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Notice No . 01-06

Subject: Clearance Verification System

Date: March 5 , 2001

In November of 1997, we informed you of a community-wide initiative to place a record of security clearances in a limited number of databases. These three distributed data bases are collectively referred to as the Clearance Verification System (CVS). DoD affiliated cases are currently recorded in the DCII but a "mirror" site, Joint Personnel Adjudication System (JPAS), will actually be the source of DoD clearances. Civilian agencies are to place their clearances in OPM's Security/Suitability Investigations Index (SII). Counterintelligence-related clearances are destined for a third database. Since that time, we have been working with a number of agencies to place their clearances in the SII. Recently the U.S. Security Policy Forum addressed this issue and expressed concern about the pace of compliance with this initiative and felt that it needed to be accelerated. In the very near future, you will be contacted by your OPM Appraisal/Assistance Officer to discuss loading your agency's clearance information into the SII. In the meantime, there are things you can do to make this transition easier.

On the reverse, you will find a description of the file format necessary for your automated records to be loaded into the SII. It also shows which data elements are required and which are optional. Before OPM loads your clearance information you should undertake a review of all the clearances to ensure that they are accurate and up-to-date. Remember, others will be relying on information in the CVS to make decisions about access to classified information.

For those who do not have an automated record system, now would be the time to consider automating your clearance information. This is important because you must revalidate clearance information in the SII at least every 180 days. If you don't revalidate, the clearance will be "cancelled" in the index. Also, we will not allow a clearance to be entered unless it is associated with an appropriate level of investigation. For example, you can not show a person with TS based on a NACI. Additionally, if you are an agency that conducts your own investigations but notifies OPM of the investigations through the OFI-79 process, there is a special caveat – you must ensure that we have been appropriately notified of the investigations of people for whom you attempt to load a clearance in the SII. If the appropriate investigation is not already in the SII, the clearance will not be loaded for that individual.

For those agencies that start the transition early, we are able to conduct a "test run" of the load to identify potential problems with your data (e.g., no investigation record for the individual, inappropriate investigation for the clearance shown, etc). If your agency is ready to begin loading your data or wants to start the process, please contact your Appraisal Officer at 202-606-1042.

Richard A. Ferris
Associate Director for Investigations

Attachments:

Verification System (CVS) Transaction File

Inquiries: OPM-IS, Oversight and Technical Assistance Division,  (202) 606-1042

Code: 732, Investigations

Distribution: Non-DoD SOIs/SONs

Notice Expires: Upon notice

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