At DCSA, we control the reports, information, and other investigative materials developed during the vetting process. During the vetting process, DCSA allows certain uses for decentralized copies.
Decentralized Copies and How They’re Used
Investigative materials are maintained as part of Personnel Vetting Records System, DUSDI 02-DoD, system of records notice. When DCSA discloses a record from this record system to an agency, the disclosed record shall be considered a decentralized copy.
The decentralized copy remains a part of the Personnel Vetting Records System even while the copy is in the recipient agency’s custody. Under sections 1.1(e) and 1.3(q) of E.O. 13467, as amended, investigative records “developed during the vetting process,” including for “ongoing assessments,” are subject to the investigating agency’s controls while in use by recipient departments and agencies.
Decentralized copies must be consistent with the guidance defined in applicable NARA General Records Schedules. Under NARA General Records 5.6, section 170, investigative reports and related documents furnished to an agency by the investigation service provider (ISP) should be destroyed in accordance with the ISP’s instructions.
Decentralized records may be maintained only so long as the subject of the report remains of interest to the agency for the purposes defined in the DUSDI 02-DoD SORN (e.g. suitability, security, credentialing purposes). Upon separation or when the subject is no longer of interest to the agency, the agency must dispose of any/all background investigation records.