16 August 1997 Source: http://www.access.gpo.gov/su_docs/aces/aaces002.html ------------------------------------------------------------------------ From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:dod_othr-267] V5-02 System name: Defense Central Index of Investigations (DCII). System location: Primary location is the Defense Investigative Service, National Computer Center, 2200 Van Deman Street, Baltimore MD 21224-6603. Secondary locations exist at the Commander, Naval Military Personnel Command, NMPC-81, Navy Department, Washington, DC 20370; U.S. Army Crime Records Center, U.S. Army Criminal Investigation Command, CRC Building 305, 2301 Chesapeake Avenue, Baltimore, MD 21222; U. S. Army Intelligence Security Command, Chief, Investigative Records Repository, ATTN: IACSF-IR-E, Building 4552A, Fort George G. Meade, MD 20755; Deputy Director, Personnel Security, The Pentagon, Room 3C267, Washington, DC 20301; Department of the Army, Headquarters, Central Personnel Security Clearance Facility, ATTN: PCCF-MDS, Fort George G. Meade, MD 20755; Department of the Navy, Naval Security Group Command, Headquarters, 3301 Nebraska Avenue, NW, Washington, DC 20390; Headquarters, Air Force Security Clearance Office, The Pentagon, Room 5D460, Washington, DC 20330; Headquarters Air Force Office of Special Investigations IMIRS, Building 626, Bolling Air Force Base, Washington, DC 20332; U.S. Office of Personnel Management, Office of Personnel Investigations Operations Division, NAC1 Center, Boyers, PA 16018; Naval Investigative Service Headquarters, Records Management Division (NIS-284), NIS Building 1, 4600 Silverhill Road, Washington, DC 20389; Department of the Army, Headquarters (DAMI-CIS), Office of the Assistant Chief of Staff for Intelligence, The Pentagon, Room 2D475, Washington, DC 20310-1052; Defense Intelligence Agency, ATTN: OS-SA, The Pentagon, Room 2B535, Washington, DC 20301; Department of the Navy, Naval Intelligence Command, Room 282, NIC Building, 4600 Silverhill Road, Washington, DC 20389; Defense Industrial Security Clearance Office, ATTN: SO812, PO Box 2499, Columbus, OH 43216; Defense Communications Agency, ATTN: BZP, Washington, DC 20305; Defense Investigative Service Headquarters, 1340 Braddock Road, Alexandria, VA 22314-1651; Defense Logistics Agency, ATTN: Command Security Office, Cameron Station, Alexandria, VA 22314; Defense Criminal Investigative Service, DOD Office of Inspector General, DCIS-8D490, Cameron Station, PO Box 9290, Alexandria, VA 22314; Defense Contract Audit Agency, Cameron Station, Alexandria, VA 22314; Director, National Security Agency, OPF Building 3, Room C2B51, Fort George G. Meade, MD 20755; Defense Investigative Service, New England Region, Director of Investigations, 495 Summer Street, Boston, MA 02210-2192; Defense Investigative Service, Mid-Atlantic Region, Director of Investigations, 1040 Kings Highway North, Cherry Hill, NJ 08034-1906; Defense Investigative Service, Capital Region, Director of Investigations, 2461 Eisenhower Avenue, Room 752, Alexandria, VA 22331-1000; Defense Investigative Service, Mid-Western Region, Director of Investigations, 610 South Canal Street, Room 908, Chicago, IL 60607- 4577; Defense Investigative Service, Southeastern Region, Director of Investigations, 2300 Lake Park Drive, Suite 250, Smyrna, GA 30080- 7606; Defense Investigative Service, Southwestern Region, Director of Investigations, 106 Decker Court, Suite 200, Irving, TX 75062-2795; Defense Investigative Service, Northwestern Region, Director of Investigations, Building 35, Room 114, The Presidio, San Francisco, CA 94129-7700; and Defense Investigative Service, Pacific Region, Director of Investigations, 3605 Long Beach Boulevard, Suite 405, Long Beach, CA 90807-4013. Categories of individuals contained in the system: Any person described as a subject or a victim or who is a cross- reference in an investigation completed by or for a DOD investigative organization when that investigation is retained by the organization and the name is submitted for central indexing. Categories of records in the system: DCII MASTER INDEX: The index is composed of investigations conducted by DOD investigative organizations, locator references to such investigations, and security clearances granted by DOD components. Records contain names and other personal identifying information on individuals, including security clearance data on Department of Defense contractor employees who are indexed. FILE TRACING: Reference to an investigation maintained by one of the investigative records repositories. It identifies the individual by name and personal identifiers, the custodian of the file, the year indexed, and the number used by the repository to locate the file. OPEN CASE TRACING: A record input by DOD investigative activities or the National Security Agency reflecting the existence of an investigation in progress. It identifies the subject individual by name and personal identifiers, the location of the open investigation, the year indexed, and the number used to locate the investigative number. NAC PENDING TRACING: Record of a National Agency Check (NAC) investigation in progress. It identifies the subject individual by name, personal identifiers, the case number, the category of the requester of the NAC, and the type of NAC being run. NAC HISTORY TRACING: A record of completed favorable, or incomplete, national agency checks. It identifies the individual by name and personal identifiers, the date the NAC was completed, and the agencies that were checked. DCII NAME ONLY INDEX (DNOI): Composed of names of persons who are referenced but not fully identified in investigative files. A DNOI record identifies the individual by name and lists the custodial agency of the file, year indexed, and the number used by the repository to locate the file. Positive identification is impossible from the index and may well be impossible from the case file itself. Also contains Impersonal Titles (i.e., organizations and contractors). Pending NACs for facility NAC cases appear in the DNOI as well as Facility NAC Histories. