# Privacy Act of 1974; System of Records > Briefs, arguments, decisions, and more. URL: https://www.frixlaw.com/law-library/documents/fr%3A99-19803 ## Record - **Collection:** Federal Register - **Document type:** Notice - **Published:** August 3, 1999 - **Citation:** 64 FR 42098 ## Text 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 alter a record system. ----------------------------------------------------------------------- SUMMARY: The Department of the Air Force proposes to alter 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 September 2, 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 system report, as required by 5 U.S.C. 552a(r) of the Privacy Act of 1974, as amended, was submitted on July 21, 1999, to the House Committee on Government Reform, the Senate Committee on Governmental Affairs, 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 February 8, 1996 (February 20, 1996, 61 FR 6427). Dated: July 28, 1999. L. M. Bynum, Alternate OSD Federal Register Liaison Officer, Department of Defense. F024 AF AMC A System name: Passenger Reservation and Management System (June 11, 1997, 62 FR 31793). Changes: * * * * * System name: Delete entry and replace with `Global Air Transportation Execution System (GATES)'. System location: Delete entry and replace with `Headquarters, Air Mobility Command, Scott Air Force Base, IL 62225-5302; Aerial Ports of Embarkation and Debarkation; Military Transportation Offices; Air Mobility Support Flights; Passenger Gateways; Navy Operated Air Terminals and Aerial Ports; Military airfields or installations (all services); any activity or agency responsible for initiating or receiving a request for movement of personnel and their baggage, manifesting, tracing, billing actions, or statistical data collection; and deployed fixed and non- fixed airfields throughout the globe. 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: Delete entry and replace with `Any individual (military or civilian) who is a passenger on a military or civilian contracted aircraft.' * * * * * Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Add to entry `To customs officials for the purpose of notifying foreign countries of personnel and equipment arrivals.' * * * * * F024 AF AMC A System name: Global Air Transportation Execution System (GATES). System location: Headquarters, Air Mobility Command, Scott Air Force Base, IL 62225- 5302; Aerial Ports of Embarkation and Debarkation; Military Transportation Offices; Air Mobility Support Flights; Passenger Gateways; Navy Operated Air Terminals and Aerial Ports; Military airfields or installations (all services); any activity or agency responsible for initiating or receiving a request for movement of personnel and their baggage, manifesting, tracing, billing actions, or statistical data collection; and deployed fixed and non-fixed airfields throughout the globe. 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: Any individual (military or civilian) who is a passenger on a military or civilian contracted aircraft. [[Page 42099]] Categories of records in the system: Travel order, transportation authorizations, and passenger name records. Categories of information in the passenger name record include, but are not limited to: name, grade, seats required; reservation identification code, which is assigned by a requesting activity or individual passengers and is the Social Security Number or pseudo Social Security Number or Passport Number; origin; destination; requested travel dates, routing indicator (identifies the activity/ installation requesting the reservation); cancellation and standby codes (identifies the reason the passenger did not depart as scheduled); flight number; departure date and reporting time, and other administrative coding as determined by a Service activity or HQ AMC to facilitate the completion of travel to include baggage tracer and billing actions. The passenger name record is a complete listing of all transportation related administrative actions related to individual passengers. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force and E.O. 9397 (SSN). Purpose(s): Passenger name records are used to prepare aircraft manifests for passenger identification processing and movement on military aircraft, commercial contract (charter) aircraft, and on seats reserved (blocked) on regularly scheduled commercial aircraft at military and civilian airports. Records in this system are also used to: (a) Develop billing data to the user Military Services or other organizations; (b) Determine passenger movement trends; (c) Forecast future travel requirements; and (d) Identify, research, and resolve transportation related problems. 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: To customs officials for the purpose of notifying foreign countries of personnel and equipment arrivals. Records from the system are routinely disclosed to other Federal agencies and offices providing transportation, and to civilian airlines and airports for transportation services, developing billing data, manifesting passengers, and for forecasting future transportation requirements. 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 file folders, notebooks/binders, card files, computers, computer output products, paper printouts, computer magnetic tapes, disks, microfiche or rolled microfilm. Retrievability: Records on this system may be retrieved by any of the following means: Name; Reservation Identification Code; Social Security Number; flight number; movement channel; type transaction; type travel; special passenger category; type standby code, or passenger cancellation reason code. 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. Those in computer storage devices are protected by computer system software. Retention and disposal: Transportation authorizations and orders are retained in office files for two years after the annual cutoff, then destroyed. Other records in the system are retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed. These records are destroyed by one of the following means: tearing into pieces, shredding, pulping, macerating, burning, or degaussing in the case of magnetic computer media. System manager(s) and address: Director, Aerial Port Operations, Headquarters, Air Mobility Command, 402 Scott Drive, Unit 3A1, Scott Air Force Base, IL 62225- 5302. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to or visit the Headquarters, Air Mobility Command/Aerial Port Operation (DON), 402 Scott Drive, Unit 3A1, Scott Air Force Base, IL 62225-5302. Full name, reservation identification code, and movement channel are required for inquiries. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Headquarters, Air Mobility Command/Aerial Port Operation (DON), 402 Scott Drive, Unit 3A1, Scott Air Force Base, IL 62225-5302. Full name, reservation identification code, and movement channel are required for inquiries. 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 military transportation and personnel activities, individuals requesting air travel or from other agencies designated to arrange air passenger reservations. Exemptions claimed for the system: None. [FR Doc. 99-19803 Filed 8-2-99; 8:45 am] BILLING CODE 5001-10-F --- Source: Frix Law Library, https://www.frixlaw.com/law-library/documents/fr%3A99-19803. Public record. Not legal advice.