Notice2026-01236
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
January 23, 2026
Issuing agencies
Defense DepartmentArmy Department
Abstract
In accordance with the Privacy Act of 1974, the Department of the Army is modifying and reissuing a current system of records notice (SORN) titled "Personnel Security Clearance Information Files," A0380-67 DAMI. The SORN is being retitled "U.S. Army Security and Foreign Disclosure Files," with a new identifier of A0 0001 DAMI. Originally established to facilitate the processing of personnel security clearance actions, the SORN also documented clearances granted or denied and confirmed eligibility for access to classified information or assignment to sensitive positions. A separate notice rescinding Army SORN A0001 DAMI, "Controlled Accountable Document Inventory System," is being published elsewhere in this issue of the Federal Register. This update incorporates the DoD standard routine uses and supports additional information sharing outside of the DoD. It also expands the authorities for maintaining the system, integrates records previously managed under the Controlled Accountable Document Inventory System, addresses records maintained across all general intelligence security disciplines, and expands on the purposes of such uses. Additionally, the update revises system locations and managers. These changes align the SORN with modernized automation systems and ensure compliance with applicable regulatory requirements.
Full Text
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[Federal Register Volume 91, Number 15 (Friday, January 23, 2026)]
[Notices]
[Pages 2918-2924]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2026-01236]
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DEPARTMENT OF DEFENSE
Department of the Army
[Docket ID: USA-2026-HQ-0067]
Privacy Act of 1974; System of Records
AGENCY: Department of the Army, Department of Defense (DoD).
ACTION: Notice of a Modified System of Records.
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SUMMARY: In accordance with the Privacy Act of 1974, the Department of
the Army is modifying and reissuing a current system of records notice
(SORN) titled ``Personnel Security Clearance Information Files,''
A0380-67 DAMI. The SORN is being retitled ``U.S. Army Security and
Foreign Disclosure Files,'' with a new identifier of A0 0001 DAMI.
Originally established to facilitate the processing of personnel
security clearance actions, the SORN also documented clearances granted
or denied and confirmed eligibility for access to classified
information or assignment to sensitive positions. A separate notice
rescinding Army SORN A0001 DAMI, ``Controlled Accountable Document
Inventory System,'' is being published elsewhere in this issue of the
Federal Register. This update incorporates the DoD standard routine
uses and supports additional information sharing outside of the DoD. It
also expands the authorities for maintaining the system, integrates
records previously managed under the Controlled Accountable Document
Inventory System, addresses records maintained across all general
intelligence security disciplines, and expands on the purposes of such
uses. Additionally, the update revises system locations and managers.
These changes align the SORN with modernized automation systems and
ensure compliance with applicable regulatory requirements.
DATES: This system of records is effective upon publication; however,
comments on the Routine Uses will be accepted on or before February 23,
2026. The Routine Uses are effective at the close of the comment
period, unless comments have been received from interested members of
the public that require modification and republication of the notice.
ADDRESSES: You may submit comments, identified by docket number and
title, by any of the following methods:
Federal Rulemaking Portal: <a href="https://www.regulations.gov">https://www.regulations.gov</a>. Follow the
instructions for submitting comments.
Mail: Department of Defense, Office of the Director of
Administration and
[[Page 2919]]
Management, Privacy, Civil Liberties, and Transparency Directorate,
Regulatory Division, 4800 Mark Center Drive, Attn: Mailbox 24, Suite
05F16, Alexandria, VA 22350-1700.
Instructions: All submissions received must include the agency name
and docket number for this Federal Register document. The general
policy for comments and other submissions from members of the public is
to make these submissions available for public viewing on the internet
at <a href="https://www.regulations.gov">https://www.regulations.gov</a> as they are received without change,
including any personal identifiers or contact information.
FOR FURTHER INFORMATION CONTACT: Ms. Joyce Luton, Department of the
Army, Records Management Directorate, Attention: Army Privacy and Civil
Liberties Office, 9301 Chapek Road (Building 1458), Fort Belvoir, VA
22060-5605 or by calling (571) 515-0213.
