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Privacy Act: [CIA--51] Security Duty Office Event Reports....


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





   #.CENTRAL INTELLIGENCE AGENCY


   #..STATEMENT OF GENERAL ROUTINE USES

       The following routine uses apply to, and are incorporated by 
   reference into, each system of records maintained by the CIA:
       1. In the event that a system of records maintained by the 
   Central Intelligence Agency to carry out its functions indicates, or 
   relates to, a violation or potential violation of law, whether civil, 
   criminal or regulatory in nature, and whether arising by general 
   statute or particular program pursuant thereto, the relevant records 
   in the system of records may be disclosed, as a routine use, to the 
   appropriate agency whether federal, state, local or foreign, charged 
   with the responsibility of investigating or prosecuting such 
   violation, or charged with the responsibility to take appropriate 
   administrative action, or charged with enforcing or implementing the 
   statute, or rule, regulation or order issued pursuant thereto.
       2. 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 a Central Intelligence Agency decision 
   concerning the hiring or retention of an employee, the issuance of a 
   security clearance or special access, or the performance of the 
   Agency's acquisition functions.
       3. A record from this system of records may be disclosed, as a 
   routine use, to a federal, state, or local agency, or other 
   appropriate entities, or individuals, in connection with the hiring 
   or retention of an employee, the issuance of a security clearance or 
   special access, the reporting or an investigation of an employee, the 
   letting of a contract, or the issuance of a license, grant or other 
   benefit, to the extent that the information is relevant and necessary 
   to the entity's decision on the matter.
       4. A record from this system of records may be disclosed, as a 
   routine use, in the course of presenting evidence to a court, 
   magistrate or administrative tribunal, including disclosures to 
   opposing parties or their counsel or other representatives in the 
   course of settlement negotiations, and disclosures made pursuant to 
   statutes or regulations governing the conduct of such proceedings.
       5. A record from this system of records may be disclosed to the 
   Office of Management and Budget in connection with the review of 
   private relief legislation, as set forth in OMB Circular No. A-19, at 
   any stage of the legislative coordination and clearance process as 
   set forth in the Circular.
       6. A record from a system of records may be disclosed, as a 
   routine use, to NARA (GSA) in records management inspections 
   conducted under the authority of 44 U.S.C. 2904 and 2906.
       7. A record from this system of records may be disclosed, as a 
   routine use, to a federal, state, or local agency, other appropriate 
   entities or individuals, or, through established liaison channels, to 
   selected foreign governments, provided such disclosure is compatible 
   with the purpose for which the purpose for which the record was 
   collected and is undertaken to enable the Central Intelligence Agency 
   to carry out its responsibilities under the National Security Act of 
   1947, as amended, the CIA Act of 1949, as amended, Executive Order 
   12333 or any successor order, national security directives applicable 
   to the Agency and classified implementing procedures approved by the 
   Attorney General promulgated pursuant to such Orders and directives, 
   as well as statutes, Executive orders and directives of general 
   applicability. This routine use is not intended to supplant the other 
   routine uses published by the Central Intelligence Agency.

   #..Table of Contents

       Applications Tracking System--CIA-1
       Office of Data Processing Training and Skills Inventory--CIA-2
       Computer Access File--CIA-3
       Private Attorney Panel--CIA-4
       Legal Subject Records--CIA-5
       Career Training Files--CIA-6
       Off-Campus Instructor Applicant Files--CIA-7
       Agency Training Record--CIA-8
       Language Learning Center--CIA-9
       Language Qualifications Register and OTRTEST--CIA-10
       Modern Language Aptitude Test Scores (MLAT)--CIA-11
       External Training Files--CIA-12
       Guest Speakers--CIA-13
       Equal Employment Opportunity Complaint Records--CIA-14
       Parking Permit Files--CIA-16
       Vehicle Operators File--CIA-17
       Personal Property Claims Records--CIA-18
       Equipment and Supplies Accountability Records--CIA-19
       Logistics Security Clearance Records--CIA-20
       Privacy and Freedom of Information Acts Requesters--CIA-21
       Polygraph Files--CIA-23
       Supplemental Personnel (Soft) Files--CIA-24
       Supplemental Personnel (Soft) Files--CIA-25
       Supplemental Personnel (Soft) Files--CIA-26
       Supplemental Personnel (Soft) Files--CIA-27
       Supplemental Personnel (Soft) Files--CIA-28
       Manpower Controls System--CIA-29
       Applicant Files--CIA-30
       Current Employees and Former Employees (official Personnel files 
   and records related thereto)--CIA-31
       Consultant and Independent Contractor Records--CIA-32
       Prospective Contributors for Collection of Foreign Intelligence--
   CIA-33
       Clinical and Psychiatric Files (Employees)--CIA-34
       Clinical and Psychiatric Files (Applicants)--CIA-35
       Medical Facilities and Physicians--CIA-36
       Psychological Test Data Files--CIA-37
       Congressional Liaison Records--CIA-38
       Publicity--CIA-39
       CIA Authors File--CIA-40
       Intelligence in Public Literature File--CIA-41
       Briefing Program File--CIA-43
       Foreign Map Source Files--CIA-44
       Soviet-U.S. Contacts File--CIA-45
       Academic Relations File--CIA-46
       Professors and Placement Officers of Selected Colleges--CIA-47
       Cryptographic Access File--CIA-48
       Directorate of Operations Records Systems--CIA-49
       Financial Records--CIA-50
       Security Duty Office Events Reports--CIA-51
       Community-Wide, Computer-Assisted, Compartmentation Control 
   System--CIA-52
       Central Badge System--CIA-54
       Security Analysis Records--CIA-56
       Personnel Security Records--CIA-57
       Inspector General Research Records--CIA-58
       Unsolicited Correspondence from the General Public Addressed to 
   the Director or Deputy Director of Central Intelligence--CIA-59
       Personal and Professional Associates of the Director of Central 
   Intelligence--CIA-60
       Supplemental Personnel (Soft) Files--CIA-61
       Office of Dating Processing Security Clearance Records--CIA-62
       Security Access Records--CIA-63
       Inquiries from Private Individuals about CIA and its Mission--
   CIA-64
       Contact with the News Media and Index--CIA-65
       Manuscript Review--CIA--66
       Publishing and Speaking Engagement Clearances--CIA-67
       CIA Personnel in Contact with Press--CIA-68
       Language Use Assessment--CIA-69
       Intelligence Community Staff Information Records System--CIA-70.
       National Intelligence Council (NIC) Records System--CIA-71.
       Inspector General Investigative Records--CIA-72.
       Resources in the Language Profession--CIA-74.

