Home > 1995 Privacy Act Documents > Privacy Act: [CIA--51] Security Duty Office Event Reports....Privacy Act: [CIA--51] Security Duty Office Event Reports....
to Training Officers, Personnel Officers, Supervisors and the TSS/OTR
Staff.
Retention and disposal: Superseded COM reels are destroyed by
burning upon receipt of updated reels.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system
of records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32 CFR 1901.13). Individuals must
comply with these rules.
Record access procedures: Request from individuals should be
addressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in the
CIA rules section of the Federal Register.
Record source categories: Transcripts from educational
institutions, certificates of successful completion from the training
facility and training reports from the individual.
#..CIA--9
#....System name: Language Learning Center Student Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Employees enrolled
in the Language Learning Center.
Categories of records in the system: Biographic data, test scores,
training reports from instructors, training requests from sponsoring
office and attendance reports.
Authority for maintenance of the system: Title 5, U.S.C. Chapter
41.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-
110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Used by Agency
officials to monitor student performance. Transcript is entered in
the Agency Training Record.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Records stored in secure areas. Access on a need-to-
know basis.
Retention and disposal: Retained for duration of student
enrollment. Files are cut off at completion of training; all but
final report is destroyed 90 days after cut off; final report is
destroyed 5 years after cut off. Records are destroyed by pulping.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system
of records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32 CFR 1901.13). Individuals must
comply with these rules.
Record access procedures: Request from individuals should be
addressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in the
CIA rules section of the Federal Register.
Record source categories: Employees and instructors.
#..CIA--10
#....System name: Language Qualifications Register and OTRTEST.
System location: Central Intelligence Agency, Washington, DC 20505
Categories of individuals covered by the system: Employees who
claim a foreign language proficiency and applicants to the Agency who
have taken one of the Agency's foreign language reading proficiency
tests.
Categories of records in the system: Employee claim of foreign
language proficiency and identifying biographic data. Social Security
number of employee or applicant (in OTRTEST subset only), language
tested, and answers to each test question.
Authority for maintenance of the system: Title 5, U.S.C., Chapter
41.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-
110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.3101).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Used by Agency
personnel for processing requests for foreign language training and
for language proficiency cash awards. Tangential use to norm and
validate reading proficiency and to verify reading test scores.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper, magnetic tape, and magnetic disk.
Retrievability: Name and language. Within OTRTEST subset only,
Social Security number, language, and date of test.
Safeguards: Maintained in combination lock safes, magnetic tapes,
and on password controlled disks. Access on a need to know basis.
Retention and disposal: Record updated semiannually. Outdated paper
record is destroyed by reducing to pulp. Magnetic tapes are
degaussed. OTRTEST subsect updated weekly. Magnetic disk record is
permanent.
System manager(s) and address: Director of Training and Education,
Central Intelligence Agency, Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system
of records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator, Central Intelligence Agency,
Washington, DC 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32 CFR 1901.13). Individuals must
comply with these rules.
Record access procedures: Request from individuals should be
addressed as indicated in the notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in the
CIA rules section of the Federal Register.
Record source categories: Employees and within the OTRTEST subset,
only, employee and applicant's Social Security number.
#..CIA--11
#....System name: Modern Language Aptitude Test Scores (MLAT).
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Selected
applicants and employees who have taken the Modern Language Aptitude
Test.
Categories of records in the system: Name, biographic data and test
scores.
Authority for maintenance of the system: Title 5, U.S.C. Chapter
41.
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-
110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Used by Language
Learning Center personnel to evaluate student potential for learning
a foreign language.
Used by Personnel Officers in deciding appointment and job
placement.
Aptitude test scores are provided to Foreign Service Institute
when employee is enrolled in their language program.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper.
Retrievability: By name.
Safeguards: Stored in combination lock safes; access on a need-to-
know basis.
Retention and disposal: Destroyed upon termination of Agency
employment. Unsuccessful applicant records are destroyed after 12
months. Destruction of records is by pulping.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system
of records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32 CFR 1901.13). Individuals must
comply with these rules.
Record access procedures: Request from individuals should be
addressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in the
CIA rules section of the Federal Register.
Record source categories: Individual.
#..CIA--12
#....System name: External Training Files.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Employees
sponsored full-time external training programs.
Categories of records in the system: Employee biographic data,
correspondence with public and private educational institutions,
transcript and grades, training requests and administrative documents
related to enrollment, employees evaluation of training course and
employee Training Obligation Agreement.
Authority for maintenance of the system: Title 5, USC, Chapter 41.
Section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Central Intelligence Agency Act of 1949, as amended--Pub. L. 81-
110.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Used by Agency
officials to determine employee's eligibility for Agency sponsored
training.
Used by Agency officials to enroll employees in private and
public educational institutions.
Used by Agency officials to evaluate courses for future
enrollment of employees.
Data for Agency Training Record.
Notification of funds advanced and accountings are proved to the
Office of Finance.
A record from this system of records may be disclosed as a
``routine use'' to a Federal, state or local agency maintaining
civil, criminal or other relevant enforcement information or other
pertinent information, such as current licenses, if necessary to
obtain information relevant to an Agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance of a license,
grant or other benefit.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper and punch cards.
Retrievability: Name and employee number.
Safeguards: Stored in combination lock safe; access on need-to-know
basis.
Retention and disposal: Destroyed 1 year after employee completes
all course commitments. Destruction by pulping.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system
of records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Identification requirements are specified in the CIA rules
published in the Federal Register (32 CFR 1901.13). Individuals must
comply with these rules.
Record access procedures: Request from individuals should be
addressed as indicated in the Notification section above.
Contesting record procedures: The Central Intelligence Agency's
regulations for access to individual records, for disputing the
contents thereof, and for appealing an initial determination by CIA
concerning access to or correction of records, are promulgated in the
CIA rules section of the Federal Register.
Record source categories: The sources of information are from the
individual, his sponsoring office, and the external training
facility.
#..CIA--13
#....System name: Guest Speakers.
System location:
Central Intelligence Agency
Washington, DC 20505.
Categories of individuals covered by the system: Individuals under
consideration for guest speaker engagements in CIA training courses.
Individuals include members of the academic journalistic and business
world as well as present and former senior Agency and other
Government officials.
Categories of records in the system: Name, biographic data
including academic credentials, published materials, correspondence
and administrative records.
Authority for maintenance of the system: Section 506(a), Federal
Records Act of 1950, (44 U.S.C.3101).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Assist Training
Officers in curriculum development and selection of speakers for
scheduled training courses.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper.
Retrievability: By name and area of expertise.
Safeguards: Files are stored in a combination lock safe. Use of
material is restricted to Training Officers involved in course
development.
Retention and disposal: Records are destroyed by pulping when
Agency no longer has interest in speaker.
System manager(s) and address:
Director, Office of Training
Central Intelligence Agency
Washington, DC 20505.
Notification procedure: Individuals seeking to learn if this system
of records contains information about them should direct their
inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, DC 20505.
Other Popular 1995 Privacy Act Documents Documents:
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