16 August 1997
Source: http://www.access.gpo.gov/su_docs/aces/aaces002.html

This file is part of a series of 18 NSA/CSS Privacy Act-Exempt files:

   http://jya.com/nsa-pa-files.htm

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From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
[DOCID:dod_othr-66]

GNSA 18

System name: NSA/CSS Operations Files.

System location:
  National Security Agency/Central Security Service, Ft. George G.
  Meade, MD 20755-6000.
Categories of individuals covered by the system:
  Individuals identified in foreign intelligence or counterintelligence
  reports and supportive materials, including individuals involved in
  matters of foreign intelligence interest, information systems
  security, the compromise of classified information, or terrorism.
Categories of records in the system:
  Records include administrative information; biographic information;
  intelligence requirements, analysis, and reporting; operational
  records; articles, public-source data, and other published information
  on individuals and events of interest to NSA/CSS; actual or purported
  compromises of classified intelligence; countermeasures in connection
  therewith; and identification of classified source documents and
  distribution thereof.
Authority for maintenance of the system:
  National Security Act of 1947 as amended, 50 U.S.C. 403(d)(3) (Pub. L.
  80-253); E.O. 12333, 3 CFR part 200 (1981); E.O. 12356; E.O. 9397;
  section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101).
Purpose(s):
  To maintain records on foreign intelligence and counterintelligence
  matters relating to the mission of the National Security Agency.
Routine uses of records maintained in the system, including categories
    of users and the purposes of such uses:
  To U.S. Government agencies, and in some instances foreign government
  agencies or their representatives, to provide foreign intelligence,
  counterintelligence, and other information.
  To U.S. Government officials regarding compromises of classified
  information including the document(s) apparently compromised,
  implications of disclosure of intelligence sources and methods,
  investigative data on compromises, and statistical and substantive
  analysis of the data.
  To any U.S. Government organization in order to facilitate any
  security, employment, detail, liaison, or contractual decision by any
  U.S. Government organization.
  Records may further be disclosed to agencies involved in the
  protection of intelligence sources and methods to facilitate such
  protection and to support intelligence analysis and reporting.
  The `Blanket Routine Uses' set forth at the beginning of the NSA/CSS'
  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:
  Magnetic tape, disk or other computer storage media, computer listings
  and databases, paper in file folders, audio recordings, microfilm or
  microfiche.
Retrievability:
  Information is retrieved by category of information contained therein,
  including by name, title, Social Security Number, or identification
  number.
Safeguards:
  For paper, computer printouts, audio recordings, and microfilm secure
  limited access facilities, within those facilities secure limited
  access rooms, and within those rooms lockable containers. Access to
  information is limited to those individuals specifically authorized
  and granted access by NSA/CSS regulations. For records on the computer
  system, access is controlled by passwords or physical protection and
  limited to authorized personnel only.
Retention and disposal:
  Records are reviewed for retention on a scheduled basis every 120 days
  to 5 years. Evidential, informational, and historical data are
  archived as permanent records. All other records are destroyed.
System manager(s) and address:
  Director, National Security Agency/Central Security Service, Ft.
  George G. Meade, MD 20755-6000.
Notification procedure:
  Individuals seeking to determine whether information about themselves
  is contained in this system should address written inquiries to the
  Chief, Office of Policy, National Security Agency/Central Security
  Service, Ft. George G. Meade, MD 20755-6000.
Record access procedure:
  Individuals seeking access to information about themselves contained
  in this system should address written inquiries to the Chief, Office
  of Policy, National Security Agency/Central Security Service, Ft.
  George G. Meade, MD 20755-6000.
Contesting record procedure:
  The NSA/CSS rules for contesting contents and appealing initial
  determinations are published at 32 CFR part 322 or may be obtained by
  written request addressed to the Chief, Office of Policy, National
  Security Agency/Central Security Service, Ft. George G. Meade, MD
  20755-6000.
Record source categories:
  Individuals themselves; U.S. agencies and organizations; media,
  including periodicals, newspapers, and broadcast transcripts; public
  and classified reporting, intelligence source documents, investigative
  reports, and correspondence.
Exemptions claimed for the system:
  Portions of this file may be exempt pursuant to 5 U.S.C. 552a (k)(1),
  (k)(2), and (k)(5), as applicable.
  An exemption rule for this record system has been promulgated
  according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c)
  and (e) and published in 32 CFR part 322. For additional information
  contact the system manager.

                          DEFENSE NUCLEAR AGENCY

                            REQUESTING RECORDS

   Records are retrieved by name or by some other personal identifier.
  It is therefore especially important for expeditious service when
  requesting a record that particular attention be provided to the
  Notification and/or Access Procedures of the particular record system
  involved so as to furnish the required personal identifiers, or any
  other pertinent personal information as may be required to locate and
  retrieve the record.

                           BLANKET ROUTINE USES

  Certain `blanket routine uses' of the records have been established
  that are applicable to every record system maintained within the
  Department of Defense unless specifically stated otherwise within a
  particular record system. These additional blanket routine uses of the
  records are published below only once in the interest of simplicity,
  economy and to avoid redundancy.

