Privacy Act: [DODDS 25] DODDS Internal Review Office Project File....

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  The OSD's rules for accessing records, contesting contents and 
  appealing initial agency determinations are contained in OSD 
  Administrative Instruction 81; 32 CFR part 311; or may be obtained 
  from the system manager.
Record source categories: 
  Submitted by individuals seeking non-career positions, or referred by 
  others on behalf of individuals seeking such positions. White House 
  and Office of Personnel Management for clearance documents and other 
  correspondence. From other sources for records relating to the 
  qualifications and professional accomplishments of individual 
  candidates.
Exemptions claimed for the system:
  None.

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DEPARTMENT OF DEFENSE

DGC 02

System name: Private Relief Legislation File.

System location: 
  Legislative Reference Service, Defense Legal Services Agency, 
  Department of Defense, The Pentagon, Washington, DC 20301-1600.
Categories of individuals covered by the system: 
  Individuals for whom private relief legislation has been introduced in 
  Congress.
Categories of records in the system: 
  Private relief legislation files of the Department of Defense, contain 
  the history of legislation concerns individuals and contains 
  information about them.
Authority for maintenance of the system: 
  10 U.S.C. 133 and 137.
Purpose(s): 
  These files are used by the attorneys in the Office of the General 
  Counsel, Office of the Secretary of Defense and personnel in the 
  Department of Defense to produce working papers in development of a 
  department position.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses: 
  The `Blanket Routine Uses' set forth at the beginning of OSD's 
  compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining, 
    and disposing of records in the system:  
Storage: 
  Paper records in file folders.
Retrievability: 
  Filed by name and bill number.
Safeguards: 
  Stored in metal filing cabinets where they are kept in a locked room.
Retention and disposal: 
  Files are retained as long as there is an office interest in the 
  legislation after which they are destroyed or retired to the Federal 
  Records Center, Suitland, MD.
System manager(s) and address: 
  Director, Legislative Reference Service, Defense Legal Services 
  Agency, Department of Defense, Room 3D282, Pentagon, Washington, DC 
  20301-1600.
Notification procedure: 
  Individuals seeking to determine whether information about themselves 
  is contained in this system should address written inquiries to the 
  Director, Legislative Reference Service, Defense Legal Services 
  Agency, Department of Defense, Room 3D282, Pentagon, Washington, DC 
  20301-1600.
  Valid proof of identity is required.
Record access procedures: 
  Individuals seeking access to information about themselves contained 
  in this system should address written inquiries to the Office of the 
  Assistant General Counsel (Legal Counsel), Room 3E988, The Pentagon, 
  Washington, DC 20301-1600.
Contesting record procedures: 
  The OSD's rules for accessing records, for contesting contents and 
  appealing initial agency determinations are published in OSD 
  Administrative Instruction 81; 32 CFR part 311; or may be obtained 
  from the system manager.
Record source categories: 
  Information contained in Private Relief Legislative files is obtained 
  from various sources including correspondence with the Legislative 
  Branch and inputs by the components of the Department of Defense.
Exemptions claimed for the system:
  None.

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DEPARTMENT OF DEFENSE

DGC 04

System name: 

