[Federal Register Volume 59, Number 94 (Tuesday, May 17, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-11878]
[[Page Unknown]]
[Federal Register: May 17, 1994]
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CONSUMER PRODUCT SAFETY COMMISSION
Privacy Act of 1974; Notice to Alter and Add a System of Records
AGENCY: Department of the Air Force, DoD.
ACTION: Notice to alter and add a system of records.
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SUMMARY: The Department of the Air Force proposes to alter one system
of records and add another to its inventory of systems of records
notices subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended.
DATES: These actions will be effective without further notice on June
16, 1994, unless comments are received that would result in a contrary
determination.
ADDRESSES: Send comments to the Assistant Air Force Access Programs
Officer, SAF/AAIA, 1610 Air Force Pentagon, Washington, DC 20330-1610.
FOR FURTHER INFORMATION CONTACT: Mr. Jim Gibson at (703) 697-3491.
SUPPLEMENTARY INFORMATION: The complete inventory of Department of Air
Force record system notices 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 systems reports, as required by 5 U.S.C. 552a(r) of
the Privacy Act were submitted on May 3, 1994, to the Committee on
Government Operations of the House of Representatives, the Committee on
Governmental Affairs of the Senate, 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 June 25, 1993 (58 FR 36075, July 2, 1993).
Dated: May 6, 1994.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
F035 AF MP S
Physical Fitness File.
Air Force unit of assignment and servicing medical
facility.Official mailing addresses are published as an appendix to the
Air Force's compilation of system notices.
Air Force active duty military personnel and Air Force Reserve
component personnel.
File contains individual's cycle ergometry evaluation scores,
letters entering individual into fitness rehabilitation programs,
documenting fitness condition participation, fitness progress reports,
scheduling medical evaluations, scheduling fitness center appointments
and counseling sessions, administrative actions taken, and other
pertinent documentation. All correspondence may contain personal data
such as name, Social Security Number, date of birth and medical
information.
10 U.S.C. 8013, Secretary of the Air Force; Powers and duties,
delegation by; as implemented by Air Force Instruction 40-501; and E.O.
9397.
To document individuals' progress in the Air Force Fitness Program.
The file keeps individuals informed of their fitness levels and of
progress in improving fitness levels and achieving minimum Air Force
fitness standards.
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.
Maintained in file folders and on computer and computer output
products.
Retrieved by name, Social Security Number and grade.
Records are accessed by custodian of the records system and by
person(s) responsible for servicing the records system in performance
of their official duties who are properly screened and cleared for
need-to-know. Records are controlled by personnel screening. Those in
computer storage devices are protected by computer system software.
Files are destroyed two years after the date an individual achieves
Air Force fitness standards, or upon retirement or separation. Records
are destroyed by tearing into pieces, shredding, pulping, macerating or
burning. Computer records are destroyed by erasing, deleting or
overwriting.
Director, Air Force Medical Operations Agency, 170 Luke Street,
Suite 400, Bolling Air Force Base, DC 20332-5113.
Individuals seeking to determine whether this system of records
contains information on them should address inquiries to the Director,
Air Force Medical Operations Agency, 170 Luke Street, Suite 400,
Bolling Air Force Base, DC 20332-5113, or Commander at the unit of
assignment or attachment. Official mailing addresses are published as
an appendix to the Air Force's compilation systems of records notices.
Individual should provide full name, grade, Social Security Number,
and unit and base of assignment. Personal visits require proof of
identity with an Armed Forces Identification Card.
Individuals seeking access to records about themselves contained in
this system should address requests to the Director, Air Force Medical
Operations Agency, 170 Luke Street, Suite 400, Bolling Air Force Base,
DC 20332-5113, or Commander at the unit of assignment or attachment.
Official mailing addresses are published as an appendix to the Air
Force's compilation systems of records notices.
Individual should provide full name, grade, Social Security Number.
Personal visits require proof of identity with an Armed Forces
Identification Card.
The Air Force rules for accessing records, and for contesting 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.
Individual to whom the record pertains.
None.
F030 AF MP A
Personnel Data System (PDS) (February 22, 1993, 58 FR 10301).
* * * * *
Delete entry and replace with `Headquarters United States Air
Force, 1040 Air Force Pentagon, Washington, DC 20330-1040;
Headquarters Air Force Military Personnel Center, 550 C Street W,
Randolph Air Force Base, TX 78150-4703; and
Headquarters Air Reserve Personnel Center, 6760 E. Irvington Place
(6600), Denver, CO 80280-6600.
