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Privacy Act: [DPA DCR.A 01] Joint Civilian Orientation Conference Files....
<DOC> [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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