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 a system of

records notice in its inventory of record systems subject to the

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

DATES: The amendment will be effective on July 29, 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 Communications and Information Center/ITC, 1250

Air Force Pentagon, Washington, DC 20330-1250.

FOR FURTHER INFORMATION CONTACT: Mrs. Anne Rollins 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 system being amended are set forth below

followed by the notice as amended, published in its entirety.

Dated: June 22, 1999.

L. M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

F036 AF PC L

System name:

Unfavorable Information Files (UIF) (June 11, 1997, 62 FR 31793).

Changes:

* * * * *

System location:

Delete entry and replace with `Complete UIFs are maintained in the

Unit Orderly Room, the Military Personnel Flight (MPF), Headquarters

Air Reserve Personnel Center (HQ ARPC), or HQ Air National Guard

Readiness Center (HQ ANGRC). A copy of the UIF summary sheet is

maintained at: Individual's unit of assignment; geographically

separated units not co-located with a servicing MPF. For officers only

the UIF Summary Sheet is also maintained at major command level; for

colonels, colonel selects, and general officers at the Headquarters Air

Force level; and the gaining unit for individuals selected for

reassignment. For Reserve personnel, to the unit of assignment/

attachment. Official mailing addresses are published as an appendix to

the Air Force's compilation of system of records notices.'

Categories of individuals covered by the system:

Delete entry and replace with `All active or Reserve component (AF

Reserve and Air National Guard) military personnel who are the subject

of an Unfavorable Information File'.

* * * * *

Retention and disposal:

Delete entry and replace with `For enlisted personnel, UIFs are

maintained for one year from the effective date of the most recent

correspondence, except when the file contains documentation pertaining

to Article 15, court-martial or certain civil court convictions, in

which case the retention period is two years from the date of that

correspondence. UIFs are automatically destroyed upon discharge (no

military service obligation) or retirement and on an individual basis

when the individual's commander so determines. UIFs are transferred to

the active or reserve component to which the enlisted member is

transferring, if known, or if unknown or upon separation to HQ AFRC or

HQ ANGRC.

For officer personnel UIFs are maintained for two years from the

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effective date of the most recent correspondence, except when the file

contains documentation pertaining to court-martial convictions or civil

court convictions, in which case the retention period is four years

from the date of that correspondence or one year from the date of

arrival at a new permanent change of station or one year after date of

separation, whichever is longer. UIFs are transferred to the Reserve

component to which the officer is transferring, if known or upon

separation to HQ ARPC or HQ ANGRC. UIFs are automatically destroyed

upon retirement. If a Reserve officer is discharged, (no military

service, obligation), the UIF is destroyed. UIFs for regular officers

discharged are maintained by HQ ARPC for one year from date of

discharge and then destroyed.

UIF records are destroyed on officer or enlisted personnel by

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

Computer records are destroyed by erasing, deleting or overwriting.'

* * * * *

F036 AF PC L

System name:

Unfavorable Information Files (UIF).

System location:

Complete UIFs are maintained in the Unit Orderly Room, the Military

Personnel Flight (MPF), Headquarters Air Reserve Personnel Center (HQ

ARPC), or HQ Air National Guard Readiness Center (HQ ANGRC). A copy of

the UIF summary sheet is maintained at: Individual's unit of

assignment; geographically separated units not co-located with a

servicing MPF. For officers only the UIF Summary Sheet is also

maintained at major command level; for colonels, colonel selects, and

general officers at the Headquarters Air Force level; and the gaining

unit for individuals selected for reassignment. For Reserve personnel,

to the unit of assignment/attachment. Official mailing addresses are

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

records notices.

Categories of individuals covered by the system:

All active or Reserve component (AF Reserve and Air National Guard)

military personnel who are the subject of an Unfavorable Information

File.

Categories of records in the system:

Derogatory correspondence determined as mandatory for file or as

appropriate for file by an individual's commander. Examples include

written admonitions or reprimands; court-martial orders; letters of

indebtedness, or control roster correspondence and drug/alcohol abuse

correspondence.

Authority for maintenance of the system:

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

delegation by; as implemented by Air Force Instruction 36-2907,

Unfavorable Information File Program.

Purpose(s):

Reviewed by commanders and personnel officials to assure

appropriate assignment, promotion and reenlistment considerations prior

to effecting such actions. UIFs also provide information necessary to

support administrative separation when further rehabilitation efforts

would not be considered effective.

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 visible file binders/cabinets and in computers and on

computer output products.

Retrievability:

Retrieved by name or Social Security Number.

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 are stored in locked cabinets or rooms. Computer

records are protected by computer software.

Retention and disposal:

For enlisted personnel, UIFs are maintained for one year from the

effective date of the most recent correspondence, except when the file

contains documentation pertaining to Article 15, court-martial or

certain civil court convictions, in which case the retention period is

two years from the date of that correspondence. UIFs are automatically

destroyed upon discharge (no military service obligation) or retirement

and on an individual basis when the individual's commander so

determines. UIFs are transferred to the active or reserve component to

which the enlisted member is transferring, if known, or if unknown or

upon separation to HQ AFRC or HQ ANGRC.

For officer personnel UIFs are maintained for two years from the

effective date of the most recent correspondence, except when the file

contains documentation pertaining to court-martial convictions or civil

court convictions, in which case the retention period is four years

from the date of that correspondence or one year from the date of

arrival at a new permanent change of station or one year after date of

separation, whichever is longer. UIFs are transferred to the Reserve

component to which the officer is transferring, if known or upon

separation to HQ ARPC or HQ ANGRC. UIFs are automatically destroyed

upon retirement. If a Reserve officer is discharged, (no military

service, obligation), the UIF is destroyed. UIFs for regular officers

discharged are maintained by HQ ARPC for one year from date of

discharge and then destroyed.

UIF records are destroyed on officer or enlisted personnel by

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

Computer records are destroyed by erasing, deleting or overwriting.

System manager(s) and address:

Assistant Deputy Chief of Staff/Personnel, Headquarters Air Force

Personnel Center, 550 C Street W, Randolph AFB, TX 78150-4703.

For Reserve system management: Headquarters Air Force Reserve

Command/Directorate of Personnel, 155 2nd Street, Robins AFB, GA 31098-

1635.

Notification procedure:

Personnel for whom optional UIFs exist are routinely notified of a

file. In all cases personnel have had the opportunity or are authorized

to rebut the correspondence in the file.

Individuals seeking to determine whether this system of records

contains information about themselves should address inquiries to the

servicing Military Personnel Flight, Unit Orderly Room, Headquarters

Air Reserve Personnel Center or Headquarters Air National Guard

Readiness Center. Official mailing addresses are published as an

appendix to the Air Force's

[[Page 34791]]

compilation of systems of records notices.

Record access procedures:

Individuals seeking access to records about themselves contained in

this system should address inquiries to the servicing Military

Personnel Flight, Unit Orderly Room, Headquarters Air Reserve Personnel

Center, or Headquarters Air National Guard Readiness Center. Official

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

compilation of systems of records 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:

Supervisory reports or censures and documented records of poor

performance or conduct.

Exemptions claimed for the system:

None.

[FR Doc. 99-16439 Filed 6-28-99; 8:45 am]

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