SUPPLEMENTARY INFORMATION:
I. Background
The Headquarters, Department of the Army, Office of the Deputy
Chief of Staff, G-2 (ODCS G-2) is making a comprehensive update to its
Personnel Security Clearance Information Files system of records. This
modification consolidates and supersedes existing Army personnel
security-related notices aligning them under G-2's integrated lines of
effort designed to prevent unauthorized disclosures or compromises of
Army information, such as classified data, and to support the
clearance, training, and protection of personnel in accordance with
national security priorities. This update expands the authorities
governing system maintenance and integrates records previously managed
under both the Personnel Security Clearance Information Files and the
Controlled Accountable Document Inventory System. The consolidation
groups all similar security-related under a single notice, eliminating
redundant notices and covering all Army records maintained across
security disciplines that require the collection and retention of
personnel identifying information. It also encompasses records
maintained across all general intelligence security disciplines and
broadens the scope of permissible uses. In addition, the system's
locations and responsible managers have been revised to reflect current
operational structures. These changes ensure the system is consistent
with modernized automation systems and compliant with applicable
regulatory requirements.
Records within the Army Security and Foreign Disclosure Records
Systems are not centrally stored in a single information technology
(IT) capability. Instead, the term ``system'' collectively refers to
all security records, both analog and digital, maintained at security
offices across the Army. These records support Army security vetting,
facility and information system access, and other security-related
functions. The system integrates IT capabilities to comply with
regulatory requirements related to initial and continued employment; to
determine eligibility for access to Army information (e.g., controlled
unclassified information (CUI), classified information), IT systems,
facilities, research, technologies, or programs; identify, mitigate,
and process adverse personnel information.
This system supports the Army's operational administration,
management, accountability, and oversight of its security functions
which includes Information Security, Personnel Security, Industrial
Security, Education and Awareness, Communications Security, Sensitive
Compartmented Information (SCI) protection, Research and Technology
Protection, Special Access Programs (SAPS), and Foreign Disclosure
management.
Subject to public comment, the Army proposes to update this SORN by
adding the standard DoD routine uses (A through J) and authorizing
additional disclosures outside the DoD consistent with the system's
purpose. The update also includes retitling the SORN name,
incorporating and expanding routine uses, and revising the following
sections: system location, system manager, authority for maintenance,
record source categories, policies and practices for storage,
retrieval, and disposal, safeguards, and procedures for accessing,
contesting, and receiving notification about records.
DoD SORNs have been published in the Federal Register and are
available from the address in FOR FURTHER INFORMATION CONTACT or at the
Privacy, Civil Liberties, and Transparency Directorate website at
<a href="https://pclt.defense.gov/DIRECTORATES/Privacy-and-Civil-Liberties-Directorate/">https://pclt.defense.gov/DIRECTORATES/Privacy-and-Civil-Liberties-Directorate/</a>.
II. Privacy Act
Under the Privacy Act, a ``system of records'' is a group of
records under the control of an agency from which information is
retrieved by the name of an individual or by some identifying number,
symbol, or other identifying particular assigned to the individual. In
the Privacy Act, an individual is defined as a U.S. citizen or lawful
permanent resident.
In accordance with 5 U.S.C. 552a(r) and the Office of Management
and Budget (OMB) Circular No. A-108, DoD has provided a report of this
system of records to the OMB and to Congress.
Dated: January 20, 2026.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
U.S. Army Security and Foreign Disclosure Files, A0 0001 DAMI.
SECURITY CLASSIFICATION:
Unclassified; Classified.
SYSTEM LOCATION:
Department of Defense (Department or DoD), located at 1000 Defense
Pentagon, Washington, DC 20301-1000, and other Department
installations, offices, or mission locations. Information may also be
stored within a government-certified cloud, implemented and overseen by
the Department's Chief Information Officer (CIO), 6000 Defense
Pentagon, Washington, DC 20301-6000.
SYSTEM MANAGER(S):
The system manager is the Senior Security Advisor, Headquarters,
Department of the Army (HQDA), Office of the Deputy Chief of Staff
(ODCS), G-2, 1000 Army Pentagon, Washington, DC 20310-1000.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Security Act of 1947, as amended, 50 U.S.C. 3036; 5 U.S.C.
9101, Access to Criminal History Records for National Security and
Other Purposes; 10 U.S.C. 137, Under Secretary of Defense for
Intelligence and Security; 10 U.S.C. 504, Persons Not Qualified; 10
U.S.C. 505, Regular components: Qualifications, term, grade; 10 U.S.C.
