Notice2025-17869
Privacy Act of 1974; System of Records
Primary source
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Published
September 16, 2025
Issuing agencies
Central Intelligence Agency
Abstract
Pursuant to the Privacy Act of 1974, as amended, and Office of Management and Budget (OMB) Circular No. A-108, notice is hereby given that the Central Intelligence Agency ("CIA" or "the Agency") is submitting to the Federal Register one (1) new System of Records Notice (SORN), CIA-45 Resolution Office Records, and two (2) modified SORNs, CIA-19, Agency Human Resource Records, and the renamed CIA-36, Alumni Relations Records.
Full Text
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<title>Federal Register, Volume 90 Issue 177 (Tuesday, September 16, 2025)</title>
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[Federal Register Volume 90, Number 177 (Tuesday, September 16, 2025)]
[Notices]
[Pages 44625-44628]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2025-17869]
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CENTRAL INTELLIGENCE AGENCY
Privacy Act of 1974; System of Records
AGENCY: Central Intelligence Agency.
ACTION: Notice of New and Modified Systems of Records.
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SUMMARY: Pursuant to the Privacy Act of 1974, as amended, and Office of
Management and Budget (OMB) Circular No. A-108, notice is hereby given
that the Central Intelligence Agency (``CIA'' or ``the Agency'') is
submitting to the Federal Register one (1) new System of Records Notice
(SORN), CIA-45 Resolution Office Records, and two (2) modified SORNs,
CIA-19, Agency Human Resource Records, and the renamed CIA-36, Alumni
Relations Records.
DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), this notice is
effective upon publication, subject to a 30-day period in which to
comment on the routine uses, described below. Please submit any
comments by October 16, 2025.
ADDRESSES: Comments may be submitted by the following methods: By mail
to Mark J. Mouser, Privacy and Civil Liberties Officer, Central
Intelligence Agency, Washington, DC 20505, by telephone at (571) 280-
2700, or by email to <a href="/cdn-cgi/l/email-protection#024467665067654e6b636b716d6c427761672c616b632c656d74"><span class="__cf_email__" data-cfemail="d395b6b781b6b49fbab2baa0bcbd93a6b0b6fdb0bab2fdb4bca5">[email protected]</span></a>. Please include ``NOTICE
OF NEW AND MODIFIED CIA SORNS'' in the subject line of the message.
FOR FURTHER INFORMATION CONTACT: Mark J. Mouser, Privacy and Civil
Liberties Officer, Central Intelligence Agency, Washington, DC 20505,
(571) 280-2700.
SUPPLEMENTARY INFORMATION: CIA is publishing a total of three (3)
SORNs. Of this total, CIA has modified two (2) existing SORNs and
created one (1) new SORN.
CIA-45, Resolution Office Records
CIA proposes a new System of Record Notice, CIA-45 Resolution
Office Records, to cover records maintained by the Agency's Resolution
Office to assess, inquire into, and efficiently manage allegations of
grievances, harassment inquiries, and other workplace conflicts.
CIA created the Resolution Office to centralize handling and
documentation
[[Page 44626]]
of workplace complaints that previously would have been handled by
human resources, first line management, grievance personnel, anti-
harassment personnel, or ombudsman personnel. Previously, workplace
complaints not specifically handled by offices such as the Office of
Inspector General or Office of Equal Employment Opportunity were
handled on an ad hoc basis in the unit where the issue occurred. The
Resolution Office will now provide an enterprise service with the
responsibility to respond to, investigate, and resolve all complaints
not otherwise being addressed by other CIA processes, including issues
of harassment, sexual harassment, workplace conflicts, and general
grievances relating to a potential process or policy violation.
CIA-19, Agency Human Resources Records
CIA proposes to modify CIA-19, Agency Human Resources Records, last
published in the Federal Register at 87 FR 73198, 73215 (November 28,
2022), pursuant to Executive Order 14151, Ending Radical and Wasteful
Government DEI Programs and Preferencing, 90 FR 8339 (January 29,
2025). Specifically, CIA is modifying the ``Purpose(s) of the System''
paragraph in CIA-19 to reflect that authorized CIA personnel will not
use CIA records covered by CIA-19 for the purpose of compiling
statistical reports on ``diversity and inclusion'' demographics for CIA
management.
