Home > 1997 Privacy Act Documents > Privacy Act: [KMIN.01] Minority Identification File List....

Privacy Act: [KMIN.01] Minority Identification File List....


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




     Storage: 
       Magnetic tape, disk or other computer storage media, computer 
   paper printouts, paper in file folders, microfilm.
     Retrievability: 
       By name or unique number assigned individual.
     Safeguards: 
       For paper, computer printouts and microfilm - Secure limited 
   access facilities, within those facilities secure limited access 
   rooms and within those rooms lockable containers. Access to 
   information is limited to authorized individuals. For machine records 
   stored on magnetic tape, disk or other computer storage media within 
   the computer processing area-additional secure limited access 
   facilities, specific processing requests accepted from authorized 
   persons only, specific authority to access stored records and 
   delivery granted to authorized persons only. Remote terminals are 
   secured, are available to authorized persons only, and certain 
   password and other identifying information available to authorized 
   users only is required. Terminals are not available outside of 
   specific security offices at headquarters area locations.
     Retention and disposal: 
       Files on all individuals assigned, employed, or granted access to 
   NSA/CSS information or facilities or initiated on individuals 
   requesting employment, assignment or access but never completed due 
   to non-employment, non-assignment or withdrawal or denial of access 
   are maintained a minimum of 15 years after the last security action 
   reflected in the file, then destroyed. Computer records are purged 
   and updated consistent with these retention policies.
     System manager(s) and address: 
       Director, National Security Agency/Central Security Service, Ft. 
   George G. Meade, MD 20755-6000.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to the Chief, Office of Policy, National Security Agency/
   Central Security Service, Ft. George G. Meade, MD 20755-6000.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   Chief, Office of Policy, National Security Agency/Central Security 
   Service, Ft. George G. Meade, MD 20755-6000.
     Contesting record procedures: 
       The NSA/CSS rules for contesting contents and appealing initial 
   determinations are published at 32 CFR part 322 or may be obtained by 
   written request addressed to the Chief, Office of Policy, National 
   Security Agency/Central Security Service, Ft. George G. Meade, MD 
   20755-6000.
     Record source categories: 
       Data provided by individual during employment and security 
   processing; data provided by investigative service processing 
   individual's background; data provided by references, educational 
   institutions and other sources named by individual or developed 
   during background investigation; unsolicited data from any source 
   where relevant; data provided by the Office of Personnel Management 
   and other agencies, departments, and governmental elements involved 
   in the conduct of National Agency checks; the Federal Bureau of 
   Investigation; data developed by appropriate governmental elements in 
   the course of a national security investigation or investigation into 
   alleged violations of criminal statutes related to unauthorized 
   disclosure of intelligence or protection of intelligence sources and 
   methods; documents furnished by agency element sponsoring individual 
   for access to specific classified information.
     Exemptions claimed for the system:
       Individual records in this file may be exempt pursuant to 5 
   U.S.C. 552a(k)(1), (k)(2), (k)(5), and (k)(6), as applicable.
       An exemption rule for this record system has been promulgated 
   according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), 
   (c) and (e) and published in 32 CFR part 322. For additional 
   information contact the system manager.

   #..GNSA 11

   #....System name: NSA/CSS Time, Attendance and Absence.