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security Requirements for Government Employment; DOD Directive 5200.2, DOD Personnel Security Program (32 CFR part 156); DOD Directive, 5105.42, Defense Investigative Service (DIS) (32 CFR part 361); and E.O. 9397. Purpose(s): To determine the existence and location of DOD investigative records for granting clearances, for access to defense installations, and for entry into military service or employment in sensitive civilian positions; and to reflect security clearance information pertaining to Army, Air Force, Navy and Defense contractor personnel. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DIS'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: MASTER INDEX data is maintained on direct access storage devices (disks). It is also contained on magnetic tape for continuity of operations to permit processing at alternate locations in the event of computer failure. NAME ONLY INDEX data is maintained on direct access storage devices (disks), magnetic tape, and microfiche. Each contributor is provided his portion on a quarterly basis. Retrievability: Master Index records are accessed through name and at least one personal identifier (PID). Personal identifiers are: Date of birth, place of birth, and Social Security Number. Inquiries may enter the system by being keyed in at remote terminals. A nonstandard retrieval capability also exists which permits retrieval without PID or on parts of a name and produces references to all individuals by that name. It should be noted that in many cases the subject's SSN is necessary to make a positive identification. Name Only Index records are accessed through the name or some portion thereof. Records are retrieved based on an exact match with the name submitted. Inquiries may enter the system through remote terminals. Safeguards: Generalized validation is provided in batch retrieval through program edits to prevent unauthorized access. User terminals with access to the Master Index are located in controlled access areas. Access to the system is limited to a specified time of day. Terminals are connected via dedicated data circuits which prevent access from standard dial-up telephones. Activities must be a part of DOD and accredited on the basis of authorized requirements before a new terminal is established or before batch requests will be honored and processed. Terminal holders and organizations authorized access by other means are responsible for insuring that individuals and organizations to whom they disclose index information have appropriate authority and need to know. The computer room is located within a building controlled by security personnel at all times. Identification badges are required for entrance. Access to the computer room is controlled by a combination lock on the entrance. Critical backup files are stored in locked fireproof data safes. Retention and disposal: DCII MASTER INDEX and NAME ONLY INDEX data are destroyed when updated or after 15 years, whichever occurs first. OPEN CASE TRACINGS are retained for as long as the investigation is open. Upon completion of the investigation, the open case tracings are replaced by a file tracing. FILE TRACINGS are retained for a period corresponding to the retention of investigative files described in DIS Investigative Files System (V5-01). NAC PENDING TRACINGS are retained until completion of the NAC. At that time they are replaced by a NAC history tracing. NAC HISTORY TRACINGS are automatically deleted 15 years from the date of completion of the NAC. Specific action may be taken to delete the record sooner. A subsequent favorable NAC will be entered as a new history record and automatically delete the previous history record. System manager(s) and address: Office of the Assistant Secretary of Defense (C3I), Deputy Director for Personnel Security, Room 3C267, The Pentagon, Washington, DC 20301-3040. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Investigative Service, Office of Information and Public Affairs, 1340 Braddock Road, Alexandria, VA 22314-1651. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Defense Investigative Service, Privacy Act Office, PO Box 1211, Baltimore, MD 21203-1211. A request for information must contain the full name and Social Security Number of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Investigative Service, Privacy Act Office, 2200 Van Deman Street, Baltimore, MD 21224-6603. Contesting record procedures: DIS' rules for accessing records, contesting contents, and appealing initial determinations are contained in DIS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Investigative Service, Office of Information and Public Affairs, 1340 Braddock Road, Alexandria, VA 22314-1651. Record source categories: DOD investigative organizations listed in the `System location' caption (excluding DISCO); Defense Logistics Agency, ATTN: DLAH-T, Cameron Station, Alexandria, VA 22314; Director of Security, National Security Agency, ATTN: M-552, Fort Meade, MD 20755; Assistant Chief of Staff of Intelligence (ACSI), Department of the Army, ATTN: Counterintelligence Division, Washington, DC 20314. Exemptions claimed for the system: Portions of this system of records may be exempt pursuant to 5 U.S.C. 552a(k)(2). 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 321. For additional information contact the system manager. ------------------------------------------------------------------------