Home > 1995 Privacy Act Documents > Privacy Act: [RDCAA 152.1] Security Information System (SIS)....Privacy Act: [RDCAA 152.1] Security Information System (SIS)....
<DOC>
Other Defense Agencies
DEFENSE MAPPING AGENCY
How Systems Of Records Are Arranged
The Defense Mapping 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 Defense 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 Defense 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.
<DOC>
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:
Alphabetically by last name or subject matter DOD Hotline Number.
Safeguards:
Records are maintained in a secured area/locked file cabinets with
access limited to authorized personnel whose duties require access.
Retention and disposal:
Other Popular 1995 Privacy Act Documents Documents:
|
| GovRecords.org presents information on various agencies of the United States Government. Even though all information is believed to be credible and accurate, no guarantees are made on the complete accuracy of our government records archive. Care should be taken to verify the information presented by responsible parties. Please see our reference page for congressional, presidential, and judicial branch contact information. GovRecords.org values visitor privacy. Please see the privacy page for more information. |
 |