                       LAW ENFORCEMENT ROUTINE USE

  In the event that a system of records maintained by this component to
  carry out its functions indicates a violation or potential violation
  of law, whether civil, criminal or regulatory in nature, and whether
  arising by general statute or by regulation, rule or order issued
  pursuant thereto, the relevant records in the system of records may be
  referred, as a routine use, to the appropriate agency, whether
  Federal, state, local, or foreign, charged with the responsibility of
  investigating or prosecuting such violation or charged with enforcing
  or implementing the statute, rule, regulation or order issued pursuant
  thereto.

            DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE

  A record from a system of records maintained by this component may be
  disclosed as a routine use to a Federal, state, or local agency
  maintaining civil, criminal, or other relevant enforcement information
  or other pertinent information, such as current licenses, if necessary
  to obtain information relevant to a component decision concerning the
  hiring or retention of an employee, the issuance of a security
  clearance, the letting of a contract, or the issuance of a license,
  grant or other benefit.

             DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE

  A record from a system of records maintained by this component may be
  disclosed to a Federal agency, in response to its request, in
  connection with the hiring or retention of an employee, the issuance
  of a security clearance, the reporting of an investigation of an
  employee, the letting of a contract, or the issuance of a license,
  grant or other benefit by the requesting agency, to the extent that
  the information is relevant and necessary to the requesting agency's
  decision on the matter.

                   CONGRESSIONAL INQUIRIES ROUTINE USE

  Disclosure from a system of records maintained by this component may
  be made to a Congressional office from the record of an individual in
  response to an inquiry from the Congressional office made at the
  request of that individual.

                  PRIVATE RELIEF LEGISLATION ROUTINE USE

  Relevant information contained in all systems of records of the
  Department of Defense published on or before August 22, 1975, may be
  disclosed to the Office of Management and Budget in connection with
  the review of private relief legislation as set forth in OMB Circular
  A-19 at any stage of the legislative coordination and clearance
  process as set forth in that Circular.

       DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE

  A record from a system of records maintained by this component may be
  disclosed to foreign law enforcement, security, investigatory, or
  administrative authorities in order to comply with requirements
  imposed by, or to claim rights conferred in, international agreements
  and arrangements including those regulating the stationing and status
  in foreign countries of Department of Defense military and civilian
  personnel.

       DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE

  Any information normally contained in IRS Form W-2 which is maintained
  in a record from a system of records maintained by this component may
  be disclosed to state and local taxing authorities with which the
  Secretary of the Treasury has entered into agreements pursuant to
  Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state
  and local taxing authorities for which an employee or military member
  is or was subject to tax regardless of whether tax is or was withheld.
  This routine use is in accordance with Treasury Fiscal Requirements
  Manual Bulletin Number 76-07.

       DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE

  A record from a system of records subject to the Privacy Act and
  maintained by this component may be disclosed to the Office of
  Personnel Management concerning information on pay and leave,
  benefits, retirement deductions, and any other information necessary
  for the Office of Personnel Management to carry out its legally
  authorized Government-wide personnel management functions and studies.

    DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE

  A record from a system of records maintained by this component may be
  disclosed as a routine use to any component of the Department of
  Justice for the purpose of representing the Department of Defense, or
  any officer, employee or member of the Department in pending or
  potential litigation to which the record is pertinent.

      DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE

  Information as to current military addresses and assignments may be
  provided to military banking facilities who provide banking services
  overseas and who are reimbursed by the Government for certain checking
  and loan losses. For personnel separated, discharged, or retired from
  the Armed Forces, information as to last known residential or home of
  record address may be provided to the military banking facility upon
  certification by a banking facility officer that the facility has a
  returned or dishonored check negotiated by the individual or the
  individual has defaulted on a loan and that if restitution is not made
  by the individual, the U.S. Government will be liable for the losses
  the facility may incur.

    DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION
                               ROUTINE USE

  A record from a system of records maintained by this component may be
  disclosed as a routine use to the General Services Administration for
  the purpose of records management inspections conducted under
  authority of 44 U.S.C. 2904 and 2906.

     DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS
                        ADMINISTRATION ROUTINE USE

  A record from a system of records maintained by this component may be
  disclosed as a routine use to the National Archives and Records
  Administration for the purpose of records management inspections
  conducted under authority of 44 U.S.C. 2904 and 2906.

       DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE

  A record from a system of records maintained by this component may be
  disclosed as a routine use to the Merit Systems Protection Board,
  including the Office of the Special Counsel for the purpose of
  litigation, including administrative proceedings, appeals, special
  studies of the civil service and other merit systems, review of OPM or
  component rules and regulations, investigation of alleged or possible
  prohibited personnel practices; including administrative proceedings
  involving any individual subject of a DOD investigation, and such
  other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be
  authorized by law.

                 COUNTERINTELLIGENCE PURPOSES ROUTINE USE

  A record from a system of records maintained by this component may be
  disclosed as a routine use outside the DOD or the U.S. Government for
  the purpose of counterintelligence activities authorized by U.S. Law
  or Executive Order or for the purpose of enforcing laws which protect
  the national security of the United States.
