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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