SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Defense Intelligence Agency

SYSTEM NAME:

Student Information Files (May 11, 2010, 75 FR 26201)

SYSTEM LOCATION:

Defense Intelligence Agency, Washington, DC 20340-5100.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Current and former students of the National Defense Intelligence College.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, Date of Birth and Social Security Number (SSN), address, telephone number; information pertaining to personnel, past, present and projected assignments, educational background, academic/fitness reports, letters of course completion, rosters, grades and academic transcripts.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

DoD Instruction 3305.01,Section 2161 of Title 10, United States Code, American Association of Collegiate Registrars and Admissions Officer publication Retention of Records Guide for Retention and Disposal of Student Records, Middle States Commission on Higher Education Association Characteristics of Excellence in Higher Education: Requirements of Affiliation and Standards of Accreditation, and E.O. 9397 (SSN), as amended.

PURPOSE(S):

This information is collected to provide data for managing the student population at the Defense College and for historical documentation.

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 the DIA'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:

Electronic storage media.

RETRIEVABILITY:

By last name.

Safeguards:

Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Electronic records are maintained on a classified and password protected system.

RETENTION AND DISPOSAL:

Registration cards are held 2 years and then retired to the Washington National Records Center. They are destroyed when 25 years old.

System Manager(s) and Address:

President, National Defense Intelligence College, ATTN: MC, Washington DC 20340-5100.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Freedom of Information Act Office (DAN-1A/FOIA), Defense Intelligence Agency, 200 MacDill Blvd, Washington, DC 20340-5100.

Individual should provide their full name, current address, telephone number and Social Security Number (SSN).

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Act Office (DAN-1A/FOIA), Defense Intelligence Agency, 200 MacDill Blvd, Washington, DC 20340-5100.

Individual should provide their full name, current address, telephone number and Social Security Number (SSN).

Contesting Record Procedures:

DIAs rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Instruction 5400.001.

Record Source Categories:

Individual, military service component, educational institutions, previous employees and other Federal agencies.

Exemptions Claimed for the System:

None.