SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

Joint Staff Security Clearance Files (August 25, 1995, 60 FR 44322).

SYSTEM LOCATION:

Joint Staff Security Office, Director for Management, 9300 Joint Staff Pentagon, Department of Defense, Washington, DC 20318-9300.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Civilian employees of the Joint Chiefs of Staff and the Joint Staff; Military personnel assigned to the Joint Chiefs of Staff and the Joint Staff; contractor personnel on contract with the Joint Staff; experts and consultants serving with or without compensation; individuals who are civilian applicants or military nominees for duty with the Joint Chiefs of Staff or the Joint Staff; all persons who have been authorized a pass for access to restricted areas of the Joint Chiefs of Staff and the Joint Staff.

CATEGORIES OF RECORDS IN THE SYSTEM:

Individual's Certificate of Security Clearance; security briefing and debriefing statements; materials relating to the adjudication of a security clearance; and other files pertinent to the security clearance and/or access status of an individual.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations and E.O. 12356, E.O. 10450, E.O. 9397 (SSN).

PURPOSE(S):

For use by officials of the Joint Staff Security Office to issue the authorization of access to various categories of classified information; to document the issuance, denial, and revocation of security clearances; to document the Joint Staff Clearance Appeal Board's records with respect to appeals of clearance denials and revocations; and, to issue access badges permitting authorized individuals access to restricted areas of the Joint Chiefs of Staff/Joint Staff.

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' published at the beginning of The Joint Staff'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; paper card files.

RETRIEVABILITY:

Filed alphabetically by individual's last name.

Safeguards:

Building employs security guards. Records are maintained in an alarmed vault and are accessible only to authorized Security Division personnel who are properly screened, cleared and trained.

RETENTION AND DISPOSAL:

Records are maintained for the duration of the individual's employment, assignment, or association with the Joint Chiefs of Staff/Joint Staff. With the exception of adjudication records, indoctrination (briefing), and debriefing records, which are placed in an inactive file and destroyed five years after departure, all other records are destroyed after the individual departs the Joint Chiefs of Staff/Joint Staff.

System Manager(s) and Address:

Joint Staff Security Office, Director for Management, 9300 Joint Staff Pentagon, Department of Defense, Washington, DC 20318-9300.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the'Joint Staff Security Office, Director for Management, 9300 Joint Staff Pentagon, Department of Defense, Washington, DC 20318-9300.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the

Joint Staff Security Office, Director for Management, 9300 Joint Staff Pentagon, Department of Defense, Washington, DC 20318-9300.

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 Joint Staff's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; Joint Administrative Instruction 2530.09; 32 CFR part 313; or may be obtained from the system manager.

Record Source Categories:

Applications and related forms from the individual; summaries of relevant facts and final determinations by security clearance adjudicators and Joint Staff Clearance Adjudication Board, and correspondence from any source relating to the security clearance and access of any individual affiliated with the Joint Chiefs of Staff or the Joint Staff.

Exemptions Claimed for the System:

Portions of this system of records may be exempt from provisions of the Privacy Act pursuant to 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.