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Privacy Act: [DODDS 25] DODDS Internal Review Office Project File....
OFFICE OF THE SECRETARY OF DEFENSE How Systems of Records are Arranged The Office of the Secretary of Defense (OSD) provides immediate staff assistance and advice to the Secretary of Defense, independently organized and identified offices function in full coordination and cooperation. Therefore, the Office of the Secretary of Defense systems of records are not maintained or arranged by subject but established in functional areas of a particular responsible staff office. The Office of the Secretary of Defense includes the offices of the Under Secretaries of Defense, the Assistant Secretaries of Defense, and Assistants to the Secretary of Defense, the General Counsel, DOD, and such other staff offices as the Secretary of Defense establishes to assist him in carrying out his duties and responsibilities. How to Use the Index Guide To assist in locating and reviewing the particular record system of interest, the various staff offices and the prefix letter symbols represented as part of the record system identification for that office are set for below. OSD Office System Identification Special Assistant to the Secretary and Deputy Secretary of Defense DATSD Office of the Assistant Secretary of Defense (Force Management and Personnel) DFMP General Counsel, Department of Defense DGC Office of the Assistant Secretary of Defense (Health Affairs) DHA Office of Civilian Health and Medical Program of the Uniformed Services, DOD DOCHA Department of Defense Dependents Schools DODDS Office of the Assistant Secretary of Defense (Public Affairs) DPA Office of the Assistant Secretary of Defense (Program Analysis and Evaluation) DPAE Defense Systems Management College DSMC Office of the Under Secretary of Defense for Acquisition DUSA Office of the Under Secretary of Defense for Policy DUSDP Washington Headquarters Services DWHS REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses` of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, 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 enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component 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 component 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. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, 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 A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. <DOC> DEPARTMENT OF DEFENSE DATSD 03 System name: Files of Personnel Evaluated for Non-Career Employment in DOD. System location: The Special Assistant to the Secretary of Defense for Personnel, 1000 Defense Pentagon, Washington, DC 20301-1000. A subset of this system is maintained by the Special Assistant to the Secretary of Defense for White House Liaison, 1000 Defense Pentagon, Washington, DC 20301-1000. Categories of individuals covered by the system: Appointments to political positions in DoD, consisting of non-career Senior Executive Service (SES), Schedule `C', and appointments requiring Senate Confirmation, i.e., Presidential Appointed Schedule positions. Categories of records in the system: Files consist of referral letters, resumes, SF 171s, position descriptions, White House clearance letters, OPM Certifications, and other correspondence relating to the selection and appointment of political appointees. Authority for maintenance of the system: 10 U.S.C. 133 and E.O. 9397. Purpose(s): Records are collected to evaluate qualifications of individuals seeking or who have been recommended for non-career positions within DoD. Files are used by authorized personnel within the immediate Office of the Secretary of Defense to fill vacant political positions. 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: 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: Correspondence and forms in file folders. Retrievability: Information accessed by last name of individual and Social Security Number. Safeguards: Building employs security guards. Sensitive data is kept in locked cabinets or safes and may be accessed only by authorized personnel. Retention and disposal: Destroy at the end of the Presidential administration during which the individual is hired, or when no longer needed, whichever is sooner, except that in lieu of destruction, certain pertinent documents may be offered to OSD Personnel and Security for inclusion in the individual's Official Personnel Folder. System manager(s) and address: The Special Assistant to the Secretary of Defense for Personnel, 1000 Defense Pentagon, Washington, DC 20301-1000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to The Special Assistant to the Secretary of Defense for Personnel, 1000 Defense Pentagon, Washington, DC 20301-1000. Requests for information should contain the full name of the individual and social security number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to The Special Assistant to the Secretary of Defense for Personnel, 1000 Defense Pentagon, Washington, DC 20301-1000. Requests for information should contain the full name of the individual and Social Security Number. Contesting record procedures:
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