[Code of Federal Regulations]
[Title 32, Volume 6]
[Revised as of July 1, 2005]
From the U.S. Government Printing Office via GPO Access
[CITE: 32CFR1665.4]

[Page 361-362]
 
                        TITLE 32-NATIONAL DEFENSE
 
                  CHAPTER XVI--SELECTIVE SERVICE SYSTEM
 
PART 1665_PRIVACY ACT PROCEDURES--Table of Contents
 
Sec. 1665.4  Requests to amend records.

    (a) Requirement for written requests. Individuals desiring to amend 
a record that pertains to them in a system of records maintained by SSS 
must submit their request in writing in accord with the procedures set 
forth herein. Records not subject to the Privacy Act of 1974 will not be 
amended in accord with these provisions. However, individuals who 
believe that such records are inaccurate may bring this to the attention 
of SSS.
    (b) Procedures. (1)(i) The requests to amend a record in a system of 
records shall be addressed to the records manager. Included in the 
request shall be the name of the system and a brief description of the 
record proposed for amendment. In the event the request to amend the 
record is the result of the individual's having gained access to the 
record in accordance with the provisions concerning access to records as 
set forth above, copies of previous correspondence between the requester 
and SSS will serve in lieu of a separate description of the record.
    (ii) When the individual's identity has been previously verified 
pursuant to Sec. 1665.2(b)(2)(vi), further verification of identity is 
not required as long as the communication does not suggest that a need 
for verification is present. If the individual's identity has not been 
previously verified, SSS may require identification validation as 
described in Sec. 1665.2(b)(2)(vi). Individuals desiring assistance in 
the preparation of a request to amend a record should

[[Page 362]]

contact the records manager at the address cited above.
    (iii) The exact portion of the record the individual seeks to have 
amended should be clearly indicated. If possible, the proposed 
alternative language should also be set forth, or at a minimum, the 
facts which the individual believes are not accurate, relevant, timely, 
or complete should be set forth with such particularity as to permit SSS 
not only to understand the individual's basis for the request, but also 
to make an appropriate amendment to the record.
    (iv) The request must also set forth the reasons why the individual 
believes his record is not accurate, relevant, timely, or complete. In 
order to avoid the retention by SSS of personal information merely to 
permit verification of records, the burden of persuading SSS to amend a 
record will be upon the individual. The individual must furnish 
sufficient facts to persuade the official in charge of the system of the 
inaccuracy, irrelevancy, timeliness or incompleteness of the record.
    (v) Incomplete or inaccurate requests will not be rejected 
categorically. The individual will be asked to clarify the request as 
needed.
    (2) SSS action on the request. To the extent possible, a decision, 
upon a request to amend a record will be made within 10 days, (excluding 
Saturdays, Sundays, and legal Federal holidays). The response reflecting 
the decisions upon a request for amendment will include the following:
    (i) The decision of the Selective Service System whether to grant in 
whole, or deny any part of the request to amend the record.
    (ii) The reasons for determination for any portion of the request 
which is denied.
    (iii) The name and address of the official with whom an appeal of 
the denial may be lodged.
    (iv) The name and address of the official designated to assist, as 
necessary and upon request of, the individual making the request in 
preparation of the appeal.
    (v) A description of the review of the appeal with SSS (see Sec. 
1665.5).
    (vi) A description of any other procedures which may be required of 
the individual in order to process the appeal.
    (3) If the nature of the request for the correction of the system of 
records precludes a decision within 10 days, the individual making the 
request will be informed within 10 days of the extended date for a 
decision. Such a decision will be issued as soon as it is reasonably 
possible, normally within 30 days from the receipt of the request 
(excluding Saturdays, Sundays, and legal Federal holidays) unless 
unusual circumstances preclude completing action within that time. If 
the expected completion date for the decision indicated cannot be met, 
the individual will be advised of the delay of a revised date when the 
decision may be expected to be completed.