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

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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.

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