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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]
#..Other Defense Agencies
#.NATIONAL IMAGERY AND MAPPING AGENCY
How Systems of Records Are Arranged
The National Imagery and Mapping Agency Agency records are
grouped by subject series. Each series has records about a specific
activity or function to which a subject title and number is given.
Systems or records are grouped in the same way. For example, a system
of records on personnel security clearances may be found in Personnel
Security Files - B0504-01 and one about military personnel
assignments may be found in Military Services Administrative Record
Files - B0614-02. These numbers are part of the system
identification. The letter B means National Imagery and Mapping
Agency. The first four digits (0504 and 0614) show that the records
pertain to Personnel Security and Military Personnel respectively,
and the last two are a further breakdown of the series. Other systems
of records which differ from these examples but have similar
documents may also be found in the same series.
How To Use The Index Guide
The systems of records maintained by the National Imagery and
Mapping Agency are contained within the subject series that are
listed below. This list identifies each series in the order in which
it appears in this issuance. Use the list to identify subject areas
of interest. Having done so, use the series number (for example 0504
for Personnel Security) to locate the systems of records grouping in
which you are interested.
Subject Series
System Identification Series
Inspection
0210
Historical
0228
Finance and Accounting
0302
Civilian Personnel Pay and Accounting
0303
General Legal
0401
Claims Investigating and Processing Documents
0402
Informational Services
0408
Information Security
0502
Guard Protective Services
0503
Personnel Security
0504
Military Personnel Files
0614
Safety Management Program
0615
Medical and Health Program
0901
Individual Procurement Transactions
1202
General Supply Accounting
1205
Self Service Supply
1206
Maintenance
1208
Personnel Travel and Transportation
1211
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.
#..B0210-06
#....System name: Inspector General Investigative Files.
System location:
Office of the Inspector General at DMA Headquarters, DMA
Hydrographic/Topographic Center, DMA Aerospace Center, Defense
Mapping School, DMA Systems Center, DMA Reston Center, and DMA Combat
Support Center. Official mailing addresses are published as an
appendix to DMA's compilation of systems of records notices.
Categories of individuals covered by the system:
Any individual, military or civilian assigned to, employed by or
having reason to do official business with the Defense Mapping Agency
or one of its employees.
Categories of records in the system:
Investigative Files consist of written inquiries or investigative
reports pertaining to complaints, possible violations or improper
procedures pertaining to DMA personnel, procedures, policies or
programs.
Authority for maintenance of the system:
44 U.S.C. 3101, Records Management by Federal Agencies.
Purpose(s):
To analyze and evaluate the effectiveness and efficiency of DMA
policies, programs, and procedures; to use complaints, inquiries or
investigations to initiate proper corrective action if the allegation
is proven to be true in fact; to be used as basis for corrective
actions.
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 DMA'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:
Files are considered official in nature and are made available
only to the Inspector General and Command officials.
Storage:
Paper records are stored in file folders and secured in safe-file
cabinets.
Retrievability:
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