3013, Department of the Army; Public Law 108-458, The Intelligence
Reform and Terrorism Prevention Act of 2004 (50 U.S.C. 401 note);
Public Law 114-92, Section 1086, National Defense Authorization Act
(NDAA) for Fiscal Year (FY) 2016, Reform and Improvement of Personnel
Security, Insider Threat Detection and Prevention, and Physical
Security (10 U.S.C. 1564 note); Public Law 114-328, Section 951 (NDAA
for FY2017), Enhanced Security Programs for Department Defense
Personnel and Innovation Initiatives (10 U.S.C. 1564 note); Public Law
115-91, Section 925, (NDAA for FY2018) Background and Security
Investigations for Department of Defense Personnel (10 U.S.C. 1564
note); Executive Order (E.O.) 10865, as
[[Page 2920]]
amended, Safeguarding Classified Information Within Industry; E.O.
12333, as amended, United States Intelligence Activities; E.O. 12829,
as amended, National Industrial Security Program; E.O. 12968, as
amended, Access to Classified Information; E.O. 13467, as amended,
Reforming Processes Related to Suitability for Government Employment,
Fitness for Contractor Employees, and Eligibility for Access to
Classified National Security Information; E.O. 13488, as amended,
Granting Reciprocity on Excepted Service and Federal Contractor
Employee Fitness and Reinvestigating Individuals in Positions of Public
Trust; E.O. 13526, Classified National Security Information; E.O.
13549, as amended, Classified National Security Information Program for
State, Local, Tribal, and Private Sector Entities; E.O. 13741, Amending
Executive Order 13467, To Establish the Roles and Responsibilities of
the National Background Investigations Bureau and Related Matters; E.O.
13764, Amending the Civil Service Rules; National Security Presidential
Memorandum 33 (NSPM-33) on National Security Strategy for United States
Government--Support Research and Development; DoD Instruction (DoDI)
1400.25, Volume 731, DoD Civilian Personnel Management System:
Suitability and Fitness Adjudication for Civilian Employees; DoDI
5200.46, DoD Investigative and Adjudicative Guidance for Issuing the
Common Access Card (CAC); DoD Manual 5200.02, Procedures for the DoD
Personnel Security Program (PSP); Homeland Security Presidential
Directive 12 (HSPD-12), Policy for a Common Identification Standard for
Federal Employees and Contractors; Federal Information Processing
Standard (FIPS) 201-2, Personal Identity Verification (PIV) of Federal
Employees and Contractors; Army Regulation (AR) 380-5, Army Information
Security Program; AR 380-10, Foreign Disclosure and Contacts with
Foreign Representatives; AR 380-13, Acquisition and Storage of
Information Concerning Nonaffiliated Persons and Organizations; AR 380-
28, Army Sensitive Compartmented Information Security Program; AR 380-
49, Industrial Security Program; AR 380-53, Communications Security
Monitoring; AR 380-67, Personnel Security Program; AR 380-381 Special
Access Programs (SAPs) and Sensitive Activities; AR 381-45,
Investigative Records Repository; and E.O. 9397 (SSN), as amended.
PURPOSE(S) OF THE SYSTEM:
This system of records supports the Department of Army's
operational administration, management, accountability, and oversight
of its security functions such as Information Security, Personnel
Security, Industrial Security, Education and Awareness, Communications
Security, Sensitive Compartmented Information, Research and Technology
Protection, Special Access Programs (SAPs), and Foreign Disclosure and
Security Screening and Vetting programs. This system will be used:
A. To comply with regulatory requirements related to initial and
continued employment; to determine eligibility for access to Army
information including Controlled Unclassified Information (CUI) and
classified information, as well as information technology systems,
facilities, research, technologies, or programs.
B. To support the Army's intelligence missions, including assessing
the fitness of personnel applying for or selected for an Army award,
such as a grant or cooperative agreement, or a legal agreement, such as
a contract, and performing work for or on behalf of the U.S. Army.
C. To identify areas in personnel security, fitness, and military
accessions field warranting more intense security screening; to conduct
personnel security, vetting, and fitness pilots, projects, and
programs.
