedom of Information Office, Defense Intelligence Agency
(DAN-1A), 200 MacDill Blvd., Washington, DC 20340-5100.
FOR FURTHER INFORMATION CONTACT: Ms. Theresa Lowery at (202) 231-1193.
SUPPLEMENTARY INFORMATION: The Defense Intelligence 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 above.
The specific changes to the record system being amended are set
forth below followed by the notice, as amended, published in its
entirety. The proposed amendment is not within the purview of
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended,
which requires the submission of a new or altered system report.
Dated: May 26, 2006
C.R. Choate,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
LDIA 0450
System name:
Drug-Free Workplace Files (February 22, 1993, 58 FR 10613).
Changes:
* * * * *
System Location:
Delete ``0001'' and replace with: ``5100''.
Categories of Individuals Covered by the System:
Delete entry and replace with: ``Civilian employees of, and
applicants for positions in, the Defense Intelligence Agency''.
Categories of Records in the System:
Delete entry and replace with: ``Records relating to the selection,
notification, and testing of employees and applicants, tests results
information, and related reports to include disciplinary action due to
failed tests, refusal of test, accident, reasonable suspicion,
voluntary test.''
* * * * *
Purpose(s):
Delete second paragraph and replace with: ``Records are used by the
employee's of the Deputy Director for Human Capital who have the
authority to recommend or make offers of employment; a supervisory or
management official having authority to take or recommend adverse
personnel actions against a subject employee.''
* * * * *
Storage:
Delete entry and replace with: ``Paper records maintained in file
folders. Automated records in a database, diskette, or other machine-
readable media.''
Retrievability:
Delete entry and replace with: ``Test results are retrieved by
surname of applicant or employee Social Security Number. Other
retrieval fields include date of testing and personal identification
number.''
Safeguards:
Delete entry and replace with: ``File folders are stored in
cabinets that are locked when not being used. Electronic records are
accessed on computer terminals in supervised areas. All personnel
having access to this record system have been trained for proper
handling of Privacy Act information. Electronic records are maintained
on a classified and password protected system.''
Retention and Disposal:
Delete entry and replace with: ``Files on applicants for positions
are maintained for a period not to exceed twelve months. Employee files
are retained for two years. In instances of a positive test finding
resulting in the separation of an employee, retention is for a period
of six years and three months after the case is closed. Destruction of
paper records is accomplished by shredding or burning. Electronic
records are erased and overwritten.''
System Manager(s) and Address:
Delete entry and replace with: ``Deputy Director for Human Capital,
ATTN: HCH, Defense Intelligence Agency, 200 MacDill Blvd., Washington
DC 20340-5100''
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 Freedom of Information
Act Office (DAN-1A/FOIA), Defense Intelligence Agency, Washington, DC
20340-5100.
Individuals should provide their full name, current address,
telephone number and Social Security Number.''
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 Freedom of Information Act Office (DAN-1A/
FOIA), Defense Intelligence Agency, Washington, DC 20340-5100.
Individuals should provide their full name, current address,
telephone number and Social Security Number.''
Contesting Record Procedures:
Delete entry and replace with: ``DIA's rules for accessing records,
for contesting contents and appealing initial agency determinations are
published in DIA Regulation 12-12 `Defense Intelligence Agency Privacy
Program'; 32 CFR part 319--Defense Intelligence Agency Privacy Program;
or may be obtained from the system manager.''
* * * * *
LDIA 0450
System name:
Drug-Free workplace Files.
System location:
Defense Intelligence Agency, Washington, DC 20340-5100.
Categories of individuals covered by the system:
Civilian employees of, and applicants for positions in, the Defense
Intelligence Agency.
Categories of records in the system:
Records relating to the selection, notification, and testing of
employees and applicants, tests results information, and related
reports to include disciplinary action due to failed tests, refusal of
test, accident, reasonable suspicion, voluntary test.
Authority for maintenance of the system:
5 U.S.C. 7301 and 7361; Public Law 100-71; and E.O.s 12564, Drug-
Free Federal Workplace and 9397.
Purpose(s):
The system is used to maintain Drug Testing Program Coordinator
records relating to the implementation of the program, administration,
selection, notification and testing of DIA employees and applicants for
employment for use of illegal drugs.
Records are used by the employee's of the Deputy Director for Human
Capital
[[Page 32320]]
who have the authority to recommend or make offers of employment; a
supervisory or management official having authority to take or
recommend adverse personnel actions against a subject employee.
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: In order to comply with the
provision of 5 U.S.C. 7301 the DIA ``Blanket Routine Uses'' do not
apply to this system or records.
To a court of competent jurisdiction where required by the United
States Government to defend against any challenge against any adverse
personnel action.
policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
storage:
Paper records maintained in file folders. Automated records in a
database, diskette, or other machine-readable media.
retrievability:
Test results are retrieved by surname of applicant or employee
Social Security Number. Other retrieval fields include date of testing
and personal identification number.
safeguards:
File folders are stored in cabinets that are locked when not being
used. Electronic records are accessed on computer terminals in
supervised areas. All personnel having access to this record system
have been trained for proper handling of Privacy Act information.
Electronic records are maintained on a classified and password
protected system.
Retention and disposal:
Files on applicants for positions are maintained for a period not
to exceed twelve months. Employee files are retained for two years. In
instances of a positive test finding resulting in the separation of an
employee, retention is for a period of six years and three months after
the case is closed. Destruction of paper records is accomplished by
shredding or burning. Electronic records are erased and overwritten.
system manager(s) and address:
Deputy Director for Human Capital, ATTN: HCH, Defense Intelligence
Agency, 200 MacDill Blvd., Washington, DC 20340-5100.
notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the Freedom of Information Act Office (DAN-1A/
FOIA), Defense Intelligence Agency, Washington, DC 20340-5100.
Individuals should provide their full name, current address,
telephone number and Social Security Number.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Freedom of Information Act Office (DAN-IA/FOIA), Defense Intelligence
Agency, Washington, DC 20340-5100.
Individuals should provide their full name, current address,
telephone number and Social Security Number.
Contesting record procedures:
DIA's rules for accessing records, for contesting contents and
appealing initial agency determinations are published in DIA Regulation
12-12: Defense Intelligence Agency Privacy Program''; 32 CFR part 319--
Defense Intelligence Agency Privacy Program; or may be obtained from
the system manager.
Record source categories:
The test subject, medical review officials, collection personnel
and others on a case-by-case basis.
Exemptions claimed for the system:
None.
[FR Doc. 06-5092 Filed 6-2-06; 8:45 am]
BILLING CODE 5001-06-M