THE UNIVERSITY OF THE ARMY 1775
Headquarters
Department of the Army
Washington, DC
19 April 2023

*Army Regulation 381–45

Effective 19 May 2023

Military Intelligence

U.S. Army Intelligence and Security Records Repository

By Order of the Secretary of the Army:

JAMES C. MCCONVILLE

General, United States Army

Chief of Staff

MARK F. AVERILL

Administrative Assistant to the

Secretary of the Army

History. This publication is a major revision.

Authorities. The authority for this regulation is DoDM 5240.01.

Applicability. This regulation applies to the Regular Army, the Army National Guard/Army National Guard of the United States, and the U.S. Army Reserve, unless otherwise stated.

Proponent and exception authority. The proponent of this regulation is the Deputy Chief of Staff, G–2. The proponent has the authority to approve exceptions or waivers to this regulation that are consistent with controlling law and regulations. The proponent may delegate this approval authority, in writing, to a division chief within the proponent agency or its direct reporting unit or field operating agency, in the grade of colonel or the civilian equivalent. Activities may request a waiver to this regulation by providing justification that includes a full analysis of the expected benefits and must include formal review by the activity's senior legal officer. All waiver requests will be endorsed by the commander or senior leader of the requesting activity and forwarded through their higher headquarters to the policy proponent. Refer to AR 25–30 for specific requirements.

Army internal control process. This regulation contains internal control provisions in accordance with AR 11–2 and identifies key internal controls that must be evaluated (see appendix B).

Suggested improvements. Users are invited to send comments and suggested improvements on DA FormDA FormDepartment of the Army form 2028 (Recommended Changes to Publications and Blank Forms) via email to usarmy.pentagon.hqda-dcs-g-2.mbx.dami-cd@mail.mil.

Distribution. This publication is available in electronic media only and is intended for the Regular Army, the Army National Guard/Army National Guard of the United States, and the U.S. Army Reserve.

*This regulation supersedes AR 381-45, dated 31 May 2013.

AR 381–45 • 19 April 2023

UNCLASSIFIED

Asset A recruited source.

Controlled record Files of a particularly sensitive nature due to substantive content or method of collection that are physi- cally segregated from the body of ordinary materials.

Counterintelligence coordinating authority A staff element that is responsible for mission management of CI activities, whether at Army level (ACICA), theater level (ATCICA), or task force level (task force counterintelligence coordinating authority).

Cross-reference The identification of the subject of one record with the subject of another by virtue of an alias or some as- sociation or activity of legitimate intelligence or CI significance.

Defense Central Index of Investigations The automated alpha-numeric register of DoD investigations; maintained by the Defense Counterintelli- gence and Security Agency.

Department of Defense agency Any department, office, bureau, or organization subject to the authority of the Secretary of Defense.

Impersonal files Files based on a thing, event, or location.

Record An official file of investigative, intelligence, or CI materials collected by or on behalf of the Army. It may consist of documents, film, magnetic tape, photographs, digital images, or a combination of these. May be used interchangeably in this publication with “file.” Records may be personal, referring to an individual; or impersonal, referring to a thing, event, or organization.

Retention The maintenance of information in either hard copy or electronic format regardless of how the information was collected or how it was disseminated.

Source A person, thing, or activity from which information or services are acquired.

Subject The person, organization, event, or thing to which a record pertains.

Third-agency A provision of EO 13526 that stipulates that “classified information originating in one agency may be dis- seminated to another agency or U.S. entity by any agency to which it has been made available without the consent of the originating agency, as long as the criteria for access under section 4.1(a) of this order are met, unless the originating agency has determined that prior authorization is required for such dis- semination and has marked or indicated such requirement on the medium containing the classified infor- mation in accordance with implementing directives issued pursuant to this order. For purposes of this sec- tion, the DoD will be considered one agency.”

U.S. person A United States citizen; an alien known by the defense intelligence component concerned to be a perma- nent resident alien; an unincorporated association substantially composed of U.S. citizens or permanent resident aliens; a corporation incorporated in the United States, except for a corporation directed and con- trolled by a foreign government or governments. A corporation or corporate subsidiary incorporated abroad, even if partially or wholly owned by a corporation incorporated in the Unites States, is not a U.S. person. A person or organization in the United States is presumed to be a U.S. person, unless specific information to the contrary is obtained. Conversely, a person or organization outside the United States, or whose location is not known to be in the United States, is presumed to be a non-U.S. person, unless spe- cific information to the contrary is obtained (see DoDM 5240.01).

U.S. Army Intelligence and Security Records Repository This major revision, dated 19 April 2023— • Changes the title of the regulation from Investigative Records Repository to U.S. Army Intelligence and Security Records Repository (cover page). • Requires the implementation of automated recordkeeping, management, and transmission of records between the repository and organizations requesting access (chap 2). • Updates the categories of records that may be accessed into the U.S. Army Intelligence and Security Records Repository (para 2 – 1). • Prescribes a new form, DA FormDA FormDepartment of the Army form 7808 (U.S. Army Intelligence and Security Records Repository Data Reference Form) ( para 2–3b ). • Requires quarterly review of holdings by a board to identify records for retention, destruction, or archiving ( para 2–7c ). • Establishes policy for the amendment of records (para 3 – 5) .