SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Defense Intelligence Agency

SYSTEM NAME:

Equal Opportunity, Diversity and Alternate Dispute Resolution Records (June 15, 2010, 75 FR 33792).

SYSTEM LOCATION:

Defense Intelligence Agency, 200 MacDill Blvd, Washington, DC 20340-5100.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

DoD civilians, military and contractors.

CATEGORIES OF RECORDS IN THE SYSTEM:

Individuals name, Social Security Number (SSN), case numbers of records relating to the Equal Opportunity (EO) program, Alternate Dispute Resolution (ADR) and Reasonable Accommodation (RA) cases as well as General Counsel litigation records specifically related to EO, ADR, and RA cases.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

DoD Directive 1020.02, Diversity Management and Equal Opportunity; DoD Directive 5145.5, Alternate Dispute Resolution and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To manage the equal opportunity program files, alternate dispute resolution files, and reasonable accommodation case files.

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 of 1974, these records 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 DoD Blanket Routine Uses set forth at the beginning of 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:

Paper records and electronic storage media.

RETRIEVABILITY:

By last name, Social Security Number (SSN) and/or case file number.

Safeguards:

Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.

RETENTION AND DISPOSAL:

Equal Opportunity Records Temporary, destroy 4 years after resolution of case.

Alternate Dispute Resolution Records Temporary, destroy 3 years after settlement is implemented or case is discontinued. Reasonable Accommodation Records Temporary, destroy 3 years after employee separation from the Agency, or all appeals have been concluded whichever is later.

Electronic records are deleted by the system; paper records are destroyed by shredding, burning or pulping.

System Manager(s) and Address:

DSS 2-C, Defense Intelligence Agency, 200 McDill Blvd, 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 DIA Privacy Office (DAN-1C), Defense Intelligence Agency, 200 MacDill Blvd., Washington DC 20340-5100.

Request should contain the individuals 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.

Request should contain the individuals 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, Defense Intelligence Agency Privacy Program; or may be obtained from the system manager.

Record Source Categories:

By individuals.

Exemptions Claimed for the System:

Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a (j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or which he would otherwise be eligible, as a result of maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. This exemption provides limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.

An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 319. For more information contact the system manager.