Headquarters of major commands and field operating agencies;
consolidated base personnel offices; central civilian personnel
offices; consolidated reserve personnel offices, and activity or
squadron orderly rooms. Official mailing addresses are published as an
appendix to the Air Force's compilation of record systems notices.'
* * * * *
Add to end of entry `Uses external to the Air Force, with consent
of the individual: Information from the PDS supports a world-wide
locator system which responds to queries as to the location of active
duty or retired Air Force personnel.'
Add a new third paragraph
`Locator information pertinent to active duty or retired Air Force
personnel may be disclosed to recognized welfare agencies, such as the
American Red Cross or the Air Force Aid Society, in emergency
situations.'
* * * * *
F030 AF MP A
Personnel Data System (PDS).
Headquarters United States Air Force, 1040 Air Force Pentagon,
Washington, DC 20330-1040;
Headquarters Air Force Military Personnel Center, 550 C Street W,
Randolph Air Force Base, TX 78150-4703; and
Headquarters Air Reserve Personnel Center, 6760 E. Irvington Place
(6600), Denver, CO 80280-6600.
Headquarters of major commands and field operating agencies;
consolidated base personnel offices; central civilian personnel
offices; consolidated reserve personnel offices, and activity or
squadron orderly rooms. Official mailing addresses are published as an
appendix to the Air Force's compilation of record systems notices.
Air Force active duty and retired military personnel; Air Force
Reserve and Air National Guard personnel; Air Force Academy cadets; Air
Force civilian employees; certain surviving dependents of deceased
members of the Air Force and predecessor organizations; potential Air
Force enlistees; candidates for commission enrolled in college level
Air Force Reserve Officer Training Corps (AFROTC) programs; deceased
members of the Air Force and predecessor organizations; separated
members of the Air Force, the Air National Guard (ANG) and United
States Air Force Reserve (USAFR); ANG and USAFR technicians;
prospective, pending, current, and former Air Force civilian employees,
except Air National Guard technicians; current and former civilian
employees from other governmental agencies that are serviced at CCPOs
may be included at the option of servicing CCPO; Department of Defense
(DOD) contractors and foreign military personnel on liaison or support
duty.
The principal digital record maintained at each PDS operating level
is the Master Personnel File, which contains the following categories
of information:
1. Accession data pertaining to an individual's entry into the Air
Force (place of enlistment source of commission, home of record, date
of enlistment, place from which ordered to enter active duty (EAD)).
2. Education and training data, describing the level and type of
education and training, civilian or military (academic education level,
major academic specialty, professional specialty courses completed,
professional military education received).
3. Utilization data used in assigning and reassigning the
individual, determining skill qualifications, awarding Air Force
Specialty Codes (AFSC), determining duty location and job assignment,
screening/selecting individual for overseas assignment, performing
strength accounting processes, etc. (Primary Air Force Specialty Code,
Duty and Control Air Force Specialty Code, personnel accounting symbol,
duty location, up to 24 previous duty assignments, aeronautical rating,
date departed last duty station, short tour return date, reserve
section, current/last overseas tour).
4. Evaluation Data on members of the Air Force during their career
(Officer Effectiveness Report dates and ratings, Enlisted Performance
Report dates and ratings, results of various qualifications tests, and
`Unfavorable Information' indicator).
5. Promotion Data including promotion history, current grade and/or
selection for promotion (current grade, date of rank and effective
date; up to 10 previous grades, dates of rank and effective dates;
projected temporary grade, key `service dates').
6. Compensation data although PDS does not deal directly with
paying Air Force members, military pay is largely predicated on
personnel data maintained in PDS and provided to Defense Finance and
Accounting System (DFAS) as described in ROUTINE USES below (pay date,
Aviation Service Code, sex, grade, proficiency pay status).
7. Sustentation data--information dealing with programs provided or
actions taken to improve the life, personal growth and morale of Air
Force members (awards and decorations, marital status, number of
dependents, religious denomination of member and spouse, race relations
education).
8. Separation and retirements data, which identifies an
individual's eligibility for and reason for separation (date of
separation, mandatory retirement date, projected or actual separation
program designator and character of discharge). At the central
processing site (AFMPC), other subsidiary files or processes are
operated which are integral parts of PDS:
(a) Procurement Management Information System (PROMIS) is an
automated system designed to enable the United States Air Force to
exercise effective management and control of the procurement personnel
required to meet the total scheduled manpower requirements necessary to
accomplish the Air Force mission. The system provides the recruiter
with job requirement data such as necessary test scores, AFSC, sex,
date of enlistment; and the recruiter enters personal data on the
applicant--Social Security Number, name, date of birth, etc.--to
reserve the job for him or her.