CIA-36, Alumni Relations Records
CIA proposes to modify the previously titled CIA-36, Alumni
Communications Records, last published in the Federal Register at 87 FR
73198, 73228 (November 28, 2022). CIA is revising CIA-36 to reflect the
broader scope and mission of the new Office of Alumni Relations. CIA
envisions a robust program maintaining alumni relationships with: (1)
former staff employees; and (2) former personnel employed by the Agency
in a noncareer status through a contract when services are required to
meet operational or support requirements that cannot be met by other
Agency resources (``former term-limited contract employees''). This
alumni program will provide a network for communication between alumni
and CIA on events, recruitment, and fulfilling reporting or other
mission requirements.
To fulfill this priority, CIA established the Office of Alumni
Relations (OAR) to serve as the principal conduit between the CIA and
its alumni. OAR's programs and support functions are designed, among
other functions, to centralize information the CIA maintains on its
alumni, maintain consistent communication and engagement with eligible
alumni, ensure alumni are aware of applicable post-employment
restrictions as well as reporting and other lifelong security and
counterintelligence obligations.
As a result of CIA establishing OAR, and its expanded
responsibilities, CIA is making significant changes to CIA-36 Alumni
Communications Records. Specifically, the SORN has been modified to
reflect the broader scope and mission of the Office of Alumni Relations
and the title of the SORN changed to reflect these roles.
Nothing in the new or modified SORNs changes the Central
Intelligence Agency's authorities regarding the collection and
maintenance of information about citizens and lawful permanent
residents of the United States, nor do the changes impact any
individual's rights to access or to amend their records pursuant to the
Privacy Act.
In accordance with 5 U.S.C. 552a(r), the Agency has provided a
report to OMB and Congress on the new and modified SORNs.
Dated: September 12, 2025.
Mark J. Mouser,
Privacy and Civil Liberties Officer, Central Intelligence Agency.
CIA-19
SYSTEM NAME AND NUMBER:
Agency Human Resource Records (CIA-19).
SECURITY CLASSIFICATION:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
SYSTEM LOCATION:
Central Intelligence Agency, Washington, DC 20505.
SYSTEM MANAGER(S):
Director, Office of Personnel Resources, Central Intelligence
Agency, Washington, DC 20505.
* * * * *
PURPOSE(S) OF THE SYSTEM:
[Revise ``Purpose(s) of the System'' paragraph as follows:]
Records in this system are used by authorized personnel to: ensure
process integrity; provide a data source for statistical and pattern
analysis to support resource planning and business analytics; enable
the CIA and the Director of the CIA to carry out their lawful and
authorized responsibilities; serve as the primary human resources
management system for the CIA; maintain a comprehensive and continuing
record of an individual's service, status, skills, and personnel
history; perform centralized personnel functions such as employment,
separation of employment, payroll, position and personnel staffing, and
general employee transactions; administer systems dependent on
personnel data such as insurance, medical and health care, and
authorized retirement and retirement savings; compute salary,
attendance, leave, benefits and entitlements for payroll and its
dependent systems including insurance, medical and health care, and
authorized retirement and retirement savings systems; maintain
applicant and employee biographic and demographic data; compile
statistical reports for CIA management on workforce strength,
distribution and utilization of staffing, average grades and salaries,
demographics, projected retirements, profiles of CIA skills and
qualifications, comparative rates on promotions, separations, new
employees, and reasons for separations; provide information and
statistics for heads of Career Services to assist in administering
career development and evaluation programs, including promotion rates
and headroom, performance appraisal report ratings, qualifications,
changes in their Career Services; assess staffing patterns, grade and
salary data for office heads required for staffing and budget
projections; provide information and statistics for components
responsible for administering recruitment, hospitalization, insurance,
and authorized retirement and retirement savings programs; report
statistical data calls regarding workforce questions, and provide
records of employee transactions to responsible CIA officials and to
the employees themselves.
* * * * *
HISTORY:
[Revise ``HISTORY'' paragraph as follows:]
70 FR 42417, July 22, 2005; revised 87 FR 73198, November 28, 2022.
* * * * *
CIA-36
SYSTEM NAME AND NUMBER:
Alumni Relations Records (CIA-36).
SECURITY CLASSIFICATION:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
[[Page 44627]]
SYSTEM LOCATION:
Central Intelligence Agency, Washington, DC 20505.
