Privacy Act of 1974; Notice to Alter and Add a System of Records

CONSUMER PRODUCT SAFETY COMMISSION

Privacy Act of 1974; Notice to Alter and Add a System of Records

AGENCY: Department of the Air Force, DoD.

ACTION: Notice to alter and add a system of records.

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SUMMARY: The Department of the Air Force proposes to alter one system

of records and add another to its inventory of systems of records

notices subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: These actions will be effective without further notice on June

16, 1994, unless comments are received that would result in a contrary

determination.

ADDRESSES: Send comments to the Assistant Air Force Access Programs

Officer, SAF/AAIA, 1610 Air Force Pentagon, Washington, DC 20330-1610.

FOR FURTHER INFORMATION CONTACT: Mr. Jim Gibson at (703) 697-3491.

SUPPLEMENTARY INFORMATION: The complete inventory of Department of Air

Force record system notices subject to the Privacy Act of 1974 (5

U.S.C. 552a), as amended, have been published in the Federal Register

and are available from the address above.

The proposed systems reports, as required by 5 U.S.C. 552a(r) of

the Privacy Act were submitted on May 3, 1994, to the Committee on

Government Operations of the House of Representatives, the Committee on

Governmental Affairs of the Senate, and the Office of Management and

Budget (OMB) pursuant to paragraph 4c of Appendix I to OMB Circular No.

A-130, `Federal Agency Responsibilities for Maintaining Records About

Individuals,' dated June 25, 1993 (58 FR 36075, July 2, 1993).

Dated: May 6, 1994.

L.M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

F035 AF MP S

Physical Fitness File.

Air Force unit of assignment and servicing medical

facility.Official mailing addresses are published as an appendix to the

Air Force's compilation of system notices.

Air Force active duty military personnel and Air Force Reserve

component personnel.

File contains individual's cycle ergometry evaluation scores,

letters entering individual into fitness rehabilitation programs,

documenting fitness condition participation, fitness progress reports,

scheduling medical evaluations, scheduling fitness center appointments

and counseling sessions, administrative actions taken, and other

pertinent documentation. All correspondence may contain personal data

such as name, Social Security Number, date of birth and medical

information.

10 U.S.C. 8013, Secretary of the Air Force; Powers and duties,

delegation by; as implemented by Air Force Instruction 40-501; and E.O.

9397.

To document individuals' progress in the Air Force Fitness Program.

The file keeps individuals informed of their fitness levels and of

progress in improving fitness levels and achieving minimum Air Force

fitness standards.

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' published at the beginning of the Air

Force's compilation of systems of records notices apply to this system.

Maintained in file folders and on computer and computer output

products.

Retrieved by name, Social Security Number and grade.

Records are accessed by custodian of the records system and by

person(s) responsible for servicing the records system in performance

of their official duties who are properly screened and cleared for

need-to-know. Records are controlled by personnel screening. Those in

computer storage devices are protected by computer system software.

Files are destroyed two years after the date an individual achieves

Air Force fitness standards, or upon retirement or separation. Records

are destroyed by tearing into pieces, shredding, pulping, macerating or

burning. Computer records are destroyed by erasing, deleting or

overwriting.

Director, Air Force Medical Operations Agency, 170 Luke Street,

Suite 400, Bolling Air Force Base, DC 20332-5113.

Individuals seeking to determine whether this system of records

contains information on them should address inquiries to the Director,

Air Force Medical Operations Agency, 170 Luke Street, Suite 400,

Bolling Air Force Base, DC 20332-5113, or Commander at the unit of

assignment or attachment. Official mailing addresses are published as

an appendix to the Air Force's compilation systems of records notices.

Individual should provide full name, grade, Social Security Number,

and unit and base of assignment. Personal visits require proof of

identity with an Armed Forces Identification Card.

Individuals seeking access to records about themselves contained in

this system should address requests to the Director, Air Force Medical

Operations Agency, 170 Luke Street, Suite 400, Bolling Air Force Base,

DC 20332-5113, or Commander at the unit of assignment or attachment.

Official mailing addresses are published as an appendix to the Air

Force's compilation systems of records notices.

Individual should provide full name, grade, Social Security Number.

Personal visits require proof of identity with an Armed Forces

Identification Card.

The Air Force rules for accessing records, and for contesting and

appealing initial agency determinations are published in Air Force

Instruction 37-132; 32 CFR part 806b; or may be obtained from the

system manager.

Individual to whom the record pertains.

None.

F030 AF MP A

Personnel Data System (PDS) (February 22, 1993, 58 FR 10301).

* * * * *

Delete entry and replace with `Headquarters United States Air

Force, 1040 Air Force Pentagon, Washington, DC 20330-1040;

Headquarters Air Force Military Personnel Center, 550 C Street W,

Randolph Air Force Base, TX 78150-4703; and

Headquarters Air Reserve Personnel Center, 6760 E. Irvington Place

(6600), Denver, CO 80280-6600.

Headquarters of major commands and field operating agencies;

consolidated base personnel offices; central civilian personnel

offices; consolidated reserve personnel offices, and activity or

squadron orderly rooms. Official mailing addresses are published as an

appendix to the Air Force's compilation of record systems notices.'

* * * * *

Add to end of entry `Uses external to the Air Force, with consent

of the individual: Information from the PDS supports a world-wide

locator system which responds to queries as to the location of active

duty or retired Air Force personnel.'

Add a new third paragraph

`Locator information pertinent to active duty or retired Air Force

personnel may be disclosed to recognized welfare agencies, such as the

American Red Cross or the Air Force Aid Society, in emergency

situations.'

* * * * *

F030 AF MP A

Personnel Data System (PDS).

Headquarters United States Air Force, 1040 Air Force Pentagon,

Washington, DC 20330-1040;

Headquarters Air Force Military Personnel Center, 550 C Street W,

Randolph Air Force Base, TX 78150-4703; and

Headquarters Air Reserve Personnel Center, 6760 E. Irvington Place

(6600), Denver, CO 80280-6600.

Headquarters of major commands and field operating agencies;

consolidated base personnel offices; central civilian personnel

offices; consolidated reserve personnel offices, and activity or

squadron orderly rooms. Official mailing addresses are published as an

appendix to the Air Force's compilation of record systems notices.