(b) Career Airman Reenlistment Reservation System (CAREERS) is a
selective reenlistment process that manages and controls the numbers by
skill of first-term airmen that can enter the career force to meet
established objectives for accomplishing the Air Force mission. A
centralized data bank contains the actual number, by quarter, for each
AFSC that can be allowed to reenlist during that period. The individual
requests reenlistment by stating his eligibility (AFSC, grade, active
military service time, etc.). If a vacancy exists, a reservation--by
name, Social Security Number, etc.--will be made and issued to the CBPO
processing the reenlistment.
(c) Airman Accessions provides the process to capture a new
enlistee's initial personal data (entire personnel record) to establish
a personnel data record and gain it to the Master Personnel File of the
Air Force. The initial record data is captured through the established
interface with the Processing and Classification of Enlistees System
(PACE) at Basic Military Training, Lackland Air Force Base, for non-
prior service; for prior service enlistees the basic data (name, Social
Security Number, date of enlistment, grade, etc.) is input directly by
United States Air Force Recruiting Service and updated and completed by
the initial gaining CBPO.
(d) Officer Accessions is the process whereby each of the various
Air Force sources of commissioning (AF Academy, AFROTC, Officer
Training School, etc.) project their graduates in advance allowing
management to select by skill, academic specialty, etc.--which and how
many will be called to active duty when, by entering into the record an
initial assignment and projected entry onto active duty date. On that
date the individual's record is accessed to the active Master Personnel
File of the Air Force.
(e) Technical Training Management Information System (TRAMIS) is a
system dealing with the technical training activities controlled by Air
Training Command. The purpose of the system is to integrate the
training program, quota control and student accounting into the
personnel data system. TRAMIS consists of numerous files which
constitute `quota banks' of available training spaces, in specific
courses, projected for future use based on estimated training
requirements. Files include such data as: Course identification
numbers, class start and graduation dates, length of training, weapon
system identification, training priority designator, responsible
training centers, trainee names, Social Security Number (and other
pertinent personnel data) on individuals scheduled to attend classes.
(f) Training Pipeline Management Information System (TRAPMIS) is an
automated quota allocating system which deals with specialized combat
aircrew training and aircrew survival training. Its files constitute a
`quota bank' against which training requirements are matched and
satisfied, and through which trainees are scheduled in `pipeline'
fashion to accommodate the individual's scheduled geographical movement
from school to school to end assignment. Files contain data concerning
the courses monitored as well as names, Social Security Numbers and
other pertinent personnel data on members being trained.
(g) Air Force Institute of Technology (AFIT) Quota Bank File
reflects program quotas by academic specialty for each fiscal year
(current plus two future fiscal years, plus the past fiscal year
programs for historical purposes). Also, this file reflects the total
number of quotas for each academic specialty. Officer assignment
transactions process against the AFIT Quota Bank File to reflect the
fill of AFIT Quotas. Examples of data maintained are: Academic
specialty, program level, fiscal year, name of incumbent selected,
projected, filling AFIT quota.
(h) Job File is derived from the Authorization Record and is
accessible by Position Number. Resource managers can use the Job File
to validate authorizations by Position Number for assignment actions
and also to make job offers to individual officers. Internal suspensing
within the Job File occurs based upon Resource Managers update
transactions. Data in the file includes: Position number, duty AFSC,
functional account code, program element, location, and name of
incumbent.
(i) Casualty subsystem is composed of transactions which may be
input at Headquarters Air Force and/or CBPOs to report death or serious
illness of members from all components. A special file is maintained in
the system to record information on individuals who have died. Basic
identification data and unique data such as country of occurrence, date
of incident, casualty group, aircraft involved in the incident and
military status are recorded and maintained in this file.
(j) Awards/Decorations are recorded and maintained on all component
personnel in the headquarters Air Force master files. All approved
decorations are input at CBPOs whereas disapproved decorations are
input at Major Command/Headquarters Air Force (MAJCOM/HAF). A
decorations statistical file is built at AFMPC which reflects an
aggregation of approvals/disapprovals by category of decoration. This
file does not contain any individually identifiable data. All
individually identifiable data on decorations is maintained in the
Master Personnel File. Such information as the type of decoration,
awarding authority, special order number and date of award are
identified in an individual's record. Several occurrences for all
decorations are stored; however only specific data on the last
decoration of a particular type is maintained.
(k) Point Credit Accounting and Reporting System (PCARS). This
system is an Air National Guard/Air Force Reserve unique supported by
PDS. Its basic purpose is to maintain and account for retirement/
retention points accrued as a result of participating in drills/
training. The system stores basic personal identification data which is
associated with a calendar of points, earned by participation in the
Reserve program. Each year an individual's record is closed and point
totals are accumulated in history, and a point earning statement is
provided the individual and various records custodians.
