Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE

Department of the Air Force

Privacy Act of 1974; System of Records

AGENCY: Department of the Air Force, DOD.

ACTION: Notice to amend record systems.

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SUMMARY: The Department of the Air Force proposes to amend three

systems of records notices in its inventory of records systems subject

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

DATES: This action will be effective without further notice on November

17, 1997, unless comments are received that would result in a contrary

determination.

ADDRESSES: Send comments to the Air Force Access Programs Manager,

Headquarters, Air Force Communications and Information Center/ITC, 1250

Air Force Pentagon, Washington, DC 20330-1250.

FOR FURTHER INFORMATION CONTACT: Mrs. Anne Rollins at (703) 697-8674 or

DSN 227-8674.

SUPPLEMENTARY INFORMATION: The Department of the Air Force notices for

systems of records 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 amendments are not within the purview of subsection

(r) of the Privacy Act (5 U.S.C. 552a), as amended, which would require

the submission of a new or altered system report for each system. The

specific changes to the records systems being amended are set forth

below followed by the notices as amended, published in their entirety.

Dated: October 9, 1997.

L. M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

F033 SAFLL A

system name:

Congressional/Executive Inquiries (June 11, 1997, 62 FR 31793).

Changes:

* * * * *

storage:

Delete entry and replace with `Maintained in computer/imaging

system.'

* * * * *

safeguards:

Delete last sentence and insert `Records in computer storage

devices are protected by computer system software.'

retention and disposal:

Delete entry and replace with `Current year plus 2 years of records

will be retained in the records system, then deleted from the computer

database.'

* * * * *

F033 SAFLL A

System name:

Congressional/Executive Inquiries.

System location:

Office of the Secretary of the Air Force, Washington, DC 20330-

1160.

Categories of individuals covered by the system:

Air Force active duty and retired military personnel, present and

former civilian employees, Air Force Reserve and Air National Guard

personnel, Air Force Academy nominees/applicants and cadets, Senior and

Junior Air Force Reserve Officers, dependents of military personnel,

and anyone who has written to the President or a Member of Congress

regarding an Air Force issue.

Categories of records in the system:

Copies of applicable Congressional/Executive correspondence and Air

Force replies.

Authority for maintenance of the system:

10 U.S.C. 8013, Secretary of the Air Force.

[[Page 53825]]

Purpose(s):

Information is used as a reference base in the case of similar

inquiries from other Members of Congress, in behalf of the same Air

Force issue and/or follow-up by the same Member. Information may also

be used by appropriate Air Force offices as a basis for corrective

action and for statistical purposes.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

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.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Maintained in computer/imaging system.

Retrievability:

Retrieved by name.

Safeguards:

Records are accessed by custodian of the record system and by

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

their official duties who are properly screened and cleared for need-

to-know. Records in computer storage devices are protected by computer

system software.

Retention and disposal:

Current year plus 2 years of records will be retained in the

records system, then deleted from the computer database.

System manager(s) and address:

Director of Legislative Liaison, Office of the Secretary of the Air

Force, Headquarters, U.S. Air Force, Washington, DC 20330-1160.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to or visit the Director of Legislative Liaison, Office of the

Secretary of the Air Force, Headquarters, U.S. Air Force, Washington,

DC 20330-1160.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to or visit

the Director of Legislative Liaison, Office of the Secretary of the Air

Force, Headquarters, U.S. Air Force, Washington, DC 20330-1160.

Contesting record procedures:

The Air Force rules for accessing records, and for contesting

contents 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.

Record source categories:

Personnel Records. Congressional and Executive inquiries and

information from Air Force offices and organizations.

Exemptions claimed for the system:

None.

F036 AETC A

system name:

Lead Management System (LMS) (June 11, 1997, 62 FR 31793).

changes:

* * * * *

system location:

Delete entry and replace with `Headquarters, Air Force Recruiting

Service, 550 D Street, Suite 01, Randolph Air Force Base, TX 78150-

4527, and a contracted advertising agency provide recruitment

advertising for the Air Force - location depends on the contractor.