D. To protect the agency's operations, data, personnel, facilities,
and systems by using administrative, security, and investigative
functions to detect actual or potential insider threats and security
risks; to identify and initiate needed follow-on inquiries and/or
investigative activity; to enable security professionals and Commanders
to assess an individual's continued eligibility and access and take
appropriate actions; to evaluate and improve Army personnel security,
insider threat, and other personnel or security procedures, programs,
and policies.
E. To support the conduct of security pilots and projects related
to Army programs, with a focus on research and development.
F. To document training and education, to evaluate and improve Army
personnel security, insider threat, and other personnel or security
procedures, programs, and policies; to assist in providing training,
instruction, and advice on security-related functions, and to conduct
statistical analyses and track, report, and evaluate the effectiveness
of Army Security programs.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
A. Any individual affiliated with the U.S. Army by assignment,
employment, or contractual relationship, as the result of an inter-
service support agreement, or other form of affiliation, on whom a
security screening and vetting request or check has been submitted, or
an adjudication or determination has been completed or may be pending.
B. Family members, dependents, relatives, and individuals with a
personal, professional, employment, or other association to an
individual described above.
C. Individuals and entities with access to CUI or classified
information, including contractors, government employees, military
personnel, and other authorized persons.
D. Individuals, including government personnel, private-sector
individuals, contractors, volunteers, and visitors, who have or are
seeking access to Army facilities, installations, information, and
systems, as well as those who may pose a potential threat to Army
personnel, installations, operations or research, technology, and
development programs and activities.
E. Individuals who support the Army by executing security functions
and/or who utilizes technology to synchronize and normalize security-
relevant data to improve security administration, management,
performance, reporting, and mission readiness.
CATEGORIES OF RECORDS IN THE SYSTEM:
A. Personal information, including names (current, former, alias,
and alternate names), social security number (SSN), DoD/ID number,
biographical information (date and place of birth, contact information,
biometric information, sex, race, addresses, telephone number, personal
and work email addresses, family and dependent information, to include
names of relatives, associates, and references with their contact
information, citizenship information and travel information,
immigration, and passport information and records, military records and
discharge information, medical and mental health history, records
related to drug and/or alcohol use, financial information, information
from the Internal Revenue Service pertaining to tax returns, bureau of
vital statistics records (e.g., birth certificate, death certificate,
marriage application and license), copies of identity source documents,
credit reports, prior security clearance and investigative information,
types and dates of DoD affiliation and separations, employing activity,
current and former employment and
[[Page 2921]]
professional experience, position sensitivity, educational history
(e.g., degrees earned, institutions attended, conduct records),
records, or academic experiences, security management office data,
personnel security investigative basis, adjudicative actions and
determinations, and corresponding dates, security clearance and
investigative information eligibility status and access (e.g., status,
level(s), corresponding dates, and agencies that granted), self-
reported information, adverse personnel information, eligibility
recommendations or decisions made by an appellate authority, briefings
and agreements (e.g., inadvertent disclosure, North Atlantic Treaty
Organization (NATO) non-disclosure agreements and execution dates,
indoctrination date(s), level(s) of access granted, briefing/debriefing
date(s) and reasons for briefing/debriefing, or other biographical
information required or obtained during personnel vetting (e.g.,
background investigation, continuous vetting, enhanced security
screening and vetting), and/or information obtained through the
administration of security functions.
B. Records of investigations, determinations, and adjudications
conducted by investigative organizations including the including U.S.
Office of Personnel Management (OPM), Federal Bureau of Investigation,
and the Defense Counterintelligence and Security Agency.
C. Employment information, includes pre-/post-employment screening
reports, including counterintelligence or security screening, military,
accessions, applications or agreements for Army funding, linguist
screening and vetting; appointment orders, employment activities and
conduct information, personnel actions (adverse, remedial, or
corrective), duty assignments and experience, background investigations
results, continuous vetting, counter insider threat,
counterintelligence screening, security incident resolution, or program
access requests.
D. Information required through National (e.g., Trusted Workforce,
Security Executive Agent Directive), DoD, or Army policies, such as:
insider threat-related information, security incidents/violations, user
activity monitoring, internal misconduct investigations and
disciplinary actions taken, self-reported information, third party
information, and concerning behavior or conduct found in: Law
Enforcement reports (final), Inspector General Reports of
Investigation, and Equal Employment Opportunity violation.
