Home > 1997 Privacy Act Documents > Privacy Act: [K700.10] 603-08 Annual Classification Maintenance Review File....

Privacy Act: [K700.10] 603-08 Annual Classification Maintenance Review File....


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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]




     Categories of records in the system: 
       The completed DD Form 1555, Confidential Statement of Employment 
   and Financial Interests - DOD Personnel; lists of those DISA 
   employees who must fill out the form. The responsibility for 
   determining the list of which employees must fill out the form is 
   vested in: (1) The Director, DISA, for the Office of the Director; 
   (2) the Deputy Directors, the Comptroller, and the Assistants to the 
   Director for Administration and Personnel for their respective 
   organizations; (3) the Chairman or Chief responsible individual for 
   source selection boards, committees, etc., or bid or proposal 
   evaluation groups, formally designated; and (4) the Chief of Staff, 
   Headquarters, DISA, for any other positions not covered in (1) 
   through (4) above.
     Authority for maintenance of the system: 
       18 U.S.C. 208.
   Purpose(s): 
       Office of Counsel, DISA - To assure that the applicable DISA 
   personnel refrain from any private business or professional activity 
   or refrain from having any direct or indirect financial interest 
   which would put them in a position where there is a conflict between 
   their private interest and the public interests of the United States, 
   particularly those related to their duties and responsibilities as 
   DISA personnel. And even though a technical conflict may not exist, 
   the Counsel, DISA, must assure that DISA personnel avoid the 
   appearance of such a conflict from a public confidence point of view. 
   The resolution of a conflict or appearance of a conflict may be 
   accomplished by one or more means, such as changes in assigned 
   duties, divestment of a conflicting interest, disqualification for a 
   particular assignment, disciplinary action, or criminal action. A 
   DISA employee who falls within the applicable categories will have 
   his OF8 (the covering form with his position description) stamped 
   with the notation, `Requires confidential statement of employment and 
   financial interest as required by DOD Directive 5500.7'.
       DISA Management - To review where there is an unresolved conflict 
   of interest and an adverse action is to be taken.
     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 the 
   DISA'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: 
       Information is accessed and retrieved by name and organizational 
   assignment.
     Safeguards: 
       Building employs security guards. Records are stored in locked 
   safe and are accessible only to the Office of Counsel, DISA.
     Retention and disposal: 
       Records are temporary. They are destroyed when 6 years old except 
   that documents needed in an ongoing investigation will be retained 
   until no longer needed in the investigation.
     System manager(s) and address: 
       Counsel, Code 105, Headquarters, Defense Information Systems 
   Agency.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to the Counsel, Defense Information Systems Agency, Code 
   105,
       The full name and organizational assignment of the requesting 
   individual will be required to determine if the system contains a 
   record about him or her. The requester may visit the Office of 
   Counsel, DISA, Code 105, to obtain information on whether the system 
   contains records pertaining to him or her. As proof of identity the 
   requester must present either a current DISA identification badge or 
   a driver's license.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   Counsel, Defense Information Systems Agency, Code 105.
     Contesting record procedures: 
       DISA's rules for accessing records, for contesting contents and 
   appealing initial agency determinations are published in DISA 
   Instruction 210-225-2; 32 CFR part 316; or may be obtained from the 
   system manager.
     Record source categories: 
       Completed DD Form 1555 supplied by the individual.
     Exemptions claimed for the system:
       None.

   #..K107.01

   #....System name: Investigation of Complaint of Discrimination.

     System location: 
       Office of the Director of Equal Employment Opportunity, Code AO, 
   Headquarters, Defense Information Systems Agency, 701 South 
   Courthouse Road, Arlington, VA 22204-2199.
     Categories of individuals covered by the system: 
       Employees of, or applicants for employment with, DISA who have 
   filed formal, written complaints alleging that they had been 
   discriminated against.
     Categories of records in the system: 
       Signed affidavits; copies of personnel documents; copies of 
   official personnel promotion records; report of investigator; EEO 
   Counselor's report; inter-office memoranda; employee's complaint of 
   discrimination; employee career appraisal reports; letters from 
   complainant's representative.
     Authority for maintenance of the system: 
       Federal Personnel Manual, Part 713, Equal Opportunity.
   Purpose(s): 
       Used by the Director of Equal Employment Opportunity in making a 
   recommendation to the Director, DISA regarding the formulation of a 
   finding with regard to whether or not a complaining employee has been 
   discriminated against.
       The Director, DISA also examines the system in writing his 
   decision.
       Civil Service Commission's Appeal Review Board uses file if 
   appeal is filed with the Board.
     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 the 
   DISA'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: 
       Stored in file folders in locked file cabinet.
     Retrievability: 
       Retrieved by the name of the complaining employee or applicant.
     Safeguards: 
       Building employs security guards. Files locked in file cabinet. 
   No one has direct access except for the Director, Equal Employment 
   Opportunity.
     Retention and disposal: 
       Record is retained until three years after a final decision in 
   the complaint involved and retired to the Washington National Records 
   Center.
     System manager(s) and address: 
       Director, Equal Employment Opportunity, Defense Information 
   Systems Agency, Code 107, 701 South Courthouse Road, Arlington, VA 
   22204-2199.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to the Director, Equal Employment Opportunity, Defense 
   Information Systems Agency, Code 107, 701 South Courthouse Road, 
   Arlington, VA 22204-2199.
       The individual's full name and organization will be required to 
   determine if the system contains a record about him or her. The 
   requester may visit the Office of Equal Employment Opportunity, 
   Headquarters, DISA, Code 107, to obtain information on whether the 
   system contains records pertaining to him or her. Proof of identity 
   will be by presentation of current DISA identification badge or a 
   driver's license.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   Director, Equal Employment Opportunity, Defense Information Systems 
   Agency, Code 107, 701 South Courthouse Road, Arlington, VA 22204-
   2199.
     Contesting record procedures: 
       DISA's rules for accessing records, for contesting contents and 
   appealing initial agency determinations are published in DISA 
   Instruction 210-225-2; 32 CFR part 316; or may be obtained from the 
   system manager.
     Record source categories: 
       Previous employers and supervisory officials; present supervisor; 
   present and previous co-workers; officials in personnel office; 
   personnel records; payroll records; promotion files; and training and 
   education records.
     Exemptions claimed for the system:
       None.

