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Personnel Investigation Records



 
INTERIOR/USGS-23
 
System name:
 
       Personnel Investigations Records--Interior, USGS-23.
     System location:
       Security Management Office, Office of Program Support, Office of
   Management Services, U.S. Geological Survey, National Center, Mail
   Stop 250, Reston, VA 20192.
     Categories of individuals covered by the system:
       1. Current Geological Survey employees and contractors who (a)
   are granted access to classified information; (b) are filling public
   trust positions not requiring access to classified information; (c)
   are being considered either for access to classified information or
   for filling public trust positions not requiring access to classified
   information; and (d) are found unsuitable for access to classified
   information or filling public trust positions because unfavorable
   information was revealed during the conduct of their security
   investigations. 2. Former Geological Survey employees and contractors
   who (a) were granted access to classified information; (b) were
   filling public trust positions not requiring access to classified
   information; and (c) were found unsuitable for access to classified
   information or filling public trust positions because unfavorable
   information was revealed during the conduct of their security
   investigations.
     Categories of records in the system:
       These records contain investigative information regarding an
   individual's character, conduct, and behavior in the community where
   he or she lives or lived; arrests and convictions for any violations
   against the law; reports of interviews with present and former
   supervisors, co-workers, associates, educators, etc.; reports and the
   qualifications of an individual for a specific position; reports of
   inquiries with or from law enforcement agencies, employers, and
   educational institutions attended; foreign affiliations which may
   affect his or her loyalty to the United States; and other information
   developed from the above.
     Authority for maintenance of the system:
       Executive Order 10450, as amended, and Departmental manual 441,
   Personnel Security and Suitability Requirements.
     Routine uses of records maintained in the system, including
   categories of users and the purposes of such uses:
       The contents of these records and files may be disclosed and used
   as follows: (1) To designated officials, officers, and employees of
   the USGS, DOI, OPM, DOE, CIA, FBI, and all other agencies and
   departments of the Federal Government who in the performance of their
   duties have an interest in the individual for employment purposes,
   including a security clearance or access determination, and a need to
   evaluate qualifications, suitability, and loyalty to the United
   States Government; (2) To the U.S. Department of Justice or in a
   proceeding before a court or adjudicative body when (a) the United
   States, the Department of the Interior, a component of the
   Department, or, when represented by the government, an employee of
   the Department is a party to litigation or anticipated litigation or
   has an interest in such litigation, and (b) the Department of the
   Interior determines that the disclosure is relevant or necessary to
   the litigation and is compatible with the purpose for which the
   records were compiled; (3) To disclose pertinent information to an
   appropriate Federal, State, local, or foreign agency responsible for
   investigating, prosecuting, enforcing, or implementing a statute,
   regulation, rule, or order, where the disclosing agency becomes aware
   of an indication of a violation or potential violation of civil or
   criminal law or regulation; and, (4) To a congressional office from
   the record of an individual in response to an inquiry the individual
   has made to the congressional office.
     Policies and practices for storing, retrieving, accessing,
   retaining, and disposing of records in the system: 
     Storage:
       All investigative records are maintained in file folders stored
   in file cabinets. An automated index system of all records is on a
   personal computer.
     Retrievability:
       All records are indexed by surname in alphabetical order. The
   automated index system is indexed by surname or social security
   number.
     Safeguards:
       The filing cabinets and the personal computer are safeguarded in
   a secure, windowless office with one doorway which is secured by a
   key locking device using an off-master key system. Access to all keys
   is under stringent security controls. The automated index system of
   all records is further protected by a password and privacy act
   warning.
     Retention and disposal:
       (a) OPM investigative files are routinely destroyed within 90
   days after receipt or upon completion of the adjudication action,
   whichever occurs last. Disposition of files is made in accordance
   with the Bureau Records Disposition Schedule, RCS/Item 306-15b. (b)
   All information, supplementing the above OPM investigative files
   originated by the Geological Survey, is retained for five years
   following termination of awarded security clearance or employment,
   whichever occurs first, and is then destroyed. Disposition of files
   if made in accordance with the Bureau Records Disposition Schedule,
   RCS/Item 306-15a.
     System manager(s) and address:
       Security Officer/Alternate Security Officer, Office of Program
   Support, Office of Management Services, U.S. Geological Survey,
   National Center, Mail Stop 250, Reston, VA 20192.
     Notification procedure:
       Written inquires to the System Manager are required and must
   include the following information in order to positively identify the
   individual whose records are requested: (1) Full name, (2) Date of
   birth, (3) Place of birth, (4) Any available information regarding
   the type of record requested. See 43 CFR 2.60.
     Record access procedure:
       An individual can obtain information on the procedures for
   gaining access to and contesting the records from the above System
   Manager. See 43 CFR 2.63.
     Contesting record procedures:
       Same as above. See 43 CFR 2.71.
     Record source categories:
       Information contained in this system is obtained from the
   following categories of sources: (1) Applications and order personnel
   and security forms furnished by the individual, (2) Results of
   investigations and other material furnished by Federal agencies.