E. Information detailing agency or Command investigation, such as
Commander's inquiry, formal and informal investigations (e.g., Army
Regulation 15-6), administrative investigations, and security incident
investigations including information or reports on incidents,
infractions, violations, to include the potential compromise or
unauthorized disclosure of CUI and/or classified information), records
include type of investigation, tracking codes, and requesting
officials' final determination and contact information.
F. Polygraph reports, polygraph charts, polygraph tapes, and
recordings in other forms, and notes from polygraph interviews or
activities related to polygraph interviews.
G. Biometric information including, but not limited to, images,
fingerprints, voice samples and criminal and civil fingerprint history
information.
H. Criminal information and investigative data, including records
from local, state, military, Federal and foreign criminal records,
local, state, military, Federal civil and criminal court records;
judicial, and administrative proceedings, appeals, and local command
investigations. Criminal intelligence or information about affiliation
with known international criminal and/or terrorist organizations.
I. National Intelligence Agency Check records which includes
information about known or suspected links to foreign government(s),
foreign intelligence agencies, and/or international terrorist
organizations.
J. Records concerning civil or administrative proceedings, (e.g.,
bankruptcy, liens, records, civil lawsuits, Merit System Protection
Board, appeals), including information contained in local, state,
military, Federal, and foreign courts, and agency records.
K. Information furnished to or obtained by the Army, including
other DoD components, Intelligence Community members, other federal
government agencies, industry, and other agencies or organizations
about individuals who may pose an insider threat. This information
includes payroll information, travel vouchers, benefits, and
performance evaluations; disciplinary files, training records, and
records of law enforcement action, records of substance abuse and
mental health records treatment; personal conduct records, including
improper political activity and prohibited personnel practices, reports
of harassment or discrimination, records of government telephone uses,
including call logs and summaries of potential insider threats.
L. Information collected through user activity monitoring, such as
information may include keystrokes, screen captures, and content
transmitted via email, chat, and data import or export.
M. Information, data, (transiting or stored), in part or in
combination, collected through network monitoring, cyber security, and
information assurance, information security or any related activity
conducted for network or information protection activities on DoD owned
or operated systems, networks, endpoints, cloud infrastructure, and
devices. This includes personnel usernames and aliases, levels of
network access, audit data, information about and evidence of
unauthorized use or misuse of information technology systems, logs of
printer, copier, and facsimile machine use, and information pertaining
to the accountability, safeguarding, and disposition of classified and
CUI material.
N. U.S. and foreign finance and real estate information, including
financial institutions names, account information and balances, real
estate information, such as address, year of purchase and price,
capital investment costs, lease or/rental information, asset
information including year of lease or rental, monthly payments, deeds,
lender/loan information and foreclosure history, information on owned
and leased vehicles, boats, airplanes, and other U.S. and foreign
assets that include type, make, model, and year, U.S. and foreign
mortgage, loans, and liability information, including that consist of
type of loan, names and addresses of creditors, original balance,
monthly and year-end balance, monthly payments, and payment history,
financial disclosure filings, information pertaining to U.S. and
foreign affiliations, cooperate relationships, partnerships, and
research collaboration, including sponsor, partner and affiliate
information, and documents involved in academic or contractual
solicitation.
O. Information pertaining to contracts, licenses, grants, and other
government contracting activities. This includes data on pre-contract,
post-contract, and continuous monitoring activities, as well as
facility clearance records, foreign ownership or influence, and
business identifiers listed on records relevant to contracts (including
those contracts that are unclassified but may be considered sensitive
due to insight they may provide into federal government activities in
conjunction with data from other federal contracts),
[[Page 2922]]
as it pertains to all phases of the contract. Information also includes
reviews and decisions made by the Committee on Foreign Investments in
the United States, business identifiers, and other information related
to industrial security.
P. Facility or installation access records, including entry badges
or passes, badge issuance and expiration date, government sponsor,
facility identification, vehicle, and permit data, and visitor
information, to include dates and times of individual access to secure
areas.
Q. Any information that may call into question an individual's
suitability for federal employment, contractor fitness,
trustworthiness, loyalty, or acceptability for access to CUI and/or
classified information.
R. Publicly and commercially available information about or
generated by an individual including public records, civil court
records, licenses and filings, social media content, news articles,
publications, streaming or broadcasted media, conferences and symposia,
technical data, grey literature, and web blog information.