     System location: 
       Primary System - National Security Agency/Central Security 
   Service, Ft. George G. Meade, MD 20755-6000.
       Decentralized Segments - Each staff, line, contract, and field 
   element as authorized and appropriate.
     Categories of individuals covered by the system: 
       NSA/CSS civilian employees and personnel under contract.
     Categories of records in the system: 
       File contains request forms, time cards, authorization forms, 
   notifications, locator cards and other correspondence or revisions 
   thereof related to actions concerning time, attendance, absence, 
   annual leave, sick leave, leave without pay, advance leave, 
   administrative leave, exemplary use of leave, unauthorized leave and 
   absences and other related matters.
     Authority for maintenance of the system: 
       National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 
   86-36); 50 U.S.C. 831-835, (Pub. L. 88-290); section 113 of the 
   Budget and Accounting Procedures Act of 1950, as amended; 31 U.S.C. 
   66a.
   Purpose(s): 
       To provide a means of accounting for all time, attendances and 
   absences of NSA/CSS civilian employees and contract employees.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       To contractor employees to make determinations as noted in the 
   purpose above; to appropriate investigatory authorities engaged in 
   national security investigations; hearing examiners and other 
   authorized individuals with respect to grievances or adverse actions; 
   and to those agencies identified in the NSA/CSS System of Records 
   named `Payroll and Claims' as necessary to document payroll actions.
       The `Blanket Routine Uses' set forth at the beginning of the NSA/
   CSS' 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, file cards, machine-readable 
   cards, computer printouts, computer magnetic tapes, disks and other 
   computer storage media, and microfilm.
     Retrievability: 
       May be retrieved by name and in some cases Social Security 
   Number.
     Safeguards: 
       For paper, cards, printouts and microfilm - Secure limited-access 
   facilities, within those facilities secure limited access rooms and 
   within those rooms lockable containers as appropriate. Access by 
   authorized individuals only. Current time cards are not secured with 
   respect to individual employees within immediate working element. For 
   machine-readable cards, computer magnetic tapes and disks and other 
   computer storage media within the computer processing area additional 
   secure limited-access facilities, specific processing requests from 
   authorized persons only, specific authority to access stored cards, 
   tapes or disk files.
     Retention and disposal: 
       Primary System - Records are reviewed annually and retired or 
   destroyed as appropriate. Permanent records are retired to the St. 
   Louis Federal Records Center after completion of audit. Computer 
   records are purged and updated consistent with these retention 
   policies.
       Decentralized Segments - Records are temporary, are retained for 
   the period the individual is assigned to an element, or disposed of 
   as appropriate. Time cards and other appropriate forms for pay and 
   leave purposes are forwarded each pay period to the payroll office.
     System manager(s) and address: 
       Director, National Security Agency/Central Security Service, Ft. 
   George G. Meade, MD 20755-6000.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to the Chief, Office of Policy, National Security Agency/
   Central Security Service, Ft. George G. Meade, MD 20755-6000.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   Chief, Office of Policy, National Security Agency/Central Security 
   Service, Ft. George G. Meade, MD 20755-6000.
     Contesting record procedures: 
       The NSA/CSS rules for contesting contents and appealing initial 
   determinations are published at 32 CFR part 322 or may be obtained by 
   written request addressed to the Chief, Office of Policy, National 
   Security Agency/Central Security Service, Ft. George G. Meade, MD 
   20755-6000.
     Record source categories: 
       Time cards, request forms and related correspondence from 
   individual employees and assignees, authorizations and notifications 
   from authorizing officers, correspondence from supervisory personnel 
   and investigating officers with respect to abuses of leave and 
   attendance or unauthorized leave and absences, other records or 
   reports related to either exemplary use of leave or abusive use of 
   leave, and other sources as appropriate and required.
     Exemptions claimed for the system:
       Individual records in this file may be exempt pursuant to 5 
   U.S.C. 552a(k)(1), as applicable.
       An exemption rule for this record system has been promulgated 
   according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), 
   (c) and (e) and published in 32 CFR part 322. For additional 
   information contact the system manager.

   #..GNSA 12

   #....System name: NSA/CSS Training.