Air Force active duty and retired military personnel; Air Force

Reserve and Air National Guard personnel; Air Force Academy cadets; Air

Force civilian employees; certain surviving dependents of deceased

members of the Air Force and predecessor organizations; potential Air

Force enlistees; candidates for commission enrolled in college level

Air Force Reserve Officer Training Corps (AFROTC) programs; deceased

members of the Air Force and predecessor organizations; separated

members of the Air Force, the Air National Guard (ANG) and United

States Air Force Reserve (USAFR); ANG and USAFR technicians;

prospective, pending, current, and former Air Force civilian employees,

except Air National Guard technicians; current and former civilian

employees from other governmental agencies that are serviced at CCPOs

may be included at the option of servicing CCPO; Department of Defense

(DOD) contractors and foreign military personnel on liaison or support

duty.

The principal digital record maintained at each PDS operating level

is the Master Personnel File, which contains the following categories

of information:

1. Accession data pertaining to an individual's entry into the Air

Force (place of enlistment source of commission, home of record, date

of enlistment, place from which ordered to enter active duty (EAD)).

2. Education and training data, describing the level and type of

education and training, civilian or military (academic education level,

major academic specialty, professional specialty courses completed,

professional military education received).

3. Utilization data used in assigning and reassigning the

individual, determining skill qualifications, awarding Air Force

Specialty Codes (AFSC), determining duty location and job assignment,

screening/selecting individual for overseas assignment, performing

strength accounting processes, etc. (Primary Air Force Specialty Code,

Duty and Control Air Force Specialty Code, personnel accounting symbol,

duty location, up to 24 previous duty assignments, aeronautical rating,

date departed last duty station, short tour return date, reserve

section, current/last overseas tour).

4. Evaluation Data on members of the Air Force during their career

(Officer Effectiveness Report dates and ratings, Enlisted Performance

Report dates and ratings, results of various qualifications tests, and

`Unfavorable Information' indicator).

5. Promotion Data including promotion history, current grade and/or

selection for promotion (current grade, date of rank and effective

date; up to 10 previous grades, dates of rank and effective dates;

projected temporary grade, key `service dates').

6. Compensation data although PDS does not deal directly with

paying Air Force members, military pay is largely predicated on

personnel data maintained in PDS and provided to Defense Finance and

Accounting System (DFAS) as described in ROUTINE USES below (pay date,

Aviation Service Code, sex, grade, proficiency pay status).

7. Sustentation data--information dealing with programs provided or

actions taken to improve the life, personal growth and morale of Air

Force members (awards and decorations, marital status, number of

dependents, religious denomination of member and spouse, race relations

education).

8. Separation and retirements data, which identifies an

individual's eligibility for and reason for separation (date of

separation, mandatory retirement date, projected or actual separation

program designator and character of discharge). At the central

processing site (AFMPC), other subsidiary files or processes are

operated which are integral parts of PDS:

(a) Procurement Management Information System (PROMIS) is an

automated system designed to enable the United States Air Force to

exercise effective management and control of the procurement personnel

required to meet the total scheduled manpower requirements necessary to

accomplish the Air Force mission. The system provides the recruiter

with job requirement data such as necessary test scores, AFSC, sex,

date of enlistment; and the recruiter enters personal data on the

applicant--Social Security Number, name, date of birth, etc.--to

reserve the job for him or her.

(b) Career Airman Reenlistment Reservation System (CAREERS) is a

selective reenlistment process that manages and controls the numbers by

skill of first-term airmen that can enter the career force to meet

established objectives for accomplishing the Air Force mission. A

centralized data bank contains the actual number, by quarter, for each

AFSC that can be allowed to reenlist during that period. The individual

requests reenlistment by stating his eligibility (AFSC, grade, active

military service time, etc.). If a vacancy exists, a reservation--by

name, Social Security Number, etc.--will be made and issued to the CBPO

processing the reenlistment.

(c) Airman Accessions provides the process to capture a new

enlistee's initial personal data (entire personnel record) to establish

a personnel data record and gain it to the Master Personnel File of the

Air Force. The initial record data is captured through the established

interface with the Processing and Classification of Enlistees System

(PACE) at Basic Military Training, Lackland Air Force Base, for non-

prior service; for prior service enlistees the basic data (name, Social

Security Number, date of enlistment, grade, etc.) is input directly by

United States Air Force Recruiting Service and updated and completed by

the initial gaining CBPO.

(d) Officer Accessions is the process whereby each of the various

Air Force sources of commissioning (AF Academy, AFROTC, Officer

Training School, etc.) project their graduates in advance allowing

management to select by skill, academic specialty, etc.--which and how

many will be called to active duty when, by entering into the record an

initial assignment and projected entry onto active duty date. On that

date the individual's record is accessed to the active Master Personnel

File of the Air Force.

(e) Technical Training Management Information System (TRAMIS) is a

system dealing with the technical training activities controlled by Air

Training Command. The purpose of the system is to integrate the

training program, quota control and student accounting into the

personnel data system. TRAMIS consists of numerous files which

constitute `quota banks' of available training spaces, in specific

courses, projected for future use based on estimated training

requirements. Files include such data as: Course identification

numbers, class start and graduation dates, length of training, weapon

system identification, training priority designator, responsible

training centers, trainee names, Social Security Number (and other

pertinent personnel data) on individuals scheduled to attend classes.

(f) Training Pipeline Management Information System (TRAPMIS) is an

automated quota allocating system which deals with specialized combat

aircrew training and aircrew survival training. Its files constitute a

`quota bank' against which training requirements are matched and

satisfied, and through which trainees are scheduled in `pipeline'

fashion to accommodate the individual's scheduled geographical movement

from school to school to end assignment. Files contain data concerning

the courses monitored as well as names, Social Security Numbers and

other pertinent personnel data on members being trained.

(g) Air Force Institute of Technology (AFIT) Quota Bank File

reflects program quotas by academic specialty for each fiscal year

(current plus two future fiscal years, plus the past fiscal year

programs for historical purposes). Also, this file reflects the total

number of quotas for each academic specialty. Officer assignment

transactions process against the AFIT Quota Bank File to reflect the

fill of AFIT Quotas. Examples of data maintained are: Academic

specialty, program level, fiscal year, name of incumbent selected,

projected, filling AFIT quota.