(l) Human Reliability/Personnel Reliability File: This file is
maintained at Headquarters Air Force in support of Air Force Regulation
35-99. It is not part of the Master Personnel Files but a free standing
file which is updated by transactions from CBPOs. The file was
established to specifically identify individuals who have become
permanently disqualified under the provisions of the above regulation.
A record is maintained on each disqualified individual which includes
basic identification data, service component, Personnel/Human
Reliability status and date, and reason for disqualification.
(m) Variable Incentive Pay (VIP) File for medical officers:
Contains about 125 character record on all Air Force physicians and is
specifically used to identify whether the individual is participating
in the Continuation Pay or Variable Incentive Pay programs. Update to
this file is provided by the Surgeon (AFMPC), changes to the Master
Personnel File. Besides basic identification data an individual's
record, includes source of appointment, graduate medical location
status, amount of VIP or Continuation Pay and the dates of
authorization and the dates and reason for separation.
(n) Weighted Airman Promotion System (WAPS):
(1) The Test Scoring and Reporting Subsystem (TSRS) provides for:
Identifying at the CBPO individuals eligible for testing; providing
output to the Base Test Control Officer and the CBPO to control,
monitor, and operate WAPS testing functions; editing and scoring WAPS
test answer cards at AFMPC; providing output for maintaining historical
and analytical files at AFMPC and the Human Resources Laboratory (HRL)
and includes the central identification of AFMPC of individuals
eligible for testing.
(2) The Personnel Data Reporting Subsystem (PDRS) provides for:
Identifying promotion eligibles at AFMPC; verifying these eligibles and
selected promotion data; merging test and weighted promotion data at
AFMPC to effect promotion scoring, assigning the promotion objective
and aligning selectees in promotion priority sequence; maintaining
projects on promotion selectees at AFMPC, MAJCOM, and the CBPO;
updating these projections monthly; creating output products to monitor
the flow of data in the system; maintaining promotion historical and
analytical files and reports at AFMPC.
(3) Basically, identification data along with time in grade, test
scores, decoration information, time in service, and airman performance
report history is used to support this program.
(o) Retired Personnel Data System (RPDS) is made up of four files -
Retired Officer Management File and Retired Airman Management File
containing records on members in retired status and the Retired Officer
and Airman Loss Files containing records on former retirees who have
been lost from rolls, usually through death. The RPDS is used to
produce address listings for the Retired Newsletter and Policy letter,
statistical reports for budgeting, to manage the Advancement Program,
the Temporary Disability Retired List, Age 59 rosters, mobilization
rosters and orders for ARPC, General Officer roster, and statistical
digest data for management analysis functions. Data is extracted from
the master files upon retirement from Active Duty or Reserve or
obtained from member by ARPC via survey or from address changes
submitted to the Defense Finance and Accounting System (DFAS). Data
includes name, Social Security Number, grade data, service data,
education data, retirement data, address, home and business phone
numbers, state of medical license, expiration date of medical license.
(p) Separated Officer File contains historical information on
officers who leave the Air Force via separation, retirement, or death.
Copies are sent to HRL and Washington offices for research purposes.
The data comprises the Master Personnel File in its entirety and is
captured 30 to 60 days after separation from the Air Force.
(q) Airman Gain/Loss File includes data extracted from the Airman
Master File when accession and separation (gains and losses) occur.
This file, like the Separated Officer File, is used for historical
reports regarding strength changes. Data includes name, Social Security
Number, and other data that reflects strength, i.e., promotions,
reassignment data, specialty codes, etc.
(r) Officer and Airman Separation Subsystem is used to process,
track, approve, disapprove and project separations from the Air Force
and transfers between components of the Air Force. This subsystem uses
the Active, Guard, and Reserve Master Personnel Files. Data includes
that specifically related to separations, e.g., date of separation,
separation program designator, waivers, etc.
(s) The Retirements Subsystem is used to process and track
applications for an approval/disapproval and projections of
retirements. This subsystem uses the Master Files for active duty and
Reserve officers and airmen. Data specifically related to retirements
includes application data, date of separation, waiver codes,
disapproval reason codes, separation program designator, Title 10
U.S.C. section, etc.
(t) Retired Orders Log is a computer produced retirement orders
routine. Orders are automatically produced when approval, verification
of service dates, and physical clearance have been entered in system.
The orders log contains data found in administrative orders for
retirement, including name, Social Security Number, grade, order
number, effective dates, etc. The log is used to control assignment of
order number, and as a cross-reference between orders, revocations and
amendments.
