Security Clearance Secets

Part 3, Finding What Information is Stored About You

Continued from Part 2, Security Clearance Approval/Disapproval Process

What Investigative Information may be Available to me?

If DSS has conducted an investigation on you, there is generally some type of information available to you. However, if you have been awarded a CONFIDENTIAL or SECRET clearance there is the possibility that the available information may be very limited.

The investigation requirement for a clearance at the CONFIDENTIAL or SECRET level is rather fundamental.

This type of investigation is know as a National Agency Check (NAC) and begins with queries to appropriate U.S. Government agencies. If no questionable or derogatory information is uncovered the investigation is concluded.

However, DSS does so many of this type of investigation in a year that they cannot possibly store them all, even on microfilm. Therefore, in those instances where the results are entirely favorable, DSS does not keep a physical copy of the investigation. The only information that is available is a single line in the Defense Clearance and Investigations Index (DCII) computer system reflecting the date the NAC was completed, and the identity of those US Government agencies that were checked regarding you.

If, however, information of a questionable or derogatory nature is admitted or uncovered, then the investigation will be retained in a physical format, most likely on computer.

If you hold a TOP SECRET clearance the investigative requirements are much more complex. Although a NAC is still part of the investigation, DSS will from the beginning, send its Special Agents out to conduct a field investigation called a Single Scope Background Investigation (SSBI). These types of investigations are always retained in a physical format.

If you have maintained a clearance for a period of time, DSS may also have on file "update-type" investigations, called Periodic Reinvestigations (PR). These may either be in computer or physical format as appropriate to your clearance level and investigative results.

Finally, if DSS is requested to investigate questionable or derogatory allegations or information after you have been granted a clearance, but before you are due a PR, they will conduct a Special Investigative Inquiry (SII). This type of investigation is retained in a physical format.

What Other Information is Available About Me From DSS?

In the large majority of cases, people are primarily interested in the information about themselves found in the DSS investigative file. However, certain other types of information may be available, although whether any of this additional information exists is unique to each case. An example of other types of information may include, but is not limited to:

  • Disclosure Information: That is, records of whether your investigative file or information about your file has ever been released to another agency;
  • Industrial Clearance Information: If you have a security clearance because you work for a company that has placed you on a DOD contract requiring a clearance, then the record of that clearance is the property of and may be released to you by DSS.
  • General Information: In many instances DSS may be able to answer general questions concerning investigations and clearances. If they can't, they may be able to direct you to a person, office or agency that can.

Is There any DSS Information I May Not Have?

Both the Privacy Act and the Freedom of Information Act permit DSS to exclude information release. Since each investigation is unique, there are an unlimited number of possibilities as to what may be withheld from an individual investigation, however, most of the information falls into one of these three general areas: Information that pertains to another person and release of which would, in DSS's opinion, constitute a violation of their privacy, will be withheld. Information which is currently and properly classified, will be withheld. Information that may tend to identify a source to whom DSS has granted an express promise of confidentiality, will be withheld. If DSS receives your request for your investigation and DSS has a current case open on you, they will not release any information from that current case so long as it is open. DSS routinely checks for completion of the case and will forward the releasable portions to you as soon as they are able.

If there are prior closed DSS investigations DSS will, at your request, consider them for release to you while awaiting the current case to be completed and closed.

In certain instances, DSS encounters medical information that they do not have the expertise to evaluate for release. In those situations, DSS will withhold the information and request you to provide them with the name and address of a physician to whom you wish the records sent, so they may be fully and correctly explained to you.

What if I want a Copy of Any DSS Information That Pertains to Me?

About You - If you wish to request a copy of your DSS investigation, you must send a written request containing the following:

  • Your full current name
  • Any other names you may have used in the past
  • Date of Birth
  • Social Security Number
  • An originally notarized signature
  • A brief description of the records you are seeking
  • Any other information that you believe may be useful in their search for records pertaining to you
  • Whether you want someone else to receive the records on your behalf (include name and address of the other party)

The address to send your request to is:

Defense Security Service Privacy Act Branch, 601 10th Street, Suite 128, Fort George G. Meade, Maryland 20755-5134

Please note, that due to privacy concerns, facsimile and electronic mail requests for investigative files are not accepted. Only originally signed and properly notarized requests will be accepted via postal mail.

A word about notarized signatures - DSS/ wants to protect your privacy by ensuring that no unauthorized person obtains access to your DSS investigative file. Therefore, they ask for a notarized signature to ensure that only the correct person will be getting your records.

Note: For military personnel, you may have your signature attested to by a commissioned officer in place of the notary requirement.

 

What if I Disagree with Information Contained in my DSS File or Wish to Clarify Information?

The Privacy Act of 1974, permits you to request amendments to your DSS investigative file. If, after reviewing your file, you find information you disagree with, information you believe to be erroneous or if you wish to provide additional information to clarify something, we are able to provide you with instructions on how to make such a request. These actions are not conducted by the Privacy Act Branch of DSS, but by their superior's office at DSS Headquarters.

Instructions for Correction or Amendment

Mail to:

Defense Security Service Office of Freedom of Information and Privacy, 1340 Braddock Place, Alexandria, Virginia 22314-1651

 

How may I Appeal if I am Denied Information Under the Privacy Act?

If the Privacy Act Branch denies you access to any information pertaining to you, you may appeal to their supervisor's office at DSS Headquarters at the above Amendment/Correction address.

 

What if my Investigation was Done a Long Time Ago?

DSS became operational on October 1, 1972. Prior to the formation of DSS, the Personnel Security Investigation mission was accomplished by the military services. When DSS inherited the PSI responsibilities, prior investigations became their property. However, due to lack of storage space, old files remained in the military services file repositories until requested on an individual basis by DSS. As a result, most of these investigations were destroyed at the end of their routine retention period.

In addition, the large majority of DSS investigative files for field investigations are retained only for 15 years after the closing date of the last investigative effort. Therefore most DSS investigations with a last investigative effort closing date of 15 years or more have been deleted from their files.