DEFENSE PRIVACY AND CIVIL LIBERTIES OFFICE

SYSTEM OF RECORDS NOTICES (SORNs)

DoD-Wide Notices

DPFPA 01

SYSTEM NAME:

Department of Defense (DoD) Pentagon Building Pass File (September 11, 2008, 73 FR 52840)

SYSTEM LOCATION:

Pentagon Force Protection Agency, Security Services Directorate, Pentagon Access Control Division, 9000 Defense Pentagon, Washington, DC 20301-9000.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Any Department of Defense military or civilian employee sponsored by the Department of Defense, or other persons who have reason to enter the Pentagon for official Department of Defense business, and who therefore require an entry pass.

CATEGORIES OF RECORDS IN THE SYSTEM:

File contains name, sponsoring office of the Department of Defense and activities serviced by Washington Headquarters Services (WHS), sex, height, weight, date, place of birth, Social Security Number(SSN), race, citizenship, and access investigation completion date, access level, previous pass issuances, authenticating official, total personnel from all sites, and audit counts.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations; DoD 5105.68, Pentagon Force Protection Agency; and E.O. 9397 (SSN).

PURPOSE(S):

To maintain a listing of personnel who are authorized a DoD Pentagon Building Pass or access to the Pentagon.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The 'Blanket Routine Uses' set forth at the beginning of OSD'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 and electronic storage media.

RETRIEVABILITY:

By individual's name, Social Security Number (SSN) and pass number.

Safeguards:

Records are maintained in secure, limited access, or monitored areas. Database is monitored and access is password protected. Physical entry by unauthorized persons is restricted through the use of locks, guards, passwords, or other administrative procedures. Access to personal information is limited to those individuals who require the records to perform their official assigned duties.

RETENTION AND DISPOSAL:

Identification credentials including cards, badges, parking permits, photographs, agency permits to operate motor vehicles, and property, dining room and visitors passes, and other identification credentials. Destroy credentials 3 months after return to issuing office. Destroyed by burning.

System Manager(s) and Address:

Pentagon Force Protection Agency, Security Services, Security Services Directorate, Pentagon Access Control Division, Room 1F1084, 9000 Defense Pentagon, Washington, DC 20301-9000.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Pentagon Force Protection Agency, Security Services, Security Services Directorate, Pentagon Access Control Division, Room 1F1084, 9000 Defense Pentagon, Washington, DC 20301-9000.

Written requests should contain the full name, Social Security Number (SSN), date of birth, and current address and telephone number of the individual.

Individuals should provide the name and number of this system of records notice so that your request can be tasked to the appropriate OSD/JS office.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to OSD/JS ROIA Requester Service Center, Office of the Freedom of Information, Washington Headquarters, 1155 Defense Pentagon, Washington, DC 20301-1155.