(u) General Officer Subsystem of PDS contains data extracted from
the Master Personnel File and language qualification data and
assignment history data maintained by the Assistant for General Officer
Matters. A record is maintained on each general officer and general
officer selectee. The general officer files are updated monthly and are
used to produce products used in the selection/identification of
general officers for applicable assignments.
(v) Officer Structure Simulation Model (OSSM) provides officer
force descriptions in various formats for existing, predictive or
manipulated structures. It functions as a planning tool against which
policy options can be applied so as to determine the impact of such
policy decisions. The OSSM input records contain individual
identifiable data from the Master Personnel Record, but all output is
statistical.
(w) Widow's File is maintained on magnetic tape and updated by the
office of primary responsibility. When required, address labels and
listings are produced by employing selected PDS utility programs. The
address labels are used to forward the Retired Newsletter to widows of
active duty and retired personnel. The listings are used for management
control of the program. Contained in the file are the name, address,
and Social Security Number of the widow. Additionally, the deceased
sponsor's name, Social Security Number, date of death, and status at
time of death are maintained.
(x) Historical Files are files with a retention period of 365 days
or more. They consist of copies of active master files, and are used
primarily for aggregation and analysis of statistical data, although
individual records may be accessed to meet ad hoc requirements.
(y) Miscellaneous files, records, and processes are a number of
work files, inactive files with a less-than-365-day retention period,
intermediate records, and processes relating to statistical
compilations, computer operation, quality control and problem
diagnosis. Although they may contain individual-identifying data, they
do so only as a function of system operation, and are not used in
making decisions about people.
(z) Civilian employment information including authorization for
position, personnel data, suspense information; position control
information; projected information and historical information; civilian
education and training data; performance appraisal, ratings,
evaluations of potential; civilian historical files covering job
experience, training and transactions; civilian awards information,
merit promotion plan work files; career programs files for such
functional areas as procurement, logistics, civilian personnel, etc.,
civilian separation and retirement data for reports and to determine
eligibility; adverse and disciplinary data for statistical analysis and
employee assistance; stand-along files, as for complaints, enrollee
programs; extract files from which to produce statistical reports in
hard copy, or for immediate access display on remote computer
terminals; miscellaneous files, as described in item (y) above.
(aa) Aviator Continuation Pay: This file is used to identify where
the officer is participating in the Continuation Pay Program. Update to
this file is provided by Headquarters AFMPC/DPMAT, DFAS,and directly
from changes to the Master Personnel File. Identification data on an
individual record includes amount of continuation pay, active duty
service computation, and bonus eligibility date.
10 U.S.C. 265, policies and regulations: Participation of reserve
officers in preparation and administration; 269, Ready reserve:
Placement in; transfer from; 275, Personnel records; 278, Dissemination
of information; 279, Training Reports; 31, Enlistments; 564, Warrant
officers: Effect of second failure of promotion; 593, Commissioned
Officers: Appointment, how made; term; 651, Members: Required service;
671, Members not to be assigned outside US before completing training;
673, Ready reserve; (47, Uniform Code of Military Justice, Section 835,
Article 35, Service of Charges; Section 837, Article 37, Unlawfully
influencing action of court; Section 885, Article 85, Desertion;
Section 886, Article 86, Absence without leave; Section 887, Article
87, Missing movement); 972, Enlisted members: Required to make up time
lost; 1005, Commissioned officers:Retention until completion of
required service; 1163, Reserve components: Members; limitations on
separation; 1164, Warrant officers; separation for age; 1166, Regular
warrant officers: Elimination for unfitness or unsatisfactory
performance; 61, Retirement or Separation for Physical disability; 63,
Retirement for Age; 1263--Age 62: Warrant officers; 65, Retirement for
Length of Service; 1293, Twenty years or more: Warrant officers; 1305,
Thirty years or more: Regular warrant officers; 67, Retired pay; 1331,
Computation of years of service in determining entitlement to retired
pay; 1332, Age and service requirements; 1333, Computation of years of
service in computing retired pay; 79, Correction of Military Records;
165, Accountability and responsibility, 2771, Final settlement of
accounts: Deceased members; 8013, Secretary of the Air Force: Powers
and duties; delegation by; 805, The Air Staff, Sections 8032, General
duties; and 8033, Reserve components of Air Force; policies and
regulations for government of: Functions of National Guard Bureau with
respect to Air National Guard; 831, Strength, Section 8224, Air
National Guard of the United Status; 833, Enlistments; 835,
Appointments in the Regular Air Force, 8284, Commissioned officers;
Appointment, how made; 8285, Commissioned officers