It is the policy of DLA to safeguard personal information contained in any system of records maintained by DLA activities and to make that information available to the individual to whom it pertains to the maximum extent practicable. DLA policy specifically requires that DLA activities:
Collect, maintain, use, and disseminate personal information only when it is relevant and necessary to achieve a purpose required by statute or Executive Order.
Collect personal information directly from the individuals to whom it pertains to the greatest extent practical.
Inform individuals who are asked to supply personal information for inclusion in any system of records:
The authority for the solicitation.
Whether furnishing the information is mandatory or voluntary.
The intended uses of the information.
The routine disclosures of the information that may be made outside DoD.
The effect on the individual of not providing all of any part of the requested information.
Ensure that all records used in making determinations about individuals are accurate, relevant, timely, and complete.
Make reasonable efforts to ensure that records containing personal information are accurate, relevant, timely, and complete for the purposes for which they are being maintained before making them available to any recipients outside DoD, other than a Federal agency, unless the disclosure is made under DLAR 5400.14, DLA Freedom of Information Act Program ( 32 CFR part 1285 ).
Keep no record that describes how individuals exercise their rights guaranteed by the First Amendment of the U.S. Constitution, unless expressly authorized by statute or by the individual to whom the records pertain or is pertinent to and within the scope of an authorized law enforcement activity.
Make reasonable efforts, when appropriate, to notify individuals whenever records pertaining to them are made available under compulsory legal process, if such process is a matter of public record.
Establish safeguards to ensure the security of personal information and to protect this information from threats or hazards that might result in substantial harm, embarrassment, inconvenience, or unfairness to the individual.
Establish rules of conduct for DoD personnel involved in the design, development, operation, or maintenance of any system of records and train them in these rules of conduct.
Assist individuals in determining what records pertaining to them are being collected, maintained, used, or disseminated.
Permit individual access to the information pertaining to them maintained in any system of records, and to correct or amend that information, unless an exemption for the system has been properly established for an important public purpose.
Provide, on request, an accounting of all disclosures of the information pertaining to them except when disclosures are made:
To DoD personnel in the course of their official duties.
Under 32 CFR part 1285 (DLAR 5400.14).
Advise individuals on their rights to appeal any refusal to grant access to or amend any record pertaining to them, and to file a statement of disagreement with the record in the event amendment is refused.
[DLAR 5400.21, 51 FR 33595, Sept. 22, 1986, unless otherwise noted. Redesignated at 56 FR 57803, Nov. 14, 1991, as amended at 66 FR 41781, Aug. 9, 2001]