S. Name, date and place of birth, social security number,
citizenship information, criminal history, and prior security clearance
and investigative information for current and/or former spouse or
cohabitant(s), the name and marriage information for current and/or
former spouse(s), citizenship information, name, date, and place of
birth, contact information (e.g., phone numbers, email addresses), and
address for relatives.
T. Foreign contact, affections, associates to include family
members, friends or social contacts), travel, and activities
information, including names of individuals known, dates, citizenship
information, countries of residence, type and nature of contact. This
includes travel records, such as destinations, travel dates, and
purposes, as well as information on foreign financial interests,
assets, and affiliations, including awards, honors, and positions held.
Additionally, it includes passport and visa information, U.S. border
crossings, and loyalty to the United States, and information on visits,
authorized access, participation, sponsorship, affiliation, and/or
employment with Army, financial interests, assets, benefits from
foreign governments, foreign awards, honors, commendations,
recognitions, or positions held, U.S. border crossings information,
traveler data, trip information to include destination, travel dates,
purpose), and other travel related records, passport and visa relevant
information, association records, information on loyalty to the United
States.
RECORD SOURCE CATEGORIES:
Records and information stored in this system of records are
obtained from:
A. Individuals, interviews, and polygraphs.
B. Government databases and other DoD databases and component
program offices, to include: Defense Enrollment Eligibility Reporting
System, Defense Civilian Personnel Data System, Electronic Military
Personnel Record System, DoD Insider Threat Management and Analysis
Center and DoD Component Insider Threat Records System, DoD contractor
databases, internal and external sources including counterintelligence
and security databases and files, DoD component human resources
databases and files, Office of the Chief Information Officer and
information assurance databases and files.
C. DoD and Federal investigative or adjudicative facilities/
organizations.
D. Federal, State, local, or tribal government entities, including
information from criminal or civil investigations, courts, law
enforcement agencies, agencies authorized to collect information
concerning citizenship, probation officials, prison officials,
information technology officials, and security representatives.
E. Publicly available information sources, commercial data
providers (e.g., credit reporting companies and online news sources),
including commercially available subscription databases containing
public records; past and present employers, personal references and
associates, relatives, neighbors.
F. Information collected through user activity monitoring,
government telephone usage records.
G. Inspector General reports of investigations, available U.S.
Government intelligence and counterintelligence reporting information
and analytic products pertaining to adversarial threats.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act of 1974, as amended, all or a portion of the
records or information contained herein may specifically be disclosed
outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as
follows:
A. To contractors, grantees, experts, consultants, students, and
others performing or working on a contract, service, grant, cooperative
agreement, or other assignment for the federal government when
necessary to accomplish an agency function related to this system of
records.
B. To the appropriate Federal, State, local, territorial, tribal,
foreign, or international law enforcement authority or other
appropriate entity where a record, either alone or in conjunction with
other information, indicates a violation or potential violation of law,
whether criminal, civil, or regulatory in nature.
C. To any component of the Department of Justice for the purpose of
representing the DoD, or its components, officers, employees, or
members in pending or potential litigation to which the record is
relevant and necessary to litigation.
D. In an appropriate proceeding before a court, grand jury, or
administrative or adjudicative body or official, when the DoD or other
Agency representing the DoD determines that the records are relevant
and necessary to the proceeding; or in an appropriate proceeding before
an administrative or adjudicative body when the adjudicator determines
the records to be relevant and necessary to the proceeding.
E. To the National Archives and Records Administration for the
purpose of records management inspections conducted under the authority
of 44 U.S.C. 2904 and 2906.
F. To a Member of Congress or staff acting upon the Member's behalf
when the Member or staff requests the information on behalf of, and at
the request of, the individual who is the subject of the record.
G. To appropriate agencies, entities, and persons when (1) the DoD
suspects or confirms a breach of the system of records; (2) the DoD
determines as a result of the suspected or confirmed breach there is a
risk of harm to individuals, the DoD (including its information
systems, programs, and operations), the Federal Government, or national
security; and (3) the disclosure made to such agencies, entities, and
persons is reasonably necessary to assist in connection with the DoD's
efforts to respond to the suspected or confirmed breach or to prevent,
minimize, or remedy such harm.