  Personnel Security Clearance Adjudication Files.
System location: 
  Defense Office of Hearings and Appeals, Defense Legal Services Agency, 
  Department of Defense, 4015 Wilson Boulevard, Suite 300, Arlington, VA 
  22203-1995;
  Defense Office of Hearings and Appeals, Defense Legal Services Agency, 
  6946 Van Nuys Boulevard, Suite 124, Van Nuys, CA 91405-3935; and
  Defense Office of Hearings and Appeals, Defense Legal Services Agency, 
  3990 East Broad Street, Building 306, Columbus, OH 43216-5007.
  Decentralized inactive segments are held at the Washington National 
  Records Center, and at the U.S. Army Investigative Records Depository, 
  Fort Meade, MD 20755. Automated Joint Adjudicative Clearance System 
  records are maintained on a system V5-02, Defense Central Index of 
  Investigations, at Defense Investigative Service, Personnel 
  Investigations Center, Baltimore, MD, with access by computer 
  terminals at Defense Office of Hearings and Appeals (DOHA) locations.
Categories of individuals covered by the system: 
  Current and former Federal Government, contractor, state and local 
  government employees, military personnel, and other persons whose 
  security clearance or trustworthiness cases are referred to the 
  Defense Office of Hearings and Appeals.
Categories of records in the system: 
  System includes automated case status records for current cases and 
  inactive cases, an alphabetical card index file for records of cases 
  prior to 1984 used for recording actions taken and for identification 
  and location of case files within the system, and individual case 
  files.
  Case files include requests for investigation, clearance, and 
  adjudication; general correspondence relating to cases; personnel 
  security questionnaires; investigative reports prepared by various 
  investigative agencies, which may include information obtained from 
  interviews, court documents, law enforcement records, business 
  records, and other sources; medical and psychiatric records and 
  evaluations; adjudicator's case summaries; Defense Industrial Security 
  Clearance Office (DISCO) referral recommendations; correspondence 
  between or concerning applicants for clearance and DOHA elements, 
  DISCO, medical facilities, DoD Psychiatric Consultants, investigative 
  agencies, Military Departments, other DoD Components and Federal 
  agencies, Personnel Security Specialists, Department Counsel, 
  Administrative Judges, Appeal Board, and elements of the Office of the 
  Secretary of Defense and Defense Investigative Service; written 
  interrogatories and Statements of Reasons (SIR) to applicants, with 
  replies, pleadings or correspondence filed and served on all parties, 
  recommendations, summaries, and records of adjudicative actions; 
  transcripts of hearings; exhibits admitted into evidence; decisions of 
  Administrative Judges and Appeal Boards; and such other matter as may 
  be included in the record.
Authority for maintenance of the system: 
  10 U.S.C. 140; 31 U.S.C. 1535; Executive Orders 10865, as amended, 
  10450, as amended, 12829, 9397, and 12698.
Purpose(s): 
  These records are collected and maintained to determine whether the 
  granting or retention of a security clearance to or affirmative 
  trustworthiness decision for an individual is clearly consistent with 
  the national interest; to record adjudicative actions and 
  determinations; to record processing steps taken and processing time; 
  to prepare statistical listings and summaries; to document due process 
  actions taken; to assist authorized DoD Consulting Psychiatrists to 
  compile evaluations and reports; to respond to inquiries from within 
  the executive and legislative branches when the inquiry is made at the 
  request of the individual or for official purposes; to monitor and 
  control adjudicative actions and processes.
  Automated case status system and card files are used to record 
  statistics, provide location and status and internal identification of 
  cases, to prepare listings and statistical reports and summaries, and 
  to monitor work flow and actions.
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:
  Case files referred by Federal Emergency Management Agency (FEMA) for 
  adjudication by DOHA are provided to FEMA when action is completed, 
  along with recommended clearance decisions.
  The `Blanket Routine Uses' set forth at the beginning of OSD's 
  compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining, 
    and disposing of records in the system: 
Storage: 
  Paper records are maintained in file folders, and on file cards; 
  electronic records are stored on magnetic or optical media; certain 
  automated records are maintained on magnetic tapes and disks at 
  Defense Investigative Service, Personnel Investigations Center, 
  Baltimore, MD.
Retrievability: 
  Filed alphabetically by name, or by case number. Access to computer 
  data may be made by name and Social Security Number and a combination 
  of name and other personal identifying data.
Safeguards: 
  Records are stored in a secure area accessible only to DOHA authorized 
  personnel. Except for a small number of records that are classified 
  and need to be safeguarded as classified materials, all other records 
  are stored, processed, transmitted and protected as the equivalent of 
  For Official Use Only information. Records are accessed by the 
  custodian of the record system and by persons responsible for 
  servicing the system, who are properly screened and have a need-to-
  know. Computer hardware is located in controlled areas with access 
  limited to authorized personnel. Computer access is via dedicated data 
  circuits with password control. Individual passwords are changed 
