Federal Investigative Services

Security Tips

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We provide investigative information to Federal personnel security offices for their use in making suitability and security decisions about Federal employees and contractors. Such information includes:

• Reports of investigation produced by the Office of Personnel Management or other Federal agencies, including credit reports, inquiry forms, and other-agency files;
  
  
• Computer-generated case closing documents summarizing the results of investigative record checks and inquiries;
  
  

• Data from the Personnel Investigations Processing System (PIPS).

Security office staff who handle our investigative reports, access PIPS, or work in space where investigative case papers and reports are processed or stored, must be aware of their personal responsibility for the security and proper maintenance of this information.

The most basic requirements include:

• Protect all investigative documents you handle from unauthorized use or access.
  
  
• Secure all documents in appropriate cabinets or locked enclosures when you are not in their presence; and
  
  
• Do not disclose the content of any report to the Subject of investigation (instead, refer the Subject to the appropriate office for proper procedures to obtain files or information).

If you access the Personnel Investigations Processing System (PIPS):

• Memorize your password. Do not write it down.
  
  
• Do not share your User ID or Password with another person
  
  
• Report suspected password or User ID violations to OPM
  
  
• Do not leave your computer unattended while it is connected or logged onto PIPS
  
  
• Protect our encryption and other equipment from theft or misuse
  
  
• Do not disclose any PIPS case or status information to a Subject

Whether paper files or PIPS data:

• NEVER access your own records; and
  
  
• NEVER access any records unless you have specific authority to do so.

The Privacy Act allows individuals to see their own investigative files, but only when properly requested.  If you are curious, use proper procedures to request your records. Violation of the Privacy Act is punishable by fine and/or imprisonment. (See FOIA Tips for more information about requesting your records.) You are in the best position to ensure that the security of our automated systems and the privacy of individuals are not compromised.

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