H. To another Federal agency or Federal entity, when the DoD
determines that information from this system of records is reasonably
necessary to assist the recipient agency or entity in (1) responding to
a suspected or confirmed breach or (2) preventing, minimizing, or
remedying the risk of harm to individuals, the
[[Page 2923]]
recipient agency or entity (including its information systems,
programs, and operations), the Federal Government, or national
security, resulting from a suspected or confirmed breach.
I. To another Federal, State or local agency for the purpose of
comparing to the agency's system of records or to non-Federal records,
in coordination with an Office of Inspector General in conducting an
audit, investigation, inspection, evaluation, or other review as
authorized by the Inspector General Act of 1978, as amended.
J. To such recipients and under such circumstances and procedures
as are mandated by Federal statute or treaty.
K. To the Office of Personnel Management and other Government
agencies responsible for conducting background investigations and
continuous vetting to provide them with information relevant to their
inquiries and investigations.
L. To the elements of the U.S. Intelligence Community as identified
in E.O. 12333, as amended, for use in intelligence,
counterintelligence, and/or security activities for the purpose of
protecting the United States National Security.
M. To contractors whose employees require fitness determinations,
or eligibility for access to classified national security information
for the purpose of ensuring that the employer is appropriately informed
about the status of the employee's application for a fitness
determination.
N. To Original Classification or Declassification Authorities, to
determine whether information obtained while processing the background
investigation, is or should be classified.
O. A record from this system may be disclosed as a routine use
outside the DoD or the U.S. Government for the purpose of
counterintelligence, counterterrorism, and homeland defense 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; this includes disclosure to Executive Branch Agency insider
threat, counterintelligence, and counterterrorism officials to fulfill
their responsibilities under applicable Federal law and policy,
including but not limited to E.O. 12333, E.O. 13587, Sharing and
Safeguarding of Classified Information, and the National Insider Threat
Policy and Minimum Standards.
P. To any Federal, State, Tribal, local, territorial, foreign,
multinational agency or task force, or any other entity or person, to
include contractors, who support the Army by executing security
functions, and/or who utilizes technology to synchronize and normalize
security-relevant data to improve security administration, management,
performance, reporting, and mission readiness.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records may be stored electronically or on paper in secure
facilities in a locked drawer behind a locked door. The records may be
stored on magnetic disc, tape, or digital media; in agency-owned cloud
environments; or in vendor Cloud Service Offerings certified under the
Federal Risk and Authorization Management Program (FedRAMP).
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records may be retrieved by SSN, DoD ID number, case control
number, name, date of birth, state and/or country of birth, citizenship
documentation, biometric data, passport number, employer name, or some
combination thereof.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
A. System records are retained and disposed of according to Army
records maintenance and disposition schedules and the requirements of
the National Archives and Records Administration. Destruction of
records will be by shredding, burning, or pulping for paper records;
magnetic erasing for computerized records; purging digital files, or
other means, as described in AR 380-5, and other applicable policy.
B. Unless otherwise prescribed in policy, decentralized segments of
security files are either (1) destroyed upon termination of access, (2)
destroyed 1 year from the individual's date of transfer or separation,
or (3) forwarded to the gaining organization.
C. Historic (prior to 12 Dec 2012) personnel security
investigations and adjudicative records of a routine nature are
retained in the active file until no longer needed; retired to the U.S.
Army Intelligence and Security Records Repository (AISRR) and retained
for 15 years after last action reflected in the file. Files which
contain derogatory information and/or resulted in adverse action(s)
against the individual are destroyed after 25 years.
D. Records pertaining to counterintelligence polygraph examinations
will be maintained in the active file until no longer needed and then
disposed of after the final quality control review as follows: (1) for
counterintelligence scope polygraph examinations, 90 days for favorably
resolved cases or 15 years for other than favorably resolved cases, (2)
for polygraph examinations conducted incident to a counterintelligence
investigation, 35 years, and (3) for polygraph examinations of
counterintelligence assets and human intelligence sources, material is
transferred to the U.S. Army Investigative Records Repository,
incorporated into an operational dossier, and disposed of 35 years from
the date of the last action.
E. Original copy of signed Sensitive Compartmented Information
Agreements will be sent the AISRR and destroyed when the record is 70
years old. Local Security professionals will retain a copy for one year
after the individual departs the agency.
