A.I.D. 8 – Personnel Security and Suitability Investigations
Systems of Records Notice
AGENCY FOR INTERNATIONAL DEVELOPMENT
A.I.D.--8
System name: Personnel Security and Suitability Investigations
Records.
Security classification: Secret.
System location: a. Central file: Office of Security, 1621 North
Kent Street, Arlington, Virginia.
b. Working files are maintained in various offices in Agency
Washington Headquarters and in missions abroad. See appendix A for
actual locations.
c. Retired files are maintained in the Washington National
Records Center, 4205 Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: Present and
former employees, including full and part-time. `When Actually
Employed' (WAE), `Without Compensation' (WOC), intermittent, experts
and consultants; current and former applicants for employment;
Americans currently or formerly employed under contract; applicants
for contract; certain contractors and contractor personnel;
individual names not included in the above categories are also cross-
indexed in security files when significantly involved in security-
related investigations; and individuals currently and formerly
employed under Participating Agency Service Agreements (PASA) or
Interagency Personnel Act (IPA) or other authority.
Categories of records in the system: Employee indentification
cards and photographs; reports of investigations conducted by A.I.D.
and by other government agencies; interoffice and intraoffice
correspondence, memoranda and reports; correspondence and memoranda
originated by other elements of A.I.D., Federal agencies and other
governmental entities (i.e., state and local), corporate and private
entities, and by individuals. Additionally, records are maintained of
security violations and consequent recommendations for disciplinary
action. The system contains reports of briefings and debriefings of
employees.
Authority for maintenance of the system: Foreign Assistance Act of
1961, as amended, sec. 635(b), 5 U.S.C. 7531 and 7532; Act of August
26, 1950, 64 Stat. 476; and Executive Order 10450 of April 27, 1953
(as amended by Executive Orders 10491 of October 13, 1953; 10531 of
May 27, 1954; 10548 of August 2, 1954; 10550 of August 5, 1954; 11785
of April 6, 1974; and 11652 of March 8, 1972).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: To persons
contacted in the course of an investigation to the extent necessary
to further the purposes of the investigation.
To law enforcement agencies, U.S. Government agencies, courts,
the Department of State, foreign governments and international
agencies, and Members of Congress, for the purposes set forth in the
Statement of General Routine Uses immediately preceding these
specific notices of systems of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper copy and photographic film in file folders.
Retrievability: By name of individual.
Safeguards: Maintained in containers with three-way combination
locks or areas with intrusion alarms and accessible only to
authorized personnel for their information in the performance of
their duties.
Retention and disposal: Security violation records and
investigative reports are normally retained for 30 years following
separation of employee but may be destroyed earlier upon
determination that material has no value; identification cards are
destroyed upon termination of employment.
System manager(s) and address: Director, Office of Security, 1621
North Kent Street, Arlington, Virginia.
Systems exempted from certain provisions of the act: Pursuant to 5
U.S.C. 552a(k)(l), (k)(2), (k)(3), and (k)(5) all investigatory
material in the record which meets the criteria of all these
subsections is exempted from the notice, access, and contest
requirements under 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H),
(I) and (f) in order to accomplish this law enforcement function of
the Agency, to prevent disclosure of classified information as
required by Executive Order 11652, to assure the protection of the
President, to prevent subjects of investigation from frustrating the
investigatory process, to prevent the disclosure of investigative
techniques, to fulfill commitments made to protect the
confidentiality of information and sources, and to avoid endangering
these sources and law enforcement personnel. See Agency Regulations
published in this issue of Federal Register.
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