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Privacy Act: [ SSS-2] General Files (Registrant Processing)-SSS....


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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]





   #.SELECTIVE SERVICE SYSTEM


   #..System of Records

       SSS-2--General Files (Registrant Processing).
       SSS-3--Reconciliation Service Records.
       SSS-4--Registrant Information Bank.
       SSS-5--Registrant Processing Records.
       SSS-6--Reserve and National Guard Personnel Records.
       SSS-7--Uncompensated Personnel Records.
       SSS-8--Suspected Violator Inventory System.
       SSS-9--Master Pay Record.
       SSS-10--Registrant Registration Records.

   #.. SSS-2

   #....System name: General Files (Registrant Processing)-SSS.

     Security classification: 
       None.
     System location: 
       National Headquarters, Selective Service System, 1023-31st 
   Street, NW, Washington, DC 20435.
     Categories of individuals covered by the system: 
       Registrants of the Selective Service System and other individuals 
   and organizations.
     Categories of records in the system: 
       Contains current and previous correspondence with individual 
   registrants, private individuals and Government agencies, requesting 
   information or resolution of specific problems related to registrant 
   processing or agency operations.
     Authority for maintenance of the system: 
       Section 10(b)(3), Military Selective Service Act (50 U.S.C. App. 
   460(b)(3)).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Department of Justice--Refer to reports received as to possible 
   violations of the Military Selective Service Act.
       Federal Bureau of Investigation--Refer reports received as to 
   possible violations of the Military Selective Service Act.
       Department of Defense--Exchange of information respecting status 
   of individuals subject to the provisions of the Military Selective 
   Service Act.
       Immigration and Naturalization Service--Response to inquiries 
   concerning aliens.
       Department of Health and Human Services--for locations of parents 
   pursuant to the Child Support Enforcement Act (42 U.S.C. 651 et seq.)
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper copies maintained in routine filing equipment.
     Retrievability: 
       Records are indexed alphabetically by last name.
     Safeguards: 
       Measures that have been taken to prevent unauthorized disclosure 
   of records are:
       a. Records maintained by authorized personnel only, who have been 
   trained in the rules and regulations concerning dislosure of 
   information; offices are locked when authorized personnel are not on 
   duty.
       b. Periodic security checks and other emergency planning.
       c. Records transferred for storage are boxed and taped; records 
   in transit for temporary custody of another office are sealed. 
   Records eligible for destruction are destroyed by maceration, 
   shredding or burning.
     Retention and disposal: 
       Hold file intact for five years from date of latest 
   correspondence; select one percent sample for National Archives and 
   destroy balance. If one percent sample is not accepted by Archives, 
   the one percent sample is also destroyed.
     System manager(s) and address: 
       Director of Selective Service, 1023-31st Street NW, Washington, 
   DC 20435 Attn: Records Manager.
     Record access procedures: 
       An individual desiring to obtain information on the procedures 
   for gaining access to and contesting records may write to: Director 
   of Selective Service, Selective Service System, 1023-31st Street NW, 
   Washington, DC 20435, Attn: Records Manager.
       It is necessary to furnish the following information in order to 
   identify the individual whose records are requested:
       a. Full name of the individual.
       b. Date of birth.
       c. Selective Service Number.
       d. Mailing address to which the reply should be mailed.
     Contesting record procedures: 
       See Access, above.
     Record source categories: 
       Individual registrants and private individuals and organizations, 
   Members of the Congress acting on behalf of constituents.
     Systems exempted from certain provisions of the act: 
       None.

   #.. SSS-3

   #....System name: Reconciliation Service Records-SSS.

     Security classification: 
       None.
     System location: 
       National Headquarters, Selective Service System, 1023-31st Street 
   NW, Washington, DC 20435.
     Categories of individuals covered by the system: 
       Vietnam era draft evaders and military deserters (whose surnames 
   begin with A through R) who have qualified for a period of alternate 
   service as a condition for reconciliation under Presidential 
   Proclamation 4313, signed September 16, 1974.
     Categories of records in the system: 
       Registration Card: Individual's name, address, telephone number, 
   personal description, date of birth, Social Security Account Number, 
   former military service, date of registration, reconciliation service 
   required, date reconciliation service started and terminated, total 
   reconciliation service, individual's signature.
     Authority for maintenance of the system: 
       Presidential Proclamation 4313; E.O. 11804; 5 U.S.C. 553; 50 
   U.S.C. App. 460(b)(3).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Referral to the Department of Justice for appropriate action in 
   cases involving unsatisfactory participation.
       Referral to the appropriate military referring authority, upon 
   request, in cases involving the updating of military discharges.
       Referral to the Presidential Clemency Board, upon request, in 
   cases necessitating additional review.
       Referral to Office of Management and Budget, upon request, in 
   cases undergoing investigative review in conjunction with the 
   specific functions of these agencies.
       Exchange of information with Reconciliation Service employers 
   regarding the placement, supervision of and performance of 
   Reconciliation Service by returnees who have agreed to perform such 
   service.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       All registration cards and microfiche of registration cards are 
   stored in either metal or wood filing cabinets.
     Retrievability: 
       The system is alphabetically indexed by last name.
     Safeguards: 
       Measures that have been taken to prevent unauthorized disclosure 
   of records are:
       a. Records are maintained by authorized personnel only, who have 
   been trained in the rules and regulations concerning disclosure of 
   information; offices are locked when authorized personnel are not on 
   duty.
       b. Periodic security checks and other emergency planning.
       c. Records transferred for storage are boxed and taped; records 
   in transit for temporary custody of another office are sealed.
       Records eligible for destruction are destroyed by maceration, 
   shredding, or burning.
     Retention and disposal: 
       Registration Cards or microfiche thereof will be retained until 
   the enrollee reaches 85 years of age.
     System manager(s) and address: 
       Director of Selective Service, Selective Service System, 1023-
   31st Street NW, Washington, DC 20435, Attn: Records Manager.
     Record access procedures: 
       An individual desiring to obtain information on the procedures 
   for gaining access to and contesting records may write to: Director 
   of Selective Service, Selective Service System, 1023-31st Street NW, 
   Washington, DC 20435, Attn: Records Manager.
     Contesting record procedures: 
       See Access, above.
     Record source categories: 
       Sources of records in the system are primarily established by the 
   individual at the time and place of enrollment, based on oral and 
   written information given by the enrollee. Other sources of 
   information include the Report of Separation From Active Duty (DD 
   Form 214), referral documents from the referring authority and 
   information provided by an enrollee's employer.
     Systems exempted from certain provisions of the act: 
       None.

