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 systems of

records notices in its inventory of record systems subject to the

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

DATES: The amendments will be effective on July 8, 1999, unless

comments are received that would result in a contrary determination.

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

Headquarters, Air Force

[[Page 30492]]

Communications and Information Center/INC, 1250 Air Force Pentagon,

Washington, DC 20330-1250.

FOR FURTHER INFORMATION CONTACT: Mrs. Anne Rolling at (703) 588-6187.

SUPPLEMENTARY INFORMATION: The Department of the Air Force's record

system notices for records systems 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 record systems being amended are set forth

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

Dated: May June 2, 1999.

L. M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

F065 SAFAA A

System name:

Accounts Receivable (June 11, 1997, 62 FR 31793).

Changes:

System Identifier:

Delete entry and replace with `F065 AFEDF A'.

System name:

Delete entry and replace with `Executive Dining Facility'.

* * * * *

Categories of individuals covered by the system:

Replace `Mess Number One' with `Executive Dining Facility'.

Categories of records in the system:

Delete entry and replace with `End of month reports detailing name,

items purchased, amount, date, unit address, and duty phone.'

* * * * *

Safeguards:

Delete entry and replace with `Records are accessed by person(s)

responsible for servicing the record system in performance of their

official duties. Access restricted to authorized personnel. Computer

records are password protected and paper records are stored in locked

rooms secured by alarm systems (motion detectors).'

Retention and disposal:

Delete entry and replace with `These records are destroyed after 4

years after the end of the fiscal year in which account was closed.

Computer records are deleted then purged from the system. Paper records

are destroyed through shredding, macerating, or burning.'

* * * * *

Record source categories:

Delete entry and replace with `Daily tickets and directories for

general officers and SES civilians.'

* * * * *

F065 AFEDF A

System name:

Executive Dining Facility.

System location:

Office of the Secretary of the Air Force, 1720 Air Force Pentagon,

Washington, DC 20330-1720.

Categories of individuals covered by the system:

All Air Force employees authorized to use the Air Force Executive

Dining Facility.

Categories of records in the system:

End of month reports detailing name, items purchased, amount, date,

unit address, and duty phone.

Authority for maintenance of the system:

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

delegation by.

Purpose(s):

Used to bill members authorized use of the Air Force Executive

Dining Facility.

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 folders/binders as well as computer storage.

Retrievability:

Retrieved by name.

Safeguards:

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

record system in performance of their official duties. Access

restricted to authorized personnel. Computer records are password

protected and paper records are stored in locked rooms secured by alarm

systems (motion detectors).

Retention and disposal:

These records are destroyed after 4 years after the end of the

fiscal year in which account was closed. Computer records are deleted

then purged from the system. Paper records are destroyed through

shredding, macerating, or burning.

System manager(s) and address:

Administrative Assistant to the Secretary of the Air Force, (SAF/

AA), 1720 Air Force Pentagon, Washington, DC 20330-1720.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to or visit the Administrative Assistant to the Secretary of the Air

Force, 1720 Air Force Pentagon, Washington, DC 20330-1720.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to or visit

the Administrative Assistant to the Secretary of the Air Force, 1720

Air Force Pentagon, Washington, DC 20330-1720.

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:

Daily tickets and directories for general officers and SES

civilians.

Exemptions claimed for the system:

None.

F090 AF IG B

System name:

Inspector General Records (June 11, 1997, 62 FR 31793).

Changes:

* * * * *

Storage:

Delete entry and replace with `Maintained in file folders and in

Automated Complaints Tracking System (ACTS) database.'

[[Page 30493]]

Retrievability:

Delete entry and replace with `Retrieved by Complainant's name,

subject of investigation's name and case number.'

Safeguards:

Delete entry and replace with `Records are accessed by custodian of

the system of records and by person(s) responsible for maintaining the

system of records in the performance of their official duties. These

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

are stored in a locked room protected by cipher lock. Information

maintained in ACTS database are protected by computer system software

and password.'

* * * * *

F090 AF IG B

System name:

Inspector General Records.

System location:

Office of the Inspector General, Office of the Secretary of the Air

Force (SAF/IG), 1140 Air Force Pentagon, Washington, DC 20330-1140.

Headquarters of major commands and at all levels down to and including

Air Force installations. 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:

All those who have registered a complaint, allegation or query with

the Inspector General or Base Inspector on matters related to the

Department of the Air Force. All senior officials who are subjects of

reviews, inquiries, or investigations.

Categories of records in the system:

Letters/transcriptions of complaints, allegations and queries;

letters of appointment; reports of reviews, inquiries and

investigations with supporting attachments, exhibits and photographs;

record of interviews; witness statements; reports of legal review of

case files, congressional responses; memoranda; letters and reports of

findings and actions taken; letters to complainants and subjects of

investigations; letters of rebuttal from subjects of investigations;

finance; personnel; administration; adverse information, and technical

reports.

Authority for maintenance of the system:

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

delegation by, 10 U.S.C. 8020, Inspector General, and E.O. 9397 (SSN).

Purpose(s):

Used to insure just, thorough, and timely resolution and response

to complaints, allegations or queries, and a means of improving morale,

welfare, and efficiency of organizations, units, and personnel by

providing an outlet for redress. Used by the Inspector General and Base

Inspectors in the resolution of complaints and allegations and

responding to queries involving matters concerning the Department of

the Air Force and in some instances the Department of Defense. Used in

connection with the recommendation/selection/removal or retirement of

officers eligible for promotion to or serving in, general officer

ranks.

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 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 and in Automated Complaints Tracking

System (ACTS) database.

Retrievability:

Retrieved by Complainant's name, subject of investigation's name

and case number.

Safeguards:

Records are accessed by custodian of the system of records and by

person(s) responsible for maintaining the system of records in the

performance of their official duties. These personnel are properly

screened and cleared for need-to-know. Records are stored in a locked

room protected by cipher lock. Information maintained in ACTS database

are protected by computer system software and password.

Retention and disposal:

Retained in office files for two years after year in which case is

closed. For senior official case files, retained in office files until

two years after the year in which case is closed, or two years after

the senior official retires, whichever is later. 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:

The Inspector General, Office of the Secretary of the Air Force

(SAF/IG), 1140 Air Force Pentagon, Washington, DC 20330-1140.

Notification procedures:

Individuals seeking to determine whether this system of records

contains information on them should address inquiries to or visit the

Inspector General, Office of the Secretary of the Air Force (SAF/IG),

1140 Air Force Pentagon, Washington, DC 20330-1140.

Record access procedures:

Individuals seeking to access records about themselves contained in

this system should address requests to the Inspector General, Office of

the Secretary of the Air Force (SAF/IG), 1140 Air Force Pentagon,

Washington, DC 20330-1140.

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:

Complainants, inspectors, members of Congress, witnesses and

subjects of investigations.

Exemptions claimed for the system:

Investigatory material compiled for law enforcement purposes may be

exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is

denied any right, privilege, or benefit for which he would otherwise be

entitled by Federal law or for which he would otherwise be eligible, as

a result of the maintenance of such information, the individual will be

provided access to such information except to the extent that

disclosure would reveal the identity of a confidential source.

An exemption rule for this record system has been promulgated in

accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3),

(c) and (e) and published in 32 CFR part 806b. For additional

information contact the system manager.

[FR Doc. 99-14392 Filed 6-7-99; 8:45 am]

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