  periodically and upon departure of personnel. The dedicated data 
  feature prevents access from standard dial-up telephones. Automated 
  systems are operated by DOHA and by the Defense Investigative Service, 
  Personnel Investigations Center, Information Systems Division. Only 
  DOHA personnel are given the security level on the computer system 
  needed to amend, add, alter, change or delete DOHA records. Other 
  authorized contributors and users of the Defense Central Index of 
  Investigations have read-only access to DOHA case status records in 
  the system.
Retention and disposal: 
  Completed case files are returned to non-DoD agencies and are subject 
  to records retention schedules of the owning agency after completion 
  of DOHA action. Case files for military and DoD civilian personnel 
  security clearance cases will be returned to the appropriate DoD 
  Component after DOHA completes its processing of those cases. Copies 
  of case summaries and recommended adjudication decisions and ancillary 
  documents for all cases are retained for internal reference purposes 
  by DOHA personnel. Industrial security and trustworthiness cases are 
  retained at DOHA for two years after annual cut-offs, then are retired 
  for twenty years at the Washington National Records Center and then 
  destroyed.
  Inactive Department of Defense case files prior to 1982 are maintained 
  at the U.S. Army Investigative Records Repository, Ft. Meade, MD 
  20755. Automated case tracking records and alphabetical card index 
  files are retained as locator for active and inactive cases and for 
  statistical purposes.
System manager(s) and address: 
  Director, Defense Office of Hearings and Appeals, PO Box 3656, 
  Arlington, VA 22203-1995.
Notification procedure: 
  Individuals seeking to determine whether information about themselves 
  is contained in this system should address written inquiries to the 
  Director, Defense Office of Hearings and Appeals, PO Box 3656, 
  Arlington, VA 22203-1995.
  Individual should provide their full name and Social Security Number.
Record access procedures: 
  Individuals seeking access to information about themselves contained 
  in this system of records should address written requests to the 
  Director, Defense Office of Hearings and Appeals, PO Box 3656, 
  Arlington, VA 22203-1995.
  Individuals should provide their full name, and any former names used, 
  date and place of birth, Social Security Number.
  Requests must be signed and notarized or, if the individual does not 
  have access to notary services, preceded by a signed and dated 
  declaration verifying the identity of the requester, in substantially 
  the following form: `I certify that the information provided by me is 
  true, complete, and accurate to the best of my knowledge and belief 
  and this request is made in good faith. I understand that a knowing 
  and willful false, fictitious or fraudulent statement or 
  representation can be punished by fine or imprisonment or both.' 
  (Signature).
  Some records may be made available for review at DOHA Headquarters, 
  upon appointment made with Director. Individual must present picture 
  identification, such as a valid driver's license.
Contesting record procedures: 
  The OSD's rules for accessing records, for contesting contents and 
  appealing initial agency determinations are published in OSD 
  Administrative Instruction No. 81; 32 CFR part 311; or may be obtained 
  from the system manager.
Record source categories: 
  Information is received from investigative reports from Federal 
  investigative agencies; personnel security records and correspondence; 
  medical and personnel records, reports and evaluations; correspondence 
  from contractors, employers, organizations of assignment and Federal 
  agencies, DoD organizations, agencies and offices; from individuals, 
  their attorneys or authorized representatives; from witnesses at 
  hearings or documentary evidence made part of the hearing record.
Exemptions claimed for the system:
  Parts of this record system may be exempt under 5 U.S.C. 552a(k)(5), 
  as applicable.
  An exemption rule for this record system has been promulgated 
  according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) 
  and (e) and published in 32 CFR part 311. For additional information 
  contact the system manager.

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DEPARTMENT OF DEFENSE

DGC 05

System name: Administrative Files on Active Psychiatric 
      Consultants to Department of Defense.

System location: 
  Directorate for Industrial Security Clearance Review, Defense Legal 
  Services Agency, Department of Defense, 4015 Wilson Boulevard, 
  Arlington, VA 22203-1995.
Categories of individuals covered by the system: 
  Psychiatric consultants who have entered into agreement with the 
  Department of Defense to conduct psychiatric examination of 
  individuals applying for industrial security clearance for access to 
  classified information required in the performance of their work for 
  classified Government contractors.
Categories of records in the system: 
  Current list of active DoD psychiatric consultants. Records are filed 
  alphabetically by last name of psychiatrist, and consist of 
  correspondence concerning agreement to conduct psychiatric 
  examinations.
Authority for maintenance of the system: 
  DOD Directive 5220.6, Industrial Personnel Security Clearance Program; 
  E.O. 10865, February 20, 1960, and Deputy Secretary of Defense 
  Memorandum dated October 20, 1965, Subject: Employment of Psychiatric 
  Consultants for Industrial Security Program.
Purpose(s): 
  The purpose of this system is to maintain as a resource a database of 

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