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Privacy Act: [RDCAA 152.1] Security Information System (SIS)....


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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.

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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: 

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