Air Force Opportunity Center (AFOC); (duties at this center are

performed by a civilian contractor who is engaged by the Air Force to

provide lead fulfillment services. Contact the system manager for

specific locations).

Air Force Recruiting activities. Official mailing addresses are

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

records notices.'

* * * * *

authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 8013, Secretary of the Air

Force; 10 U.S.C. 503, Enlistments; Air Education and Training Command

Instruction 36-2002; and E.O. 9397 (SSN).'

* * * * *

retrievability:

Delete entry and replace with `Retrieved primarily by name or

Social Security Number. May be retrieved by recruiting program or any

category in the data base.'

safeguards:

Change last two sentences to read `Records are stored in locked

rooms, cabinets, and computers. Those in computer storage devices are

password protected and encrypted by computer system software prior to

transmission.'

* * * * *

F036 AETC A

System name:

Lead Management System (LMS).

System location:

Headquarters, Air Force Recruiting Service, 550 D Street, Suite 01,

Randolph Air Force Base, TX 78150-4527, and a contracted advertising

agency provide recruitment advertising for the Air Force - location

depends on the contractor.

Air Force Opportunity Center (AFOC); (duties at this center are

performed by a civilian contractor who is engaged by the Air Force to

provide lead fulfillment services. Contact the system manager for

specific locations).

Air Force Recruiting activities. Official mailing addresses are

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

records notices.

Categories of records in the system:

Respondent's inquiry record containing name, address, date of

birth, sex, telephone number, advertising medium, recruiting program in

which interested, and source of referral, including name and Air Force

base assigned. Recruiter contact records containing success of contact

efforts, reason for not contacting, how contact was made, confirmation

of educational level, qualification and status of individual.

Authority for maintenance of the system:

10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. 503,

Enlistments; Air Education and Training Command Instruction 36-2002;

and E.O. 9397 (SSN).

Purpose(s):

The contractor fulfills requests from respondents for information

about the Air Force and notifies appropriate recruiting activities of

respondent's interest. Contractor develops statistical summaries which

are used by U.S. Air Force Recruiting Service to evaluate the

effectiveness of the advertising and referral programs.

Routine uses of records maintained in the system, including categories

of users and the purpose of such uses:

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

[[Page 53826]]

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 record system notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Maintained in paper form, in file folders and in computers and on

computer products.

Retrievability:

Retrieved primarily by name or Social Security Number. May be

retrieved by recruiting program or any category in the data base.

Safeguards:

Records are accessed by person(s) responsible for servicing the

record system in performance of their official duties and by authorized

personnel who are properly screened and cleared for need-to-know.

Records are stored in locked rooms, cabinets, and computers. Those in

computer storage devices are password protected and encrypted by

computer system software prior to transmission.

Retention and disposal:

Retained by contractor at the AFOC for two years after end of

fiscal year in which all actions are completed, then records are

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

burning. Computer records are destroyed by erasing, deleting or

overwriting.

System manager(s) and address:

Chief, Advertising Branch, Headquarters, U.S. Air Force Recruiting

Service, 550 D Street West, Suite 01, Randolph Air Force Base, TX

78150-4527.

Notification procedure:

Individuals seeking to determine whether this system of records

contains information on themselves should address inquiries to the

Chief, Advertising Branch, Headquarters, U.S. Air Force Recruiting

Service, 550 D Street West, Suite 01, Randolph Air Force Base, TX

78150-4527.

Record access procedures:

Individuals seeking to access records about themselves contained in

this system should address requests to the Director of Advertising and

Promotion, Headquarters, U.S. Air Force Recruiting Service, 550 D

Street West, Suite 01, Randolph Air Force Base, TX 78150-4527.

Contesting record procedures:

The Air Force rules for accessing records, and for contesting

contents 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.