F. Records pertaining to information related to DoD and non-DoD
affiliated persons and organizations, threating the security, or
involving the disruption or subversion of DoD military and civilian
personnel, function and activities, installations, information,
communications, equipment and supplies, will be kept in a local
security file for one year, then retired the United States AISRR, Fort
Meade, MD, 20755-5995 for inclusion in the individual's/organization's
dossier. Dossiers are maintained no longer than 15 years from date of
last entry unless significant adverse information is present, in which
case retention is 25 years. The AISRR will transfer records to the
National Archives 25 years after the event.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
DoD safeguards records in this system of records according to
applicable rules, policies, and procedures, including all applicable
DoD automated systems security and access policies. DoD administrative
safeguards include policies requiring the use of controls to minimize
the risk of compromise of personally identifiable information (PII) in
paper and electronic form and restrict access to those individuals who
have a need-to-know and appropriate clearances. Additionally, DoD has
established security audit and accountability policies and procedures
which support the safeguarding of PII and detection of incidents
involving PII (breaches). DoD also employs administrative controls
including mandatory information assurance and privacy training for
individuals who will have access; identification, marking, and
safeguarding of PII. Personnel, including contractors, must pass a
background investigation and receive a security clearance, when
necessary. Personnel must also sign
[[Page 2924]]
nondisclosure documents. DoD routinely employs technical safeguards
such as the following: multifactor authentication including
presentation of a CAC and password; and use of a physical token. Other
technological controls are employed such as network encryption to
protect data transmitted over the network; disk encryption securing
disks storing data; key management services to safeguard encryption
keys; masking of sensitive data as practicable; detection and
electronic alert systems for access to servers and other network
infrastructure; and electronic intrusion detection systems in DoD
facilities. Computerized records in a controlled area accessible only
to authorized personnel. Records are maintained in a controlled
facility and physical entry is restricted using locks, guards, and is
accessible only to authorized personnel. Physical and electronic access
is restricted to designated individuals having a need for access in the
performance of official duties and who are properly screened and
cleared for need-to-know.
RECORD ACCESS PROCEDURES:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the U.S. Intelligence and Security Command Freedom
of Information and Privacy Act Office, 2600 Ernie Pyle Drive, Fort
Meade, MD 20755-5995. Signed written requests should contain the
requestor's full name (and any alias and/or alternate names used), SSN,
DoD ID Number (if available), and date and place of birth. In addition,
the requestor, must provide either a notarized statement or an unsworn
declaration made in accordance with 28 U.S.C. 1746, in the following
format:
If executed outside the United States: ``I declare (or certify,
verify, or state) under penalty of perjury under the laws of the United
States of America that the foregoing is true and correct. Executed on
(date). (Signature).''
If executed within the United States, its territories, possessions,
or commonwealths: ``I declare (or certify, verify, or state) under
penalty of perjury that the foregoing is true and correct. Executed on
(date). (Signature).''
Note: Information generated, or authored, or compiled by another
Government agency that is relevant to the purpose of the record may
be incorporated into the record. In such instances, that information
will be referred to the originating agency for direct response to
the requestor or contact information and record access procedures
for the other agency will be provided to the requestor.
CONTESTING RECORD PROCEDURES:
The DoD rules for accessing records, contesting contents, and
appealing initial agency determinations are contained in 32 CFR part
310, or may be obtained from the system manager.
NOTIFICATION PROCEDURES:
Individuals seeking to determine whether information about
themselves is contained in this system should follow the instructions
for Record Access Procedures above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
The Department of Defense has exempted records maintained in this
system from subsections 5 U.S.C. 552a(c)(3); (d)(1), (2), (3), and (4);
C(1), C(4)(G), (H), and (I); and (f) of the Privacy Act, pursuant to 5
U.S.C. 552a(k)(1), (k)(2) and (k)(5). In addition, when exempt records
received from other systems of records become part of this system, the
DoD also claims the same exemptions for those records that are claimed
for the system(s) of records from which they originated and claims any
additional exemptions set forth here. An exemption rule for this system
has been promulgated in accordance with the requirements of 5 U.S.C.
553(b)(1), (2), and (3), and (c), and published in 32 CFR part 310.
HISTORY:
February 22, 1993, 58 FR 10002
[FR Doc. 2026-01236 Filed 1-22-26; 8:45 am]
BILLING CODE 6001-FR-P
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</html>Indexed from Federal Register on January 23, 2026.
This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.