SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

Joint Staff Medals and Awards Files and Report System; Microfilmed Historical Awards (February 22, 1993, 58 FR 10557).

SYSTEM LOCATION:

Personnel Services Division, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20301-1000.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

All military officer/enlisted personnel, regular and reserve, who are serviced by The Joint Staff.

CATEGORIES OF RECORDS IN THE SYSTEM:

File contains, but not limited to, recommendations and substantiating documents for awarding of the medals and awards; orders authorizing awards, certificates of eligibility, memoranda for the record, vote sheets, status sheets, board memberships lists, criteria and analysis, agency historical file, reports, reclama actions, recommendations for foreign awards, special category and exception to policy, bulletins, miscellaneous correspondence, Decorations and Awards Board memoranda, memoranda and records and microfilmed historical awards.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. Chapter 5, Section 151-155.

PURPOSE(S):

This information is used by the Personnel Services Division, J-1, The Joint Staff to retrieve information for the Maintenance of the Awards Program.

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 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.

RETRIEVABILITY:

Filed alphabetically by last name of individual.

Safeguards:

Building employs security guards. Access to space is limited to personnel office personnel during nonworking hours via locked door. During working hours the space is occupied by personnel office personnel at all times.

RETENTION AND DISPOSAL:

Files are permanent. They are microfilmed and retained for historical purposes.

System Manager(s) and Address:

Staff Management Branch, J-1, The Joint Staff, The Pentagon, Washington, DC 20318-0300.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Personnel Services Division, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20301-1000.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Personnel Services Division, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20301-1000.

Written requests for information should contain the full name of the individual, current address and telephone number. For personal visits, the individual should be able to provide some acceptable identification, that is, at least, his identification card.

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:

Source of information is obtained from agencies which are serviced by the Organization of the Joint Chief of Staff.

Exemptions Claimed for the System:

None.