SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

Joint Civilian Orientation Conference Files (February 22, 1993, 58 FR 10227).

SYSTEM LOCATION:

Directorate for Community Relations, Office of the Assistant Secretary of Defense (Public Affairs), 1400 Defense Pentagon, Washington, DC 20301-1400.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Any person nominated to participate in the Joint Civilian Orientation Conference.

CATEGORIES OF RECORDS IN THE SYSTEM:

Nominating letters, biographical information and administrative processing papers.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 136.

PURPOSE(S):

Data is provided to the Assistant Secretary of Defense and his immediate subordinates and is used in making a selection of participants representing the broadest possible cross-section of nominees, and prevent administrative duplication.

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:

Paper records in file folders.

RETRIEVABILITY:

By name.

Safeguards:

Records are maintained in locked file case and accessible only to authorized personnel.

RETENTION AND DISPOSAL:

Name, address and title files are permanent. Nomination files are retained while nominations are active, then destroyed.

System Manager(s) and Address:

Assistant Secretary of Defense (Public Affairs), 1400 Defense Pentagon, Washington, DC 20301-1400.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director for Community Relations Office of the Assistant Secretary of Defense (Public Affairs), Room 1E798, 1400 Defense Pentagon, Washington, DC 20301-1400.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant Secretary of Defense (Public Affairs), 1400 Defense Pentagon, Washington, DC 20301-1400.

Contesting Record Procedures:

The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.

Record Source Categories:

Secretary of Defense, Assistant Secretary of Defense, Chairman of the Joint Staff, Secretaries of the Military Departments, Military Services Chiefs, Commanders of Major Military Commands, Director of Defense Agencies, former conference participants, and occasionally Members of Congress.

Exemptions Claimed for the System:

None.