Privacy Act of 1974; System of Records

Federal RegisterApr 14, 1999

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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 amendment systems of records.

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

systems of records notices in its inventory of

[[Page 18407]]

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

amended.

DATES: The amendments will be effective on May 14, 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) 614-7819.

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

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: April 8, 1999.

L. M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

F033 SAFLL A

System name:

Congressional/Executive Inquiries (October 16, 1997, 62 FR 53824).

Changes:

* * * * *

Record source categories:

Delete `Personnel Records' from the entry.

* * * * *

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.

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:

Congressional and Executive inquiries and information from Air

Force offices and organizations.

Exemptions claimed for the system:

None.

F036 AF PC U

System name:

Education Services Program Records (Individual) (June 11, 1997, 62

FR 31793).

Changes:

* * * * *

Categories of individuals covered by the system:

Add to end of entry `and the Tuition Assistance Program.'

* * * * *

Purpose(s):

Add to end of entry `to manage the tuition assistance program and

to track enrollments and funding.'

* * * * *

Storage:

Add to end of entry `computers, and on backup tapes.'

Retrievability:

Delete entry and replace with `Retrieved by name, Social Security

Number, or tuition assistance document number.'

Safeguards:

Add to end of entry `and in computer storage devices and protected

by computer system software. Records/information may be transferred

outside the local area network (LAN). Records/

[[Page 18408]]

information transferred outside the LAN will be encrypted using Entrust

Technologies' Cryptographic Kernel V 2.4. This product meets the

Federal Information Processing Standard (FIPS) 140-1 requirement.'

Retention and disposal:

Delete entry and replace with `Records are retained and disposed of

in the following ways:

(1) Given to individual when released from EAD, discharged, or

retired. Servicing MPF will destroy in case of death by tearing into

pieces, shredding, pulping, macerating, or burning.

(2) For records pertaining to the individual's education level and

progress: Give to individual when released from EAD, discharged, or

destroy when no longer on active duty. For records pertaining to

requests for tuition assistance, records supporting consolidation grade

sheets, and cases of non-compliance or failure: Destroy after invoices

have been paid and final grades have been recorded in Individual Record

Education Services form.

(3) For records pertaining to funding documents, appropriation

controls, supporting documents for monitoring obligations: Destroy two

years after document's fiscal year appropriation has ended its 'expired

year' status and applicable fiscal year appropriation has been

cancelled.'

* * * * *

F036 AF PC U

System name:

Education Services Program Records (Individual).

System location:

Air Force Base Education Services Flights. Official mailing

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

of systems of records notices.

Categories of individuals covered by the system:

All officers and airmen who participate in the Education Services

Program and the Tuition Assistance Program.

Categories of records in the system:

Pertinent education data maintained in an educational file folder

may be Air Force (AF) Form 63, Active Duty Service Commitment; AF Form

118, Notice of Student Withdrawal/Noncompletion; AF Form 186,

Individual Record-Education Services Program; AF Form 204, Permissive

Temporary Duty (TDY) Request - Operation Bootstrap; AF Form 1033,

Academic Education Data; AF Form 1227, Authority for Tuition Assistance

- Education Services Program; DD Form 114, Military Pay Order or

Department of Defense (DD) Form 1131, Cash Collection for Voucher; DD

Form 295, Application for the Evaluation of Educational Experiences

During Military Service; DD Form 139, Pay Adjustment Authorization;

Department of Veterans Affairs (VA) Form 22-8821, Application for

Educational Assistance; VA Form 22-1990p, Service person's Application

for Educational Benefits; Academic evaluations and/or transcripts from

schools; Automated Air Force Tuition Assistance Program (AAFTAP); and

Educational test results from testing agencies.

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 36-2306,

Operation and Administration of the Air Force Education Services

Program and E.O. 9397 (SSN).

Purpose(s):

Counseling/Advisement Guide and Educational Registration Record

used by Education Services Center staff personnel, Promotion and/or

classification boards, and other authorized personnel such as military

service schools, civilian schools, and supervisors of military

personnel. The principle purpose is to provide a record of education

endeavors and progress of Air Force personnel participating in

Education Services Programs, to manage the tuition assistance program

and to track enrollments and funding.

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:

Records may be disclosed to civilian schools for the purposes of

ensuring correct enrollment and billing information.

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 folders/cabinet, computers, and on

backup tapes.

Retrievability:

Retrieved by name, Social Security Number, or tuition assistance

document number.

Safeguards:

Records are accessed by custodian of the record system and by

persons 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, and in

computer storage devices and protected by computer system software.

Records/information may be transferred outside the local area network

(LAN). Records/information transferred outside the LAN will be

encrypted using Entrust Technologies' Cryptographic Kernel V 2.4. This

product meets the Federal Information Processing Standard (FIPS) 140-1

requirement.

Retention and disposal:

Records are retained and disposed of in the following ways:

(1) Given to individual when released from EAD, discharged, or

retired. Servicing MPF will destroy in case of death by tearing into

pieces, shredding, pulping, macerating, or burning.

(2) For records pertaining to the individual's education level and

progress: Give to individual when released from EAD, discharged, or

destroy when no longer on active duty. For records pertaining to

requests for tuition assistance, records supporting consolidation grade

sheets, and cases of non-compliance or failure: Destroy after invoices

have been paid and final grades have been recorded in Individual Record

Education Services form.

(3) For records pertaining to funding documents, appropriation

controls, supporting documents for monitoring obligations: Destroy two

years after document's fiscal year appropriation has ended its 'expired

year' status and applicable fiscal year appropriation has been

cancelled.

System manager(s) and address:

Commander, Headquarters, Air Force Personnel Center, 550 C Street

West, Randolph Air Force Base, TX 78150-4750.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to or visit the agency officials at the respective installation

education center. Official mailing addresses are published as an

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

[[Page 18409]]

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to or visit

the agency officials at the respective installation education 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:

Data gathered from the individual, data gathered from other

personnel records, transcripts and/or evaluations from schools and test

results from testing agencies.

Exemptions claimed for the system:

None.

F036 USAFA C

System name:

Prospective Instructor Files (October 15, 1997, 62 FR 53598).

Changes:

* * * * *

Categories of records in the system:

Copy of Application for Instructor Duty; college transcripts; past

Officer Effectiveness Reports; Officer Uniform Assignment Brief which

may contain prior assignment information, aeronautical rating

information, general personnel data including security clearance, date

of birth, marital status, and promotion dates; correspondence between

individual and department; evaluations on individual's suitability, and

record of personal interview. Enlisted special duty folders contain

enlisted performance reports, special duty applications, AF Form 422,

Physical Profile Serial Report, and records review Report on Individual

Personnel (RIP).

Categories of individuals covered by the system:

Delete entry and replace with `Military personnel applying for

instructor duty (Officer) and Special Duty (Enlisted) at the Air Force

Academy.'

* * * * *

Purpose(s):

Add to end of entry `and enlisted personnel at the Academy'

* * * * *

Safeguards:

Add to end of entry `and are password protected.'

* * * * *

F036 USAFA C

System name:

Prospective Instructor Files.

System location:

Deputy Chief of Staff for Personnel, 2304 Cadet Drive, Suite 317,

U.S. Air Force Academy, CO 80840-5020;

Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force

Academy, CO 80840-6200;

Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10,

U.S. Air Force Academy, CO 80840-6260.

Categories of individuals covered by the system:

Military personnel applying for instructor duty (Officer) and

Special Duty (Enlisted) at the Air Force Academy.