   #..CIA--1

   #....System name: Applications Tracking System.

     System location: 
         Central Intelligence Agency
         Washington, DC 20505.
     Categories of individuals covered by the system: Agency and 
   contract employees, employees of contractor supporting Office of Data 
   Processing, currently or formerly assigned to computer software 
   development or maintenance projects in Applications.
     Categories of records in the system: Documentation of hours logged 
   on each assigned programming or overhead project.
     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: Used by 
   Applications staff for periodic reporting to management man-hours 
   expended to develop assigned programming projects and overhead hours. 
   Used for tracking the usage and scheduling of all resources for 
   developing software.
       Used to substantiate hours spent by contractor personnel on 
   billable contractual activity.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Magnetic disk.
     Retrievability: Name and employee number.
     Safeguards: Limited to specifically designated and cleared 
   personnel.
     Retention and disposal: Records are erased when hours of activity 
   are no longer needed by management.
     System manager(s) and address: 
         Director, Office of Data Processing
         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: Agency employees, contract employees, 
   employees of contractor supporting the Office of Data Processing.

   #..CIA--2

   #....System name: Office of Data Processing Training and Skills 
      Inventory.

     System location: 
         Central Intelligence Agency
         Washington, DC 20505.
     Categories of individuals covered by the system: Employees, 
   contract employees, and employees of contractors assigned to the 
   Office of Data Processing (ODP).
     Categories of records in the system: Documentation of CIA-funded 
   training for each individual assigned to the Office of Data 
   Processing.
       Documentation submitted by each individual assigned to ODP, 
   indicating his self-evaluation of his programming skills.
     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 D/ODP in 
   ascertaining what additional training personnel should receive.
       Assist D/ODP in the management of personnel assignments to new 
   programming tasks.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Magnetic disk.
     Retrievability: By name.
     Safeguards: Access to and use of these records is limited to those 
   persons whose official duties require such access.
     Retention and disposal: Records are purged as employees separate 
   from ODP via periodic updates.
     System manager(s) and address: 
         Director, Office of Data Processing
         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: Agency personnel and employees of 
   contractors.

   #..CIA--3

   #....System name: Computer Access File.

     System location: 
         Central Intelligence Agency
         Washington, DC 20505.
     Categories of individuals covered by the system: Agency employees 
   having special access to Office of Data Processing computer systems.
       Agency cleared contractors who have been granted access to Office 
   of Data Processing computer systems.
     Categories of records in the system: Individual's name, office, 
   user identification code, badge number and computer systems to which 
   the individual has access.
     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: Office of Data 
   Processing Security Officers, computer system and data base managers, 
   and Automated Data Processing Control Officers use the system to:
       Determine computer system(s), if any, to which an individual at 
   CIA has access.
       Control access to computer systems through automated computer 
   system verifications of individual's authorization for access to 
   computer which he/she is attempting to use.
       Determine the name, office, room number and badge number 
   associated with the user identification code of an individual 
   suspected of a possible violation of computer systems security 
   procedures.
       Identify individuals listed in audit trail records as having 
   accessed a particular computer system or computer-based system of 
   records.
       Produce mailing lists of ODP computer users.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Magnetic disk packs with ``back-up'' records on tapes and 
   controlled hard copy computer listings used for reference. 
   Applications and approval for access are maintained in paper files.
     Retrievability: Name and user identification code.
     Safeguards: Access to these records is limited to cleared persons 
   whose official duties require such access. Personnel screening and 
   computer system security protective mechanisms are employed to 
   prevent unauthorized disclosure. Hard copy computer listings and 
   paper files are maintained in combination lock safes or vaulted 

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