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.