   #.. SSS-4

   #....System name: Registrant Information Bank (RIB) Records-SSS.

     Security classification: 
       None.
     System location: 
       Date Management Center/Joint Computer Center, Great Lakes, 
   Illinois 60088.
     Categories of individuals covered by the system: 
       Registrants of the Selective Service System after 1979.
     Categories of records in the system: 
       The Registrant Information Bank (RIB) is an automated data 
   processing system which stores information concerning registration, 
   classification, examination, assignment and induction of Selective 
   Service registrants.
     Authority for maintenance of the system: 
       Section 10(b)(3) of the Military Selective Service Act (50 U.S.C. 
   App. 460(b)(3)).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Department of Defense--exchange of information concerning 
   registration classification, enlistment, examination and induction of 
   individuals, and for recruiting (prior to April 1, 1982 only on 
   request of the registrant).
       Alternative service employers--for exchange of information with 
   employers regarding a registrant who is a conscientious objector for 
   the purpose of placement in and supervision of performance of 
   alternative service in lieu of induction into military service.
       Department of Justice--for review and processing of suspected 
   violations of the Military Selective Service Act, or for perjury, and 
   for defense of a civil action arising from administrative processing 
   under such Act.
       Federal Bureau of Investigation--for location of an individual 
   when suspected of violation of the Military Selective Service Act.
       Immigration and Naturalization Service--to provide information 
   for use in determining an individual's eligibility for re-entry into 
   the United States and United States citizenship.
       Department of State--for determination of an alien's eligibility 
   for possible entry into the United States and United States 
   citizenship.
       Office of Veteran's Reemployment Rights, United States Department 
   of Labor--to assist veterans in need of information concerning 
   reemployment rights.
       Department of Health and Human Services--for locations of parents 
   pursuant to the Child Support Enforcement Act (42 U.S.C. 661 et seq.) 
   and for determining the individual's proper Social Security Account 
   Number when there appears to be a discrepancy.
       State and local government agencies-to provide information which 
   may constitute evidence of a violation of State or local law, for law 
   enforcement purposes.
       General Public--Registrant's Name, Selective Service Number, Date 
   of Birth and Classification.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       The records are maintained on tape, disc and computer printouts.
     Retrievability: 
       The system is indexed by Selective Service Number.
     Safeguards: 
       a. On-line access to RIB from terminals is available to 
   authorized personnel, and is controlled by User Identification and 
   password. Batch access controlled via standard data processing 
   software and hardware techniques.
       b. Records are handled by authorized personnel only, who have 
   been trained in the rules and regulations concerning disclosure of 
   information; offices are locked when authorized personnel are not on 
   duty and protected by an electronic security access system at all 
   times.
       c. Premises are locked and patrolled when authorized personnel 
   not on duty.
       d. Periodic security checks and emergency planning.
     Retention and disposal: 
       When eligible for disposal, the computer tapes are erased. The 
   records stored in the Registrant Information Bank (RIB) are retained 
   until registrant reaches age 85.
       The computer printouts are distributed to the National 
   Headquarters and destroyed when they have served their purpose by 
   maceration, shredding or burning. Computer printouts used at the Data 
   Management Center are destroyed by maceration after they have served 
   their purpose or upon records appraisal action.
     System manager(s) and address: 
       Director of Selective Service, Selective Service System, 1023-
   31st Street NW, Washington, DC 20435.
     Record access procedures: 
       An individual desiring to obtain information on the procedures 
   for gaining access to and contesting records may write to: Director 
   of Selective Service, Selective Service System, 1023-31st Street NW, 
   Washington, DC 20435, Attn: Records Manager.
       It is necessary to furnish the following information in order to 
   identify the individual whose records are requested:
       a. Full name of the individual.
       b. Date of birth.
       c. Selective Service Number.
       d. Mailing address to which the reply should be mailed.
     Contesting record procedures: 
       See Access, above.
     Record source categories: 
       Forms prepared by the field elements are the input documents for 
   all information recorded in the SSS--Registrant Information Bank 
   (RIB) Records.
     Systems exempted from certain provisions of the act: 
       None.

   #.. SSS-5

   #....System name: Registrant Processing Records-SSS.

     Security classification: 
       None.
     System location: 
       Records are stored in the Federal Records Center serving the 
   State in which the registrant resided.
     Categories of individuals covered by the system: 
       Registrants of the Selective Service System before 1976.
     Categories of records in the system: 
       Individual Processing Records:
       a. Registration Card--a locator card identifying the registrant.
       b. Classification Record--a listing of the classes in which the 

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