32 CFR 310.25 - Disclosure accounting.
(a) Disclosure accountings.
(1) Keep an accurate record of all disclosures made from any system of records except disclosures:
(i) To DoD personnel for use in the performance of their official duties; or
(ii) Under 5 U.S.C. 552, the FOIA.
(2) In all other cases a disclosure accounting is required even if the individual has consented to the disclosure of the information.
(3) Disclosure accountings:
(i) Permit individuals to determine to whom information has been disclosed;
(ii) Enable the activity to notify past recipients of disputed or corrected information (§ 310.19(i)); and
(iii) Provide a method of determining compliance with paragraph (c) of § 310.21.
(b) Contents of disclosure accountings. As a minimum, disclosure accounting shall contain:
(1) The date of the disclosure.
(2) A description of the information released.
(3) The purpose of the disclosure.
(4) The name and address of the person or Agency to whom the disclosure was made.
(c) Methods of disclosure accounting. Use any system of disclosure accounting that shall provide readily the necessary disclosure information (see paragraph (a)(3) of this section).
(d) Accounting for mass disclosures. When numerous similar records are released, identify the category of records disclosed and include the data required by paragraph (b) of this section in a form that can be used to construct an accounting disclosure record for individual records if required (see paragraph (a)(3) of this section).
(e) Disposition of disclosure accounting records. Retain disclosure accounting records for 5 years after the disclosure or the life of the record, whichever is longer.
(f) Furnishing disclosure accountings to the individual.
(1) Make available to the individual to whom the record pertains all disclosure accountings except when:
(i) The disclosure has been made to a law enforcement activity under paragraph (g) of § 310.22 and the law enforcement activity has requested that disclosure not be made; or
(ii) The system of records has been exempted from the requirement to furnish the disclosure accounting under the provisions of § 310.26(b).
(2) If disclosure accountings are not maintained with the record and the individual requests access to the accounting, prepare a listing of all disclosures (see paragraph (b) of this section) and provide this to the individual upon request.