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


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                    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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