   #..K232.01

   #....System name: Travel Orders Records System.

     System location: 
       Arlington Service Center, Code BL, Center for Agency Services, 
   Defense Information Systems Agency, 701 South Courthouse Road, 
   Arlington, VA 22204-2199.
     Categories of individuals covered by the system: 
       Those DISA military and civilian personnel who have performed 
   official travel in connection with DISA business or employment.
     Categories of records in the system: 
       Records in the system would cover authorized official travel for 
   civilian, military, and contractor personnel and be comprised of 
   travel orders, transportation requests, commercial carrier 
   transportation and excess baggage tickets, travel advance vouchers, 
   records of travel claims and payments, DD Form 1056, Authorization to 
   Apply for a `No Fee' Passport. Also supporting documentation 
   including messages, correspondence, and coordination papers. Data in 
   the system would include names, Social Security Numbers, office 
   assignments, rank/grade, DISA office code number, DISA telephone 
   number, home addresses, transportation and per diem allowances and 
   actual amounts paid, and itineraries.
     Authority for maintenance of the system: 
       10 U.S.C. 133(b).
   Purpose(s): 
       Used by personnel in the Services Branch, Code 232, and personnel 
   in the Travel Branch, Code 234, Headquarters, DISA, in maintaining 
   appropriate and accountable records for individuals performing 
   official travel on DISA business and to ensure individual travel 
   advances are liquidated.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Disclosures may be made from this system to `consumer reporting 
   agencies' as defined in the Fair Credit Reporting Act (15 U.S.C. 
   1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 
   3701(a)(3)).
       Credit Bureaus and Debt Collection Agencies - Records may be 
   referred to private contract organizations to comply with the 
   provisions of the Debt Collection Act of 1982 (10 U.S.C. 136) for 
   non-payment of an outstanding debt.
       Other Federal Agencies - Records of debtors obligated to DOD, but 
   currently employed by another Federal agency may be referred to the 
   employing agency under the provisions of the Debt Collection Act of 
   1982 for the purpose of the debt.
       The `Blanket Routine Uses' set forth at the beginning of the 
   DISA'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: 
       Records are stored in file folders.
     Retrievability: 
       Information is accessed and retrieved by the name of the 
   individual.
     Safeguards: 
       Building employs security guards. Records are kept in security 
   file (MP combination lock) and are accessible only to authorized 
   personnel that are properly screened, cleared and their duties 
   require them to be in the area where records are maintained.
     Retention and disposal: 
       Records maintained in the Travel Branch, Code 234 are not 
   permanent. They are retained in active file until travel advances are 
   liquidated and then transferred to completed files and held for one 
   fiscal year and subsequently retired to the appropriate Washington 
   National Records Center.
       Records maintained in the Services Branch, Code 232, are retained 
   for two years, then destroyed.
     System manager(s) and address: 
       Chief, Supply and Services Division, Code 230, Headquarters, 
   DISA. Decentralized Segment - Chief, Management Services Office, 
   Defense Communications Engineering Center, Code R120.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to the Chief, Supply and Services Division, Code 230, 
   Headquarters, Defense Information Systems Agency.
       The full name of the requesting individual will be required to 
   determine if the system contains a record about him or her. The 
   requestor may visit the Services Branch, Code 232, Headquarters, 
   DISA, to obtain information whether the system contains records 
   pertaining to him or her for local travel. For other than local 
   travel, the requester may visit the Travel Branch, Code 234, 
   Headquarters, DISA, to obtain information on whether the system 
   contains records pertaining to him or her. In either instance, as 
   proof of identity, the requestor must present either a current DISA 
   identification badge or a driver's license.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   Chief, Supply and Services Division, Code 230, Headquarters, Defense 
   Information Systems Agency.
     Contesting record procedures: 
       DISA's rules for accessing records, for contesting contents and 
   appealing initial agency determinations are published in DISA 
   Instruction 210-225-2; 32 CFR part 316; or may be obtained from the 
   system manager.
     Record source categories: 
       Names and other personnel information on those individuals in the 
   system are obtained/gathered from authorized and approved travel 
   orders issued to the individual concerned.
     Exemptions claimed for the system:
       None.

   #..K232.02

   #....System name: Injury Record File.

     System location: 
       Civilian Personnel, Plans, Programs, and Oversight Office, Code 
   BC, Headquarters, Defense Information Systems Agency.
     Categories of individuals covered by the system: 
       Those DISA civilian employees who are treated for an occupational 
   injury or illness by the Dispensary located on the Headquarters DISA 
   Compound.
     Categories of records in the system: 
       Records in the system are Injury Records, Civilian Employee 
   Health Service (CEHS) Form CH-4 (Rev 10 Jun 64) which shows the date 
   form was completed, name of employee injured, the Department, Agency, 
   Branch, building, room and telephone numbers, date and time of 
   injury, brief description of injury, disposition of case and the 
   signature of the CEHS representative submitting the report.
     Authority for maintenance of the system: 
       10 U.S. Code 133(b); 5 U.S.C., chapters 11, 31, 61, 63, and 83; 
   E.O.s 12107 and 12196.
   Purpose(s): 

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