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-171]

LDIA 0800

System name: Operation Record System.

System location:
  Defense Intelligence Agency, Washington, DC 20340-0001.
Categories of individuals covered by the system:
  Individuals involved in foreign intelligence and/or training
  activities conducted by the Department of Defense, who are of interest
  either because of the actual, apparent, or potential use.
Categories of records in the system:
  Files include operational, biographic, policy, management, training,
  and administrative matters related to the foreign intelligence
  activities of the Department of Defense.
Authority for maintenance of the system:
  Pursuant to the authority contained in the National Security Act of
  1947, as amended, the Secretary of Defense issued Department of
  Defense Directive 5105.21 which created the Defense Intelligence
  Agency as a separate agency of the Department of Defense and charged
  the Agency's Director with the responsibility for the maintenance of
  necessary and appropriate records.
Purpose(s):
  Information is collected to support the administration, operation, and
  management of foreign intelligence and/or training activities
  conducted by the Department of Defense. To provide information within
  the Department of Defense and other Federal agencies for the conduct
  of foreign intelligence operations and to provide staff management
  over foreign intelligence training conducted by the Department of
  Defense.
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 the DIA'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:
  Automated on magnetic tapes and discs, microfilm and aperture cards
  and manual in paper files.
Retrievability:
  Alphabetically by surname of individual.
Safeguards:
  Records are maintained in a building protected by security guards and
  are stored in vaults, safes or locked cabinets and are accessible only
  to authorized personnel who are properly screened, cleared and trained
  in the protection of privacy information.
Retention and disposal:
  Master files are retained indefinitely. Temporary records are
  destroyed.
System manager(s) and address:
  Directorate for Attaches and Operations, Defense Intelligence Agency,
  Washington, DC 20340-5339.
Notification procedure:
  Individuals seeking to determine whether information about themselves
  is contained in this system should address written inquiries to the
  Freedom of Information Office (PL/FOIA), Defense Intelligence Agency,
  Washington, DC 20340-3299.
  Your request must include your full name, current address, telephone
  number and Social Security Number or date of birth. Requests submitted
  on behalf of other persons must include their written, notarized
  authorization. Providing of the Social Security Number under E.O. 9397
  is voluntary and it will be used solely for identification purposes.
  Failure to provide the Social Security Number will not affect the
  individual's rights.
Record access procedures:
  Individuals seeking access to information about themselves contained
  in this system should address written inquiries to the Freedom of
  Information Office (PL/FOIA), Defense Intelligence Agency, Washington,
  DC 20340-3299.
  Your request must include your full name, current address, telephone
  number and Social Security Number or date of birth. Requests submitted
  on behalf of other persons must include their written, notarized
  authorization. Providing of the Social Security Number under E.O. 9397
  is voluntary and it will be used solely for identification purposes.
  Failure to provide the Social Security Number will not affect the
  individual's rights.
Contesting record procedures:
  DIA's rules for accessing records, for contesting contents and
  appealing initial agency determinations are published in DIA
  Regulation 12-12; 32 CFR part 319; or may be obtained from the system
  manager.
Record source categories:
  DoD, other intelligence agencies, educational institutions, Federal
  agencies, research institutions, foreign governments and open source
  literature.
Exemptions claimed for the system:
  Parts of this system may be exempt under 5 U.S.C. 552a(k)(2) and
  (k)(5), as applicable.
  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 319. For more information
  contact the system manager.
