Sorn S500.30

Defense Logistics Agency
S500.30

SYSTEM NAME:
Incident Investigation/Police Inquiry Files (April 8, 2010, 75 FR 17906)

SYSTEM LOCATION:
Public Safety and Security Office, Headquarters, Defense Logistics Agency, 8725 John J.
Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Public Safety and Security
Offices of the Defense Logistics Agency Field Activities. Official mailing addresses are published
as an appendix to DLA's compilation of systems of reco rds notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
IIndividuals who have been the subject of a non-criminal investigation or police inquiry into
incidents occurring on DLA-controlled facilities or installations. The system also covers
incidents at other locations that involve individuals assigned to or employed by DLA or
employed by agencies that receive security and police force services from DLA.

CATEGORIES OF RECORDS IN THE SYSTEM:
Records contain case number, name of subject, Social Security Number (SSN), address,
telephone number, and details of the incident or inquiry; the investigative report containing
details of the investigation, relevant facts discovered, information received from sources and
witnesses, the investigator's findings, conclusions, and recommendations; and case disposition
details.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 303(b), Oath to Witnesses; 10 U.S.C. 133,
Under Secretary of Defense for Acquisition and Technology; and E .O. 9397 (SSN), as amended.

PURPOSE(S):
To record information related to investigations of or inquiries into incidents under DLA
jurisdiction. Records may be used to make decisions with respect to disciplinary action and/or
suitability for employment; to bar individuals from entry to DLA facilities or installations; to
evaluate the adequacy of existing physical security safeguards; and to perform similar functions
with respect to maintaining a secure workplace. Statistical data, with all personal data
removed, may be provided to other offices for purposes of reporting, planning, training,
vulnerability assessment, awareness, and similar administrative endeavors. Complaints
appearing to involve criminal wrongdoing are referred to the appropriate criminal inve stigative
organization for investigation and disposition.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING
CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Priv acy Act of
1974, these records or information contained therein may specifically be disclosed outside the
DOD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
To Federal, state, and local agencies that administer programs or employ individuals involved in
an incident or inquiry.
The DoD ‘Blanket Routine Uses’ also apply to this system of records.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING,
RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper files and electronic storage media.

RETRIEVABILITY:
Records are retrieved by name of subject, subject matter, and by case number.

SAFEGUARDS:
Records are maintained in areas accessible only to DLA Headquarters and Field Activities
security and staff personnel who use the records to perform their duties. All records are
maintained on closed military installations with security force personnel performing installation
access control and random patrols. Common Access Cards and personal identification numbers
are used to authenticate authorized desktop and laptop computer users. Computer servers are
scanned monthly to assess system vulnerabilities. Systems security updates are accomplished
daily. The computer files are password protected with access restricted to authorized users
with a need for the information. Records are secured in locked or guarded buildings, locked
offices, or locked cabinets during non duty hours, with access restricted during duty hours to
authorized users with a need for the information.

RETENTION AND DISPOSAL:
Records are destroyed 5 years after date of last action; incidents involving terrorist threats are
destroyed 7 years after the incident is closed.

SYSTEM MANAGER(S) AND ADDRESS:
Program Manager, Law Enforcement Operations, Headquarters, Defense Logistics A gency, Office
of Public Safety, 8725 John J. Kingman Road, Suite 3533, Fort Belvoir, VA 22060 -6220, and the
Security Managers within the DLA Field Activity responsible for the operation of security forces
and staff at the DLA Field Activity. Official mailing addresses are published as an appendix to
DLA's compilation of systems of records notices.

NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about themselves is contained in this
system of records should address written inquiries to the Privacy Act Office, Headquarters,
Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA
22060-6221.

Individuals are required to provide name, Social Security Number (SSN), employing activity
name and address, and, if known, place of investigation.
In addition, the requester must provide a notarized statement or an unsworn declaration made
in accordance with 28 U.S.C. 1746, in the following format:
If executed without the United States: ‘I declare (or certi fy, 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)’.

RECORD ACCESS PROCEDURES:
Individuals seeking access to information about them contained in this system of records should
address written inquiries to the Privacy Act Office, Headquarters, Defense Logistics Agency,
ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060 -6221.
Individuals are required to provide name, Social Security Number, employing a ctivity name and
address, and, if known, place of investigation.
In addition, the requester must provide a notarized statement or an unsworn declaration made
in accordance with 28 U.S.C. 1746, in the following format:
If executed without 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, possession s, or commonwealths: ‘I declare
(or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.
Executed on (date). (Signature)’.

CONTESTING RECORD PROCEDURES:
The DLA rules for accessing records, for contesting contents, a nd appealing initial agency
determinations are contained in 32 CFR part 323, or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:
Information is provided by the record subject, victims, witnesses, and investigators.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5
U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which
he would otherwise be entitled by Federal law or for wh ich he would otherwise be eligible, as a
result of the maintenance of such information, the individual will be provided access to such
information except to the extent that disclosure would reveal the identity of a confidential
source.
Investigatory material compiled solely for the purpose of determining suitability, eligibility, or
qualifications for federal civilian employment, military service, federal contracts, or access to
classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent
that such material would reveal the identity of a confidential source.
An exemption rule for this exemption has been promulgated in accordance with requirements of
5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 323 . For additional
information contact the Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN:
DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060 -6221.