SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

POW/Missing Personnel Office Files (July 25, 1997, 62 FR 40051).

SYSTEM LOCATION:

Defense Prisoner of War/Missing Personnel Office, Office of the Assistant Secretary of Defense (International Security Affairs), Washington, DC 20301-2400.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Individuals designated as prisoners of war or missing personnel while affiliated with the Military services of the United States. These individuals are Military personnel serving during the Korean Conflict, the `Cold War Era', the Southeast Asian Conflict, the Persian Gulf Conflict or during any campaign or hostile action involving U.S. Military intervention or declared war. Also included in the system are persons having knowledge of those designated prisoners of war or missing personnel, who themselves may be U.S. Military, non-military U.S. citizens, or non-U.S. citizens. These individuals include, but are not limited to returnees, confidential sources, representatives of concerned organizations, resident aliens, and foreign sources.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records included in the system are operational and information reports, biographic records, personal statements and correspondence, returnee debriefings, interviews and media reports, and other relevant materials.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 131, Office of the Secretary of Defense; 10 U.S.C. 138, Assistant Secretaries of Defense; DoDD 5111.07, Assistant Secretary of Defense for International Security Affairs; DoDD 5110.10, Defense Prisoner of War/Missing Personnel Office; and E.O. 9397 (SSN).

PURPOSE(S):

Information is collected to develop a detailed and comprehensive body of information concerning U.S. Military casualties. Data are used to produce studies and analytical reports furnished as background material to offices and agencies that enunciate and promulgate National policy with respect to casualties in campaigns and wars involving the U.S. Military.

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 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 files in folders maintained in filing cabinets and automated files on magnetic media.

RETRIEVABILITY:

Retrieved by any or a combination of: individual's name, Social Security Number, or source reference number (in the case of a classified source).

Safeguards:

Records are maintained in a controlled access office and are stored in a secured vaulted work area. Records are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information.

RETENTION AND DISPOSAL:

Records are retained until no longer needed to support daily operations of Defense Prisoner of War/Missing Personnel Office (DPMO). When they are no longer needed, they are subject to a classification review and then are transferred to the National Archives and Records Administration.

System Manager(s) and Address:

Defense Prisoner of War/Missing Personnel Office, Office of the Assistant Secretary of Defense (International Security Affairs), Washington, DC 20301-2400.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Prisoner of War/Missing Personnel Office, Office of the Assistant Secretary of Defense (International Security Affairs), Washington, DC 20301-2400.

Individual should provide full name, Social Security Number (if any), and date of birth, branch of military service, if applicable, as well as the requester's current address and telephone number.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Prisoner of War/Missing Personnel Office, Office of the Assistant Secretary of Defense (International Security Affairs), Washington, DC 20301-2400.

Individual should provide full name, Social Security Number (if any), and date of birth, branch of military service, if applicable, as well as the requester's current address and telephone number.

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:

Sources for the information are the DoD and other Federal agencies, interviews and debriefings of returnees, confidential sources and other individuals; representatives of concerned organizations; resident aliens; foreign sources; and open publications.

Exemptions Claimed for the System:

Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).

An exemption rule for this system has been promulgated in accordance with 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.