Record source categories:

Individual respondent and automated system interfaces.

Exemptions claimed for the system:

None.

F036 AF PC N

system name:

Unit Assigned Personnel Information (June 11, 1997, 62 FR 31793).

changes:

* * * * *

storage:

Add to end of entry `and in computers and computer output

products.'

* * * * *

F036 AF PC N

System name:

Unit Assigned Personnel Information.

System location:

Headquarters, U.S. Air Force; major command headquarters; all Air

Force installations and units, and headquarters of unified and

specified commands for which Air Force is Executive Agent. Official

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

compilation of record systems notices.

Categories of individuals covered by the system:

Active duty military personnel, and Air Force Reserve and Air

National Guard personnel. Air Force civilian employees may be included

when records are created which are identical to those on military

members. Army, Navy, Air Force and Marine Corps active duty military

and civilian personnel assigned to headquarters of combatant commands

for which Air Force is Executive Agent.

Categories of records in the system:

File copies of separation actions, newcomers briefing letters, line

of duty determinations, assignment actions, retirement actions, in and

out processing checklists, promotion orders, credit union

authorization, disciplinary actions, favorable/unfavorable

communications, record of counseling, appointment notification letters,

duty status changes, applications for off duty employment, applications

and allocations for school training, professional military and civilian

education data, private weapons storage records, locator information

including names of dependents, home address, phone number, training and

experience data, special recognition nominations, other personnel

documents, and records of training.

Authority for maintenance of the system:

10 U.S.C. 8013, Secretary of the Air Force; as implemented by Air

Force Manual 30-3, Vol III, Mechanized Personnel Procedures, Air Force

Manual 30-130, Vol I, Base Level Military Personnel System, and E.O.

9397 (SSN).

Purpose(s):

Provides information to unit commanders/supervisors for required

actions related to personnel administration and counseling, promotion,

training, separation, retirement, reenlistment, medical examination,

testing, assignment, sponsor program, duty rosters, and off duty

activities.

Routine uses of records maintained in the system, including categories

of users and the purpose of such uses:

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 record system notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Maintained in file folders, notebooks/binders, and card files and

in computers and computer output products.

Retrievability:

Retrieved by name and Social Security Number.

Safeguards:

Records are accessed by person(s) responsible for servicing the

record system in performance of their official duties and by authorized

personnel who are properly screened and cleared for need-to-know.

Records are stored in locked rooms and cabinets.

[[Page 53827]]

Retention and disposal:

Retained in office files until superseded, no longer needed,

separation or reassignment of individual on permanent change of

assignment (PCA) or permanent change of station (PCS). On intercommand

reassignment PCA or PCS the file is given to individual or destroyed.

On intracommand reassignment PCA or PCS the file is given to

individual, forwarded to gaining commander, or destroyed. Records are

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

burning.

System manager(s) and address:

Deputy Chief of Staff/Personnel, Headquarters, U.S. Air Force,

Washington, DC 20330-5060.

Notification procedures:

Individuals seeking to determine whether this system of records

contains information on them should address inquiries to or visit the

system manager or to agency officials at location of assignment.

Official mailing addresses are published as an appendix to the Air

Force's compilation of record systems notices.

Record access procedures:

Individuals seeking to access records about themselves contained in

this system should address requests to the system manager or to agency

officials at location of assignment. Official mailing addresses are

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

systems notices.

Contesting record procedures:

The Air Force rules for accessing records, and for contesting

contents 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.

Record source categories:

Information obtained from the individual concerned, financial

institutions, educational institution employees, medical institutions,

police and investigating officers, bureau of motor vehicles, witnesses,

reports prepared on behalf of the agency, standard Air Force forms,

personnel management actions, extracts from the Personnel Data System

(PDS) and records of personal actions submitted to or originated within

the organization.

Exemptions claimed for the system:

None.

[FR Doc. 97-27317 Filed 10-15- 97; 8:45 am]

BILLING CODE 5000-04-P