[Federal Register Volume 64, Number 71 (Wednesday, April 14, 1999)]
[Notices]
[Pages 18406-18410]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-9218]
-----------------------------------------------------------------------
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.
-----------------------------------------------------------------------
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
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: 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.
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).
Authority for maintenance of the system:
10 U.S.C. 8013, Secretary of the Air Force and 10 U.S.C., Chapter
903, U.S. Air Force Academy.
Purpose(s):
Used to determine qualification, availability and location of
potential instructors and enlisted personnel at the Academy.
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 file folders, in computers data bases, and on
computer output products.
Retrievability:
Retrieved by name.
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 and are
password protected.
Retention and disposal:
Retained in office files until superseded, obsolete, or no longer
needed for reference. Records are destroyed by tearing into pieces,
shredding, pulping, macerating, or burning. Computer records are
destroyed by degaussing or overwriting.
System manager(s) and address:
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.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information on themselves should address written inquiries to
or visit the Deputy Chief of Staff for Personnel, 2304 Cadet Drive,
Suite 317, U.S. Air Force Academy, CO 80840-5020; or the
Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force
Academy, CO 80840-6200; or the
Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10,
U.S. Air Force Academy, CO 80840-6260.
Record access procedures:
Individuals seeking to access records about themselves contained in
this system should address written requests to or visit the Deputy
Chief of Staff for Personnel, 2304 Cadet Drive, Suite 317, U.S. Air
Force Academy, CO 80840-5020; or the
[[Page 18410]]
Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force
Academy, CO 80840-6200; or the
Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10,
U.S. Air Force Academy, CO 80840-6260.
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, previous employers,
educational institutions and source documents such as reports.
Exemptions claimed for the system:
None.
[FR Doc. 99-9218 Filed 4-13-99; 8:45 am]
BILLING CODE 5000-04-F