     System location: 
       Primary System-National Security Agency/Central Security Service, 
   Ft. George G. Meade, MD 20755-6000.
       Decentralized Segments-Each staff, line, contract and field 
   element as authorized and appropriate.
     Categories of individuals covered by the system: 
       NSA/CSS employees, personnel under contract, military assignees 
   and other government employees, designees and military personnel as 
   required and appropriate who attend courses or receive training by or 
   under NSA/CSS sponsorship.
     Categories of records in the system: 
       File contains forms, correspondence, memoranda, student and 
   instructor surveys, requests and other information related to testing 
   and training; tests and test results; test grades, course grades and 
   other student and instructor evaluations; course and class rosters, 
   rosters of individuals by specialty; attendance and time utilization 
   reports for students and instructors; biographical sketches where 
   required and appropriate; course and training histories; other course 
   research and evaluation data; student disciplinary actions and 
   complaints; waiver requests and responses; selected personal data 
   including education level and scholastic achievements; course and 
   training cost data where appropriate; reimbursement and service 
   agreements where appropriate; and other records related to civilian 
   and military training as required and appropriate.
     Authority for maintenance of the system: 
       National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 
   86-36); 5 U.S.C., Chapter 41, E.O. 11348, and Office of Personnel 
   Management implementing directives as contained in the Federal 
   Personnel Manual.
   Purpose(s): 
       To maintain training records necessary to assure the equitable 
   selection and approval of employees for NSA/CSS training or 
   sponsorship; to provide documentation concerning military 
   cryptolinguist resources and individual training, develop training 
   requirements, refine training methods and techniques, and provide 
   individual career and training counseling.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Portions of these files are made available to other governmental 
   and non-governmental entities in support of training requirements.
       To contractor employees to make determinations as noted in the 
   purposes above.
       The `Blanket Routine Uses' set forth at the beginning of NSA/CSS' 
   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, card files, binders, computer 
   punch cards, computer listings, computer magnetic tapes, disks and 
   other computer storage media, microfilm.
     Retrievability: 
       By name or Social Security Number.
     Safeguards: 
       For paper, computer printouts and microfilm - Secure limited 
   access facilities, within those facilities secure limited access 
   rooms and within those rooms lockable containers as appropriate. 
   Access to information is limited to authorized individuals only. For 
   machine records stored on magnetic tape, disk or other computer 
   storage media within the computer processing area-additional secure 
   limited access facilities, specific processing requests accepted from 
   authorized persons only, specific authority to access stored records 
   and delivery granted to authorized persons only. Where data elements 
   are derived from the Personnel System, remote terminal inhibitions 
   are in force with respect to access to complete file or data relating 
   to persons not assigned to requesting organization using a remote 
   terminal. Remote terminals are secured, available to authorized 
   persons only, and certain password and other identifying information 
   available to authorized users only is required. Terminals are not 
   available outside of headquarters area locations.
     Retention and disposal: 
       Primary System - Records are reviewed annually and retained or 
   destroyed as appropriate. Copies of items of significance with 
   respect to the individual are included in the Personnel File and 
   retention is in accordance with the retention policies for that 
   system. Items used as the basis of statistical studies or other 
   research efforts may be retained indefinitely. Computer listings and 
   records are purged and updated as required and appropriate.
       Decentralized System - Records are reviewed annually and retained 
   or destroyed as appropriate. Individual's file may be transferred to 
   gaining organization if appropriate. Computer listings and records 
   are purged and updated as required and appropriate.
     System manager(s) and address: 
       Director, National Security Agency/Central Security Service, Ft. 
   George G. Meade, MD 20755-6000.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to the Chief, Office of Policy, National Security Agency/
   Central Security Service, Ft. George G. Meade, MD 20755-6000.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   Chief, Office of Policy, National Security Agency/Central Security 
   Service, Ft. George G. Meade, MD 20755-6000.
     Contesting record procedures: 
       The NSA/CSS rules for contesting contents and appealing initial 
   determinations are published at 32 CFR part 322 or may be obtained by 
   written request addressed to the Chief, Office of Policy, National 
   Security Agency/Central Security Service, Ft. George G. Meade, MD 
   20755-6000.
     Record source categories: 
       Individual, supervisors, training counselors, instructors and 
   other training personnel; other governmental entities nominating 
   individuals for training; other training and educational 
   institutions; Personnel File, and other sources as required and 
   appropriate.
     Exemptions claimed for the system:
       Individual records in this file may be exempt pursuant to 5 
   U.S.C. 552a(k)(1), (k)(5) and (k)(6), as applicable.
       An exemption rule for this record system has been promulgated 
   according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), 
   (c) and (e) and published in 32 CFR part 322. For additional 
   information contact the system manager.

   #..GNSA 13

   #....System name: NSA/CSS Archival Records.

     System location: 

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