SYSTEM MANAGER(S):
Director, Office of Alumni Relations (OAR), Central Intelligence
Agency, Washington, DC 20505.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The National Security Act of 1947, as amended, 50 U.S.C. 3036 et
seq.; the Central Intelligence Agency Act of 1949, as amended, 50
U.S.C. 3501 et seq.; Executive Order 12333, as amended, 73 FR 45325.
PURPOSE(S) OF THE SYSTEM:
Records in this system are used by authorized personnel to: ensure
process integrity; enable the CIA and the Director of the CIA to carry
out their lawful and authorized responsibilities; verify previous CIA
employment; facilitate engagement between the CIA and former CIA career
and former term-limited contract employees; build and maintain
relationships between CIA and former career and former term-limited
contract employees; advance talent acquisition and management
practices; conduct trend analyses related to retention and attrition;
document former CIA career and former term-limited contract employees'
fulfillment of post-Agency employment obligations and service; comply
with CIA reporting requirements related to its former career and former
term-limited contract employees; and manage interactions between former
CIA career and former term-limited contract employees and other CIA
offices and components.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Former CIA career and former term-limited contract employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Biographic data, including full name and contact information;
communication and engagement preferences and history; service record
from period(s) of CIA employment; professional service records prior to
and following period(s) of CIA employment; and records related to any
applicable post-Agency employment obligations and service.
RECORD SOURCE CATEGORIES:
Former CIA career and former term-limited contract employees; other
CIA systems of record; and relevant publicly available information
outlets.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures generally permitted under 5 U.S.C.
552a(b), this information is set forth in the ``Statement of General
Routine Uses for the Central Intelligence Agency,'' set out at 87 FR
73198 (November 28, 2022), which is incorporated herein by reference.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Paper and other hard-copy records are stored in secured areas
within the CIA or in CIA-controlled facilities. Electronic records are
stored in secure file-servers located within CIA-controlled facilities
or in CIA-contracted facilities subject to CIA supervision.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system may be retrieved by name, chart number,
social security number, CIA employee number, or other unique personal
identifier by automated or hand search based on extant indices and
automated capabilities utilized in the normal course of business. Under
applicable law and regulations, all searches of this system of records
will be performed in CIA offices by CIA personnel.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
All records are maintained and disposed of in accordance with
applicable Records Control Schedules issued or approved by the National
Archives and Records Administration.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Records are maintained in secure, restricted areas and are accessed
only by personnel who have a need for the records in the performance of
their official duties and have been authorized for such access.
Electronic authorization and authentication access controls are
required to protect against unauthorized access, use, and disclosure.
RECORD ACCESS PROCEDURES:
Requests from individuals should be addressed as indicated in the
notification procedures section below. Regulations for access to
individual records or for appealing an initial determination by CIA
concerning the access to records are published in the Code of Federal
Regulations (32 CFR 1901.11-.45).
CONTESTING RECORD PROCEDURES:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification procedures section below.
CIA's regulations regarding requests for amendments to, or disputing
the contents of, individual records or for appealing an initial
determination by CIA concerning these matters are published in the Code
of Federal Regulations (32 CFR 1901.21-.32, 32 CFR 1901.42).
NOTIFICATION PROCEDURES:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
20505. Identification requirements are specified in the CIA rules
published in the Code of Federal Regulations (32 CFR 1901.12-.14).
Individuals must comply with these rules in order for their request to
be processed.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act, 5 U.S.C. 552a,
pursuant to 5 U.S.C. 552a(d)(5), (j)(1), and (k).
HISTORY:
70 FR 42417 (July 22, 2005), revised 87 FR 73198 (November 28,
2022).
CIA-45
SYSTEM NAME AND NUMBER:
Resolution Office Records (CIA-45).
SECURITY CLASSIFICATION:
The classification of records in this system can range from
UNCLASSIFIED to TOP SECRET.
SYSTEM LOCATION:
Central Intelligence Agency, Washington, DC 20505.
SYSTEM MANAGER(S):
Director, Resolution Office, Central Intelligence Agency,
Washington, DC 20505.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The National Security Act of 1947, as amended, 50 U.S.C. 3036 et
seq.; the Central Intelligence Agency Act of 1949, as amended, 50
U.S.C. 3501 et seq.; Equal Employment Opportunity Commission (EEOC)
Enforcement Guidance on Vicarious Employer Liability for Unlawful
Harassment by Supervisors, No. 915.002 (18 June 1999); EEOC Management
Directive 715 (MD-715) (1 October 2003).
PURPOSE(S) OF THE SYSTEM:
Records in this system are used by authorized personnel to ensure
process
[[Page 44628]]
integrity; enable the CIA and the Director of the CIA to carry out
their lawful and authorized responsibilities; process allegations and
inquiries of harassment, grievances, and other workplace conflicts;
track and document guidance, assessments, inquiries, and management
implementation of recommended disciplinary action; track and document
any other responsibilities and functions assigned to the Resolution
Office directed by the Director of the CIA or designee; monitor and
analyze data related to allegations of harassment, grievances, and
workplace conflicts to identify trends, patterns, and areas for
improvement; and facilitate reports to CIA leadership, other
stakeholders, and oversight bodies.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former CIA staff and contract employees, independent
contractors, industrial contractor personnel, and military and civilian
personnel detailed to the CIA, applicants for employment with CIA, and
any other individual authorized to work or be present on CIA premises,
including its rented or leased facilities.
CATEGORIES OF RECORDS IN THE SYSTEM:
Documents, information, and materials relating to the assessment,
inquiry, and management implementation of any recommended disciplinary
action, including: data collected by Resolution Office (RO) officers
that relate to the alleged harassment, grievance, or workplace conflict
under review; interviews and statements from claimants, alleged
offenders, witnesses, or other individuals, as appropriate; other
documents or statistical evidence considered pertinent to the case
which assists the CIA or RO in making a decision; case management and
tracking data; and any other authorized data collected to support RO
complaints and inquiries.
RECORD SOURCE CATEGORIES:
Information may be provided by or derived from: individuals covered
by this System of Record Notice; including claimants, witnesses,
alleged offenders, CIA management, and CIA personnel whose duties
include supporting RO's mission; other systems covered by other CIA
System of Record Notices; or individuals with information relevant to
an RO inquiry or allegation.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures generally permitted under 5 U.S.C.
552a(b), this information is set forth in the ``Statement of General
Routine Uses for the Central Intelligence Agency,'' set out at 87 FR
73198 (November 28, 2022, which is incorporated herein by reference.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Paper and other hard-copy records are stored in secured areas
within the CIA or in CIA-controlled facilities. Electronic records are
stored in secure file-servers located within CIA-controlled facilities
or in CIA-contracted facilities subject to CIA supervision.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system may be retrieved by name, case number, CIA
employee number, or other unique personal identifier by automated or
hand search based on extant indices and automated capabilities utilized
in the normal course of business. Under applicable law and regulations,
all searches of this system of records will be performed in CIA offices
by CIA personnel.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
All records are maintained and disposed of in accordance with
applicable Records Control Schedules issued or approved by the National
Archives and Records Administration.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Records are maintained in secure, restricted areas and are accessed
only by personnel who have a need for the records in the performance of
their official duties and have been authorized for such access.
Electronic authorization and authentication access controls are
required to prevent against unauthorized access, use, and disclosure.
RECORD ACCESS PROCEDURES:
Requests from individuals should be addressed as indicated in the
notification procedures section below. Regulations for access to
individual records or for appealing an initial determination by CIA
concerning the access to records are published in the Code of Federal
Regulations (32 CFR 1901.11-.45).
CONTESTING RECORD PROCEDURES:
Requests from individuals to correct or amend records should be
addressed as indicated in the notification procedures section below.
CIA's regulations regarding requests for amendments to, or disputing
the contents of, individual records or for appealing an initial
determination by CIA concerning these matters are published in the Code
of Federal Regulations (32 CFR 1901.21-.32, 32 CFR 1901.42).
NOTIFICATION PROCEDURES:
Individuals seeking to learn if this system of records contains
information about them should direct their inquiries to: Information
and Privacy Coordinator, Central Intelligence Agency, Washington, DC
20505. Identification requirements are specified in the CIA rules
published in the Code of Federal Regulations (32 CFR 1901.12-.14).
Individuals must comply with these rules in order for their request to
be processed.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Certain records contained within this system of records may be
exempted from certain provisions of the Privacy Act, 5 U.S.C. 552a,
pursuant to 5 U.S.C. 552a(d)(5), (j)(1), and (k).
HISTORY:
None.
[FR Doc. 2025-17869 Filed 9-15-25; 8:45 am]
BILLING CODE 6310-02-P
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