(h) Job File is derived from the Authorization Record and is

accessible by Position Number. Resource managers can use the Job File

to validate authorizations by Position Number for assignment actions

and also to make job offers to individual officers. Internal suspensing

within the Job File occurs based upon Resource Managers update

transactions. Data in the file includes: Position number, duty AFSC,

functional account code, program element, location, and name of

incumbent.

(i) Casualty subsystem is composed of transactions which may be

input at Headquarters Air Force and/or CBPOs to report death or serious

illness of members from all components. A special file is maintained in

the system to record information on individuals who have died. Basic

identification data and unique data such as country of occurrence, date

of incident, casualty group, aircraft involved in the incident and

military status are recorded and maintained in this file.

(j) Awards/Decorations are recorded and maintained on all component

personnel in the headquarters Air Force master files. All approved

decorations are input at CBPOs whereas disapproved decorations are

input at Major Command/Headquarters Air Force (MAJCOM/HAF). A

decorations statistical file is built at AFMPC which reflects an

aggregation of approvals/disapprovals by category of decoration. This

file does not contain any individually identifiable data. All

individually identifiable data on decorations is maintained in the

Master Personnel File. Such information as the type of decoration,

awarding authority, special order number and date of award are

identified in an individual's record. Several occurrences for all

decorations are stored; however only specific data on the last

decoration of a particular type is maintained.

(k) Point Credit Accounting and Reporting System (PCARS). This

system is an Air National Guard/Air Force Reserve unique supported by

PDS. Its basic purpose is to maintain and account for retirement/

retention points accrued as a result of participating in drills/

training. The system stores basic personal identification data which is

associated with a calendar of points, earned by participation in the

Reserve program. Each year an individual's record is closed and point

totals are accumulated in history, and a point earning statement is

provided the individual and various records custodians.

(l) Human Reliability/Personnel Reliability File: This file is

maintained at Headquarters Air Force in support of Air Force Regulation

35-99. It is not part of the Master Personnel Files but a free standing

file which is updated by transactions from CBPOs. The file was

established to specifically identify individuals who have become

permanently disqualified under the provisions of the above regulation.

A record is maintained on each disqualified individual which includes

basic identification data, service component, Personnel/Human

Reliability status and date, and reason for disqualification.

(m) Variable Incentive Pay (VIP) File for medical officers:

Contains about 125 character record on all Air Force physicians and is

specifically used to identify whether the individual is participating

in the Continuation Pay or Variable Incentive Pay programs. Update to

this file is provided by the Surgeon (AFMPC), changes to the Master

Personnel File. Besides basic identification data an individual's

record, includes source of appointment, graduate medical location

status, amount of VIP or Continuation Pay and the dates of

authorization and the dates and reason for separation.

(n) Weighted Airman Promotion System (WAPS):

(1) The Test Scoring and Reporting Subsystem (TSRS) provides for:

Identifying at the CBPO individuals eligible for testing; providing

output to the Base Test Control Officer and the CBPO to control,

monitor, and operate WAPS testing functions; editing and scoring WAPS

test answer cards at AFMPC; providing output for maintaining historical

and analytical files at AFMPC and the Human Resources Laboratory (HRL)

and includes the central identification of AFMPC of individuals

eligible for testing.

(2) The Personnel Data Reporting Subsystem (PDRS) provides for:

Identifying promotion eligibles at AFMPC; verifying these eligibles and

selected promotion data; merging test and weighted promotion data at

AFMPC to effect promotion scoring, assigning the promotion objective

and aligning selectees in promotion priority sequence; maintaining

projects on promotion selectees at AFMPC, MAJCOM, and the CBPO;

updating these projections monthly; creating output products to monitor

the flow of data in the system; maintaining promotion historical and

analytical files and reports at AFMPC.

(3) Basically, identification data along with time in grade, test

scores, decoration information, time in service, and airman performance

report history is used to support this program.

(o) Retired Personnel Data System (RPDS) is made up of four files -

Retired Officer Management File and Retired Airman Management File

containing records on members in retired status and the Retired Officer

and Airman Loss Files containing records on former retirees who have

been lost from rolls, usually through death. The RPDS is used to

produce address listings for the Retired Newsletter and Policy letter,

statistical reports for budgeting, to manage the Advancement Program,

the Temporary Disability Retired List, Age 59 rosters, mobilization

rosters and orders for ARPC, General Officer roster, and statistical

digest data for management analysis functions. Data is extracted from

the master files upon retirement from Active Duty or Reserve or

obtained from member by ARPC via survey or from address changes

submitted to the Defense Finance and Accounting System (DFAS). Data

includes name, Social Security Number, grade data, service data,

education data, retirement data, address, home and business phone

numbers, state of medical license, expiration date of medical license.

(p) Separated Officer File contains historical information on

officers who leave the Air Force via separation, retirement, or death.

Copies are sent to HRL and Washington offices for research purposes.

The data comprises the Master Personnel File in its entirety and is

captured 30 to 60 days after separation from the Air Force.

(q) Airman Gain/Loss File includes data extracted from the Airman

Master File when accession and separation (gains and losses) occur.

This file, like the Separated Officer File, is used for historical

reports regarding strength changes. Data includes name, Social Security

Number, and other data that reflects strength, i.e., promotions,

reassignment data, specialty codes, etc.

(r) Officer and Airman Separation Subsystem is used to process,

track, approve, disapprove and project separations from the Air Force

and transfers between components of the Air Force. This subsystem uses

the Active, Guard, and Reserve Master Personnel Files. Data includes

that specifically related to separations, e.g., date of separation,

separation program designator, waivers, etc.

(s) The Retirements Subsystem is used to process and track

applications for an approval/disapproval and projections of

retirements. This subsystem uses the Master Files for active duty and

Reserve officers and airmen. Data specifically related to retirements

includes application data, date of separation, waiver codes,

disapproval reason codes, separation program designator, Title 10

U.S.C. section, etc.

(t) Retired Orders Log is a computer produced retirement orders

routine. Orders are automatically produced when approval, verification

of service dates, and physical clearance have been entered in system.

The orders log contains data found in administrative orders for

retirement, including name, Social Security Number, grade, order

number, effective dates, etc. The log is used to control assignment of

order number, and as a cross-reference between orders, revocations and

amendments.

(u) General Officer Subsystem of PDS contains data extracted from

the Master Personnel File and language qualification data and

assignment history data maintained by the Assistant for General Officer

Matters. A record is maintained on each general officer and general

officer selectee. The general officer files are updated monthly and are

used to produce products used in the selection/identification of

general officers for applicable assignments.

(v) Officer Structure Simulation Model (OSSM) provides officer

force descriptions in various formats for existing, predictive or

manipulated structures. It functions as a planning tool against which

policy options can be applied so as to determine the impact of such

policy decisions. The OSSM input records contain individual

identifiable data from the Master Personnel Record, but all output is

statistical.

(w) Widow's File is maintained on magnetic tape and updated by the

office of primary responsibility. When required, address labels and

listings are produced by employing selected PDS utility programs. The

address labels are used to forward the Retired Newsletter to widows of

active duty and retired personnel. The listings are used for management

control of the program. Contained in the file are the name, address,

and Social Security Number of the widow. Additionally, the deceased

sponsor's name, Social Security Number, date of death, and status at

time of death are maintained.

(x) Historical Files are files with a retention period of 365 days

or more. They consist of copies of active master files, and are used

primarily for aggregation and analysis of statistical data, although

individual records may be accessed to meet ad hoc requirements.

(y) Miscellaneous files, records, and processes are a number of

work files, inactive files with a less-than-365-day retention period,

intermediate records, and processes relating to statistical

compilations, computer operation, quality control and problem

diagnosis. Although they may contain individual-identifying data, they

do so only as a function of system operation, and are not used in

making decisions about people.

(z) Civilian employment information including authorization for

position, personnel data, suspense information; position control

information; projected information and historical information; civilian

education and training data; performance appraisal, ratings,

evaluations of potential; civilian historical files covering job

experience, training and transactions; civilian awards information,

merit promotion plan work files; career programs files for such

functional areas as procurement, logistics, civilian personnel, etc.,

civilian separation and retirement data for reports and to determine

eligibility; adverse and disciplinary data for statistical analysis and

employee assistance; stand-along files, as for complaints, enrollee

programs; extract files from which to produce statistical reports in

hard copy, or for immediate access display on remote computer

terminals; miscellaneous files, as described in item (y) above.

(aa) Aviator Continuation Pay: This file is used to identify where

the officer is participating in the Continuation Pay Program. Update to

this file is provided by Headquarters AFMPC/DPMAT, DFAS,and directly

from changes to the Master Personnel File. Identification data on an

individual record includes amount of continuation pay, active duty

service computation, and bonus eligibility date.

10 U.S.C. 265, policies and regulations: Participation of reserve

officers in preparation and administration; 269, Ready reserve:

Placement in; transfer from; 275, Personnel records; 278, Dissemination

of information; 279, Training Reports; 31, Enlistments; 564, Warrant

officers: Effect of second failure of promotion; 593, Commissioned

Officers: Appointment, how made; term; 651, Members: Required service;

671, Members not to be assigned outside US before completing training;

673, Ready reserve; (47, Uniform Code of Military Justice, Section 835,

Article 35, Service of Charges; Section 837, Article 37, Unlawfully

influencing action of court; Section 885, Article 85, Desertion;

Section 886, Article 86, Absence without leave; Section 887, Article

87, Missing movement); 972, Enlisted members: Required to make up time

lost; 1005, Commissioned officers:Retention until completion of

required service; 1163, Reserve components: Members; limitations on

separation; 1164, Warrant officers; separation for age; 1166, Regular

warrant officers: Elimination for unfitness or unsatisfactory

performance; 61, Retirement or Separation for Physical disability; 63,

Retirement for Age; 1263--Age 62: Warrant officers; 65, Retirement for

Length of Service; 1293, Twenty years or more: Warrant officers; 1305,

Thirty years or more: Regular warrant officers; 67, Retired pay; 1331,

Computation of years of service in determining entitlement to retired

pay; 1332, Age and service requirements; 1333, Computation of years of

service in computing retired pay; 79, Correction of Military Records;

165, Accountability and responsibility, 2771, Final settlement of

accounts: Deceased members; 8013, Secretary of the Air Force: Powers

and duties; delegation by; 805, The Air Staff, Sections 8032, General

duties; and 8033, Reserve components of Air Force; policies and

regulations for government of: Functions of National Guard Bureau with

respect to Air National Guard; 831, Strength, Section 8224, Air

National Guard of the United Status; 833, Enlistments; 835,

Appointments in the Regular Air Force, 8284, Commissioned officers;

Appointment, how made; 8285, Commissioned officers: Original

appointment; qualifications; 8296, Promotion lists: Promotion-list

officer defined; determination of place upon transfer or promotion;

8297, Selection boards; 8303, commissioned officers; Effect of failure

of promotion to captain, major, or lieutenant colonel; 837,

Appointments as Reserve Officers; 8360, Commissioned officers:

Promotion service; 8362, Commissioned officers: Selection boards; 8363,

Commissioned officers; Selection boards; general procedures; 8366,

Commissioned officers; Promotion to captain, major, or lieutenant

colonel; 8376, Commissioned officers: Promotion when serving in

temporary grade higher than reserve grade; 839, Temporary Appointments,

8442, Commissioned officers; regular and reserve components:

Appointment in higher grade; 8447, Appointments in commissioned grade:

How made; how terminated; 841, Active Duty, 8496, Air National Guard of

United States: Commissioned officers; duty in National Guard Bureau;

853, Rights and benefits, Section 8691, Flying officer rating:

Qualification; 857, Decorations and Awards; 859, Separation, 8786,

Officer considered for removal: Voluntary retirement or honorable

discharge; severance benefits; 8796, Officers considered for removal:

Retirement or discharge; Separation or Transfer to Retired Reserve,

8846, Deferred Officers; 8848, 28 years: Reserve first lieutenants,

captains, majors, and lieutenant colonels; 8851, Thirty years or five

years in grade: Reserve colonels and brigadier generals; 8852, Thirty-

five years or five years in grade: Reserve major generals; 8853,

Computation of years of service; 865, Retirement for Age; 8883, Age 60;

regular commissioned officers below major general; 8884, Age 60:

Regular major generals whose retirement has been deferred; 8885, Age

62: Regular major generals; 8886, Regular major generals whose

retirement has been deferred; 867, Retirement for Length of Service;

8911, Twenty years or more; regular or reserve commissioned officers;

8913, Twenty years or more: Deferred officers not recommended for

promotion; 8914, Twenty to thirty years: Regular enlisted members;

8915, Twenty-five years: Female majors except those designated under

section 8067(a)-(d) or (g)-(i) of this title; 8918, Thirty years or

more: Regular commissioned officers; 8921, Thirty years or five years

in grade: Promotion-list colonels; 8922, Thirty years or five years in

grade: Regular brigadier generals; 8923, Thirty-five years or five

years in grade: Regular major generals; 8924, Forty years or more: Air

Force officers; 901, Training generally; 9301, Members of Air Force:

Detail as students, observers and investigators at education

institutions, industrial plants, and hospitals; and 9302, Enlisted

members of Air Force: Schools; 903, United States Air Force Academy;

9342, Cadet: Appointment; numbers, territorial distribution; 9344,

Selection of persons from Canada and American Republics; 9345,

Selection of Filipinos; 1, Organization, 102, General policy; and 104,

units; Location; organization; command; 3, Personnel, 307, Federal

recognition of officers; Examination, certification of eligibility; 7,

Services, supplies, etc., 709, Caretakers and clerks; 3, Basic Pay,

308, Special pay: Reenlistment bonus; 313, Special pay: Medical

officers who execute active duty agreements; 7, Allowances, 407, Travel

and transportation allowances: Dislocation allowance; 10; Air Force

Manual 30-3, Vol I-V, Mechanized Personnel Procedures, Air Force Manual

30-130, Base Level Military Personnel System, and Air Force Manual 300-

4, Standard Data Elements and Codes; and E.O. 9397.

The Air Force operates a centralized personnel management system in

an environment that is widely dispersed geographically and encompasses

a population that is diverse in terms of qualifications, experience,

military status and needs.

There are three major centers of Air Force personnel management:

Headquarters United States Air Force, Washington, DC, where most major

policy and long-range planning/programming decisions are made; the Air

Force Military Personnel Center at Randolph Air Force Base, TX, which

performs most personnel operations-type functions for the active duty

components of the force; and the Air Reserve Personnel Center at

Denver, CO, which performs certain operational functions for the

Reserve components of the force. Offices at major command headquarters,

State Adjutant Generals, and Air Force bases perform operational tasks

pertaining to the population for which they are responsible. The

structure of the Air Force and its personnel management system, the

composition of the force, and the Air Force's stated objective of

treating people as individuals, i.e., giving due consideration to their

desires, needs and goals, demand a dynamic data system that is capable

of supporting the varying needs of the personnel managers at each

echelon and operating locations. It is to this purpose that the data in

the Personnel Data System is collected, maintained, and used.

Uses within the Air Force Personnel Community:

1. Headquarters United States Air Force, Washington, DC: Deputy

Chief of Staff, Personnel and his immediate staff; Director of

Personnel Plans; Director of Personnel Programs; Assistant for General

officer Matters; Assistant for Colonel Assignments; Reserve Personnel

Division; Air National Guard Personnel Division; and The Surgeon

General, the Chief of Air Force Chaplains and the Staff Judge Advocate,

each of which perform certain personnel functions within their area of

responsibility. Data from the central data base at the AFMPC is

furnished Washington area agencies by retrieval from the computer at

Randolph via remote access devices and by provision of recurring

products containing required management information, including computer

tape files which are used as input to unique systems with which PDS

interfaces. Although most of the data is used by policy makers to

develop long-term plans and programs and track progress toward

established goals, some individual data is provided/retrieved to

support actions taken on certain categories of persons managed by

offices in the headquarters, e.g. General Officers, Colonels, Air

National Guard personnel, etc.

2. Air Force Military Personnel Center (AFMPC), Randolph Air Force

Base, TX: Personnel managers at AFMPC use the data in PDS to make

decisions on individual actions to be taken in areas such as personnel

procurement, education and training, classification, assignment, career

development, evaluation, promotion, compensation, casualty and personal

affairs, separation and retirement.

3. Air Reserve Personnel Center (ARPC), Denver, CO: Personnel

managers at ARPC perform many of the same functions for the Reserve

components of the Air Force as the managers at AFMPC perform for the

active duty force. As with the Washington area, ARPC obtains data from

the central data base at AFMPC by retrieval through remote terminals

and recurring output products containing information necessary to their

management processes.

4. Major Command Headquarters: Major command headquarters personnel

operation are supported by the standard content of PDS records provided

them by AFMPC. In addition, there is provided in the PDS record an

`add-on area' which the commands are authorized to use for the storage

of data which will assist them in fulfilling unique personnel

management requirements generated by their mission, structure,

geographical location, etc. The standard functions performed fall

generally under the same classifications as those in AFMPC, e.g.,

assignment, classification, separation, etc. Nonstandard usages include

provisions of unique aircrew data, production of specially-tailored

name listing, control of theater oriented training, etc. Some commands

use PDS data--both standard and add-on as input to unique command

systems, which are separately described in the Federal Register.

5. Consolidated Base Personnel Offices (CBPO): CBPOs, which

represent the base-level aspect of PDS, are the prime point of system-

to-people interface. Supplied with a standard data base and system,

CBPOs provide personnel management support to commanders and

supervisors on a daily basis. Acting on receipt of data from higher

headquarters, primarily by means of transactions processed through PDS,

they notify people of selection for reassignment, promotion, approval/

disapproval of requests for separation and retirement, and similar

personnel actions. When certain events occur to an individual at the

local level, e.g., volunteer for overseas duty, reduction in grade,

change in marital status, application for retirement, etc., the CBPO

enters transactions into the vertical system to transmit the requisite

information to other management levels and update the automated records

resident at those levels. CBPOs too are allotted an `add-on' area in

the computer record which they use to support local management unique

requirements such as local training scheduling, unique locator listing

urinalysis testing scheduling, etc.

Uses within the Air Force--external to the Personnel Community.

1. Headquarters USAF/AFMPC Interfaces: Automated interfaces exist

between the PDS central site files and the following systems of other

functions:

a. The Flight Records Data System (FRDS) maintained by the Air

Force Safety Agency (AFSA) at Norton Air Force Base, CA.

b. Certain personnel identification data on rated officers is

transferred monthly to the FRDS. This data flow creates the basic

identifying data in the FRDS, insures compatibility with the PDS, and

precludes duplicative data collection and input generation by the AFSA.

c. Update of the personnel data to the FRDS generates return flow

of flying hour data which is used at AFMPC for rated resource

distribution management.

d. The Master Military Pay Account (MMPA), is the Joint Uniform

Military Pay System (JUMPS) centralized pay file maintained by DFAS at

Denver, CO. The PDS transfers certain pay related data as changes occur

to update the MMPA, e.g., promotions, accessions, separations/

retirements, name, Social Security Number, grade. These data provide

criteria for DFAS to determine specific pay entitlement.

e. DFAS maintains a separate pay system for Air National Guard and

Air Force Reserve personnel called the Air Reserve Pay and Allowances

System (ARPAS).

(1) PDS outputs certain pay related data to ARPAS as changes occur,

e.g., retirements/separations, promotions, name, Social Security

Number, grade. These data form the criteria for DFAS to determine

specific Reserve pay entitlement.

(2) ARPAS outputs data which affect accumulated point credits for

Air National Guard/Reserve participation to AFMPC for update of the

PCARS, a component of PDS. PCARS also receives monthly input from

Headquarters Air University which updates point credits as a result of

completing an Extension Courses Institute correspondence program.

f. DFAS provides data on (VIP) for Medical Officers which is used

to update a special control file within PDS and produce necessary

reports for management of the VIP program.

g. Air Training Command operates a system called PACE (Processing

and Classification of Enlistees) at Lackland Air Force Base, TX. From

that system data is fed to AFMPC to initially establish the PDS record

on an Air Force enlistee.

h. On a monthly basis, copies of the PDS Master Personnel File are

provided to the Human Resources Laboratory at Brooks Air Force Base,

TX, where they are used as a statistical data base for research

purposes.

i. On a quarterly basis, AFMPC provides the United States Air Force

School of Aerospace Medicine with data concerning name, Social Security

Number, and changes in base and command of assignment of flying

personnel. The data reflects significant medical problems in the flying

population.

j. A complete printout of PDS data pertaining to an individual is

included in his Master Personnel File when it is forwarded to National

Personnel Records Center.

k. PDS data is provided to the Contingency Planning Support

Capability (CPSC) at five major command headquarters: Tactical Air

Command, Military Airlift Command, Air Force Communications Command,

United States Air Forces Europe, and Pacific Air Forces. A record

identifiable by individual's name and Social Security Number provides

contingency and/or manning assistance temporary duty (TDY) being

performed by the individual. Record is destroyed upon completion of the

TDY. Statistical records (gross statistics by skill and unit) are also

generated for CPSC from PDS providing force availability estimates.

CPSC is described separately in the Federal Register.

2. Consolidated Base Personnel Offices (CBPO) Interfaces: Certain

interfaces have been established at base level to pass data from one

functional system to another. The particular mode of interface depends

on the needs of the receiving function and the capabilities of the

system to produce the necessary data:

a. The Flight Management Data System (FMDS) receives an automated

flow of selected personal data on flying personnel as changes occur.

This data consists primarily of assignment data and service dates which

the base flight manager uses to determine appropriate category of

aviation duty which is reflected by designation of an Aviation Service

Code. The FMDS outputs aviation service data as changes occur to the

BLMPS. These data subsequently flow to the PDS central site files at

AFMPC so it is available for resource management decisions.

b. The Medial Administration Management System (MAMS), currently

being developed and tested, will receive flow of selected assignment

data as changes occur for personnel assigned to medical activities.

MAMS will use these data to align assigned personnel with various cost

accounting work centers within the medical activity and thus be able to

track manpower expenditure by subactivities.

c. The Automated Vehicle Operator Record (AVOR) is being developed

to support motor vehicle operator management. Approximately 115

characters of vehicle operator data will be incorporated into the BLMPS

data base during FY76 for both military and civilian personnel

authorized to operate government motor vehicles and selected personnel

data items (basic identification data) will be authorized for access by

the vehicle operator managers.

d. Monthly, a magnetic tape is extracted from BLMPS containing

selected assignment data on all assigned personnel. This tape is

transferred to the base Accounting and Finance Office for input into

the Accounting Operations System. This system uses these data to derive

aggregate base manpower cost data.

e. A procedure is designed into BLMPS to output selected background

data in predefined printed format for personnel being administered

military justice. This output is initiated upon notification by the

base legal office. The data is forwarded to the major command where it

is input into the Automated Military Justice Analysis and Management

System (AMJAMS).

f. The BLMPS output (on an event-oriented basis) pay-affecting

transactions such as certain promotions, accessions, and assignments/

reassignments, to DFAS, where the data is entered into the JUMPS.

Uses external to the Air Force, but within DOD.

1. To The Office Of The Secretary Of Defense (OSD): Individual

information is provided to offices in OSD on a recurring basis to

support top-level management requirements within the Department of

Defense. Examples are the DOD Recruiter File to the Assistant Secretary

for Manpower and Reserve Affairs (M&RA), a magnetic tape extract of

military personnel records (RCS: DDM(SA)1221) to M&RA, input to the

Reserve Component Common Personnel Data System to M&RA, and the Post

Career Data File to M&RA.

2. To other Defense Agencies: PDS supports other components of DOD

by provision of individual data in support of programs operated by

those agencies. Examples are the Selected Officer List to Defense

Intelligence Agency for use in monitoring a classified training program

and the Defense System Management School (DSMS) Track Record System to

DSMS for use in evaluating the performance of graduates of that

institution. An extract file on Air National Guard Technicians is

provided the National Guard Computer Center.

Uses external to the Air Force:

Information from the PDS supports a world-wide locator system which

responds to queries as to the location of active duty or retired Air

Force personnel.

Uses external to the Air Force, with consent of the individual:

Information from the PDS supports a world-wide locator system which

responds to queries as to the location of active duty or retired Air

Force personnel.

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DOD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

Other Government/Quasi-Government Agencies: Information used in

analyzing officer/airman retention is provided RAND Corporation. Data

on prior service personnel with military service obligations is

forwarded to the National Security Agency. Lists of officers selected

for promotion and/or appointment in the Regular Air Force are sent to

the Office of the President and/or the Congress of the United States

for review and confirmation. Certain other personnel information is

provided these and other government agencies upon request when such

data is required in the performance of official duties. Selected

personnel data is provided foreign governments, United States

governmental agencies, and other Uniformed Services on United States

Air Force personnel assigned or attached to them for duty. Examples:

the government of Canada, Federal Aviation Administration, U.S. Army,

Navy, etc.

Litigation/Miscellaneous: Lists of individuals selected for

promotion or appointment, who are being reassigned, who die, or who are

retiring are provided to unofficial publications such as the Air Force

Times, along with other information of interest to the general Air

Force public. Information from PDS support a world-wide locator system

which responds to queries as to the location of individuals in the Air

Force. Locator information pertinent to personnel on active duty may be

furnished to a recognized welfare agency such as the American Red Cross

or the Air Force Aid Society. For civilian personnel--to provide

automated system support to Air Force officials at all levels from that

part of the Office of Personnel Management required personnel

management and records keeping system that pertains to evaluation,

authorization and position control, position management, staffing

skills inventory, career management, training, retirement, employee

services, rights and benefits, merit promotion, demotions, reductions

in force, complaints resolution, labor management relations, and the

suspensions and processing of personnel actions; to provide for

transmission of such records between employing activities within the

Department of Defense--to provide individual records and reports to

OPM; to provide information required by OPM for the transfer between

federal activities; to provide reports of military reserve status to

other armed services for contingency planning--to obtain statistical

data on the work force to fulfill internal and external report

requirements and to provide Air Force offices with information needed

to plan for and evaluate manpower, budget and civilian personnel

programs--to provide minority group designator codes to the Office of

Personnel Management's automated data file--to provide the Office of

the Assistant Secretary of Defense, Manpower and Reserve Affairs, with

data to access the effectiveness of the program for employment of women

in executive level positions--to obtain listings of employees by

function or area for locator and inventory purposes by Air Force

offices--to assess the effect or probable impact of personnel program

changes by simulations and modeling exercises--to obtain employee duty

locations and other information releasable under OPM rules and the

Freedom of Information Act to respond to request from Air Force

offices, other Federal agencies and the public--to provide individual

records to other components of the Department of Defense in the conduct

of their official personnel management program responsibilities--to

provide records to OPM for file reconciliation and maintenance

purposes--and to provide information to employee unions as required by

negotiated contracts.

Locator information pertinent to active duty or retired Air Force

personnel may be disclosed to recognized welfare agencies, such as the

American Red Cross or the Air Force Aid Society, in emergency

situations.'

The `Blanket Routine Uses' published at the beginning of the Air

Force's compilation of systems of records notices apply to this system.

Maintained in visible file binders/cabinets, card files, on

computer magnetic tapes, disks or computer paper printouts or

microfiche.

Retrieved by name or Social Security Number. The primary individual

record identifier in PDS is Social Security Number. Some files are

sequenced and retrieved by other identifiers; for instance, the

assignment action record is identified by an assignment action number.

Additionally, at each echelon there exists computer programs to permit

extraction of data from the system by constructing an inquiry

containing parameters against which to match and select records. As an

example, an inquiry can be written to select all Captains who are F-15

pilots, married, stationed at Randolph Air Force Base, who possess a

master's degree in Business Administration; then display name, Social

Security Number, number of dependents and duty location. There is the

added capability of selecting an individual's record or certain

preformatted information by Social Security Number on an immediate

basis using a teletype or cathode ray tube display device. High-speed

line printers located in the Washington, DC area, at major command

headquarters, and ARPC permit the transfer of volume products to and

for the use of personnel managers at those locations.

Records are accessed by custodian of the record system and by

person(s) responsible for servicing the record system in the

performance of their official duties where authorized, and properly

screened and cleared for need-to-know, and by commanders of medical

centers and hospitals. Records are stored in security file containers/

cabinets, safes, vaults and locked cabinets, safes, vaults or rooms.

Records are protected by guards. Records are controlled by personnel

screening visitor registers and computer system software.

Retained in office files until superseded, obsolete, no longer

needed for reference, or on inactivation, then destroyed by tearing

into pieces, shredding, pulping, macerating, or burning. Preceding

retention statement applies to Analog output products of the PDS. Data

stored digitally within system is retained only for the period required

to satisfy recurring processing requirements and/or historical

requirements. Files with a retention period of 364 days or less are

automatically released at the end of their specified retention period.

`Permanent history' files are retained for 10 years. Files 365 or more

days old are defined as `historical files' and are not automatically

released. Retention periods for categories of PDS files are as follows:

If cycle in which a program or series of programs creating output is

daily, and the created magnetic tape file will be used for processing

of next daily, then the retention will be not greater than 10 days. If

cycle in which a program or series of programs creating output is

daily, and the created magnetic tape file will be used for processing

of next daily, which is also used for processing of weekly runs, then

the retention will be not greater than 20 days. If cycle in which a

program or series of programs creating output is daily, and the created

magnetic tape file will be used for processing of next weekly, which is

also used for processing of monthly runs, then the retention will be

not greater than 30 days. If cycle in which a program or series of

programs creating output is weekly, and the created magnetic tape file

will be used for processing of next weekly, then the retention will be

not greater than 20 days. If cycle in which a program or series of

programs creating output is weekly, and the created magnetic tape file

will be used for processing of next weekly, which is also used for

processing of monthly runs, then the retention will be not greater than

30 days. If cycle in which a program or series of programs creating

output is monthly, and the created magnetic tape file will be used for

processing of next monthly, then the retention will be not greater than

30 days. If cycle in which a program or series of programs creating

output is monthly, and the created magnetic tape file will be used for

processing of next monthly, which is also used for processing of

quarterly runs, then the retention will be not greater than 90 days. If

cycle in which a program or series of programs creating output is

monthly, and the created magnetic tape file will be used for processing

of next monthly, which is also used for processing of semi-annual run,

the retention will be not greater than 190 days. If cycle in which a

program or series of programs creating output is monthly, which is also

used for processing of annual runs, then the retention will be not

greater than 365 days. If cycle in which a program or series of

programs creating output is monthly, and the created magnetic tape file

will be used for processing of next monthly, which is also used for

processing of permanent history, then the retention will be not greater

than 999 days. If cycle in which a program or series of programs

creating output is quarterly, and the created magnetic tape file will

be used for processing of next quarterly, then the retention will be

not greater than 90 days. If cycle in which program or series of

programs creating output is quarterly, and the created magnetic tape

file will be used for processing of next quarterly, which is also used

for processing of semi-annual run, then the retention will be not

greater than 190 days. If cycle in which a program or series of

programs creating output is quarterly, and the created magnetic tape

file will be used for processing of next quarterly, which is also used

for processing of annual runs, then the retention will be not greater

than 365 days. If cycle in which a program or series of programs

creating output is quarterly, and the created magnetic tape file will

be used for processing of next quarterly, which is also used for

processing of permanent history, then the retention will be not greater

than 999 days. If cycle in which a program or series of programs

creating output is annual, and the created magnetic tape file will be

used for processing of next annual, then the retention will be not

greater than 365 days. If cycle in which a program or series of

programs creating output is annual, and the created magnetic tape file

will be used for processing of next annual, which is also used for

processing of permanent history, then the retention will be not greater

than 999 days. If the program or series of programs creating output is

a one time run, and the file will be used for processing as required,

then the retention will be lowest possible retention commensurate to

job completion. If the program or series of programs creating output is

compile card image or SOLT tapes, and the created magnetic tape file

will be used for processing as required run, then the retention will be

not greater than 90 days maximum. If cycle in which a program or series

of programs creating output is as required runs, and the created

magnetic tape file will be used for processing as required, the

retention will be lowest possible commensurate to job completion. If

the program or series of programs creating output is test files, and

the created magnetic tape file will be used for processing as required,

then the retention will be not greater than 30 days. If the program or

series of programs creating output is print/punch backup and the

created magnetic tape file will be used for processing as required,

then the retention will be not greater than 10 days. In addition, for

civilian personnel at base level (CCPO), master personnel files for

prospective employees are transferred to the active file upon

appointment of the employee or in the event the employee is not

appointed and will no longer be considered a candidate for appointment,

are destroyed by degaussing-master personnel files for active employees

are transferred to the separated employee history file where they are

retained for three years subsequent to separation and then destroyed by

degaussing. The notification of personnel action--Standard Form 450--is

disposed of as directed by OPM--work files and records such as the

employee career brief, position survey work sheet, retention register

work sheet, alphabetic and Social Security Number locator files, and

personnel and position control register are destroyed after use by

tearing into pieces, shredding, pulping, macerating, or burning--work

sheets pertaining to qualification and retention registers are disposed

of as directed by the Office of Personnel Management--transitory files

such as pending files, and recovery files are destroyed after use by

degaussing--files and records retrieved through general retrieval

systems are destroyed after use by tearing into pieces, shredding,

pulping, macerating, or burning. Those records at AF Manpower and

Personnel Center for the end of each fiscal year quarter are retained

for five years before destroying by deletion--the separated employee

file retains employee information at time of separation for five years

after which the employee's record is destroyed by degaussing.

Deputy Chief of Staff, Personnel, Headquarters United States Air

Force, Washington, DC 20330-1000. Subordinate system managers are:

a. Director of Personnel Data Systems, Assistant Deputy Chief of

Staff for Personnel, Headquarters Air Force Military Personnel Center

(HQ AFMPC), Randolph Air Force Base, TX 78150-6001. He is responsible

for overall PDS design, maintenance and operation, and is designated

the Automated Data Processing system manager for all Air Force

personnel data systems.

b. The Director of Personnel Data Systems at each major command

headquarters for systems operated at that level.

c. The Chief, CBPO, at Air Force installations for systems operated

at that level.

d. The Civilian Personnel Officer at Air Force installations for

civilian systems operated at that level. Official mailing addresses are

published as an appendix to the Air Force's compilation of record

systems notices.

Individuals seeking to determine whether this system of records

contains information on themselves should address written inquiries to

or visit the system manager of the operating level with which they are

concerned.

Persons submitting such a request, either personally or in writing,

must provide Social Security Number, name, and military status (active,

ANG/USAFR, retired, etc.) ANG members not on extended active duty may

submit such requests to the appropriate State Adjutant General or the

Chief of the servicing ANG CBPO. USAFR personnel not on extended active

duty may submit such requests to ARPC, Denver, CO 80280-5000, or, if

unit assigned, to the Chief of the serving CBPO or Consolidated Reserve

Personnel Office. Personal visits to obtain notification may be made to

the Military Records Review Room, Air Force Manpower and Personnel

Center, Randolph Air Force Base, TX 78150-6001; The Military Records

Room, Air Reserve Personnel Center, Denver, CO 80280; The Office of the

Director, National Personnel Records Center (NPRC), 111 Winnebago

Street, St. Louis, MO 63118; the office of the Director of Personnel

Data Systems at the appropriate major command headquarters; or the

office of the Chief of his servicing CBPO. Identification will be based

on presentation of DD Form 2AF, Military Identification Card. Air Force

civilian employees must provide Social Security Number, full name,

previous names, if any, last date and location of Air Force civilian

employment, if not currently employed by the Air Force--current

employees should submit such requests to the CCPO--former employees of

the Air Force should submit such requests to the CCPO for the last Air

Force installation at which they were employed. Authorizations for a

person other than the data subject to have access to an individual's

records must be based on a notarized statement signed by the data

subject.

Individuals seeking to access records about themselves contained in

this system should address written requests to the subordinate system

manager at AFMPC, ARPC, NPRC, Major Command or CBPO/CRPO/CCPO. Official

mailing addresses are published as an appendix to the Air Force's

compilation of record systems notices.

The Air Force rules for accessing records and for contesting and

appealing initial agency determinations are published in Air Force

Instruction 37-132; 32 CFR part 806b; or may be obtained from the

system manager.

Information obtained from educational institutions, medical

institutions, automated system interfaces, police and investigating

officers, the bureau of motor vehicles, a state or local government and

source documents such as reports.

None.

[FR Doc. 94-11878 Filed 05-16-94; 8:45 am]

BILLING CODE 5000-04-F