SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

Personnel Security Adjudications File (June 7, 1995, 60 FR 30071).

SYSTEM LOCATION:

Directorate for Personnel and Security, Washington Headquarters Services, Consolidated Adjudications Facility, 1725 Jefferson Davis Highway, Suite 212A, Arlington, VA 22202-4191.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Civilian employees of the Office of the Secretary of Defense, its components and supported organizations, the Defense Agencies (excluding the Military Departments, the Defense Intelligence Agency, the Defense Mapping Agency, the Office of the Joint Staff, the National Security Agency, and contractors), and certain personnel selected for assignment to the United States Mission to NATO.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records relating to an individual's personnel security clearance/adjudication actions.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations; and Executive Order 12356, Executive Order 10450, Executive Order 9397.

PURPOSE(S):

To be used by officials of the Consolidated Adjudications Facility, Directorate for Personnel and Security, Washington Headquarters Services, to issue, deny, and revoke security clearances.

To be used by members of the Washington Headquarters Services Clearance Appeal Board to determine appeals of clearance denials and revocations.

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:

Hard copy files are maintained in file folders; computer files are stored on magnetic tape and disk.

RETRIEVABILITY:

Active personnel security adjudication files are maintained alphabetically by last name of subject, or by Social Security Number.

Inactive personnel security adjudication files are serially numbered and indexed alphabetically.

Safeguards:

Files are maintained under the direct control of office personnel in the Consolidated Adjudications Facility during duty hours. Office is locked and alarmed during non-duty hours. Computer media is stored in controlled areas. Dial-up computer terminal access is controlled by user passwords that are periodically changed.

RETENTION AND DISPOSAL:

Routine cases or those containing only minor derogatory information that result in a favorable determination for the individual are destroyed 15 years after completion date of the last investigative action for that file.

Files on persons who are considered for affiliation with the DoD will be destroyed after 1 year if the affiliation is not completed.

Cases containing significant derogatory information are destroyed 25 years after the date of the last action, except those files deemed to be of historical value and/or or widespread public or congressional interest, which may be retired to the National Archives after 15 years.

System Manager(s) and Address:

Director for Personnel and Security, Washington Headquarters Services, 1155 Defense Pentagon, Room 3B347, Washington, DC 20301-1155.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Consolidated Adjudications Facility, Washington Headquarters Services, Personnel and Security Directorate, 1725 Jefferson Davis Highway, Suite 212A, Arlington, VA 22202-4191.

Requesters should provide full name and any former names used, date and place of birth, and Social Security Number.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Consolidated Adjudications Facility, Washington Headquarters Services, Personnel and Security Directorate, 1725 Jefferson Davis Highway, Suite 212A, Arlington, VA 22202-4191.

Requesters should provide full name and any former names used, date and place of birth, and Social Security Number.

Requests must be signed and notarized or, if the individual does not have access to notary services, preceded by a signed and dated declaration verifying the identity of the requester, in substantially the following form: `I certify that the information provided by me is true, complete, and accurate to the best of my knowledge and belief and this request is made in good faith. I understand that a knowing and willful false, fictitious or fraudulent statement or representation can be punished by fine or imprisonment or both.' (Signature).

Contesting Record Procedures:

The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction No. 81; 32 CFR part 311; or may be obtained from the system manager.

Record Source Categories:

Information is received from individuals, their attorneys and other authorized representatives; investigative reports from Federal investigative agencies; personnel security records and correspondence; medical and personnel records, reports and evaluations; and correspondence from employing agencies, and DoD and other Federal organizations, agencies and offices.

Exemptions Claimed for the System:

Portions of this system may be exempt from certain provisions of 5 U.S.C. 552a(k)(5), as applicable.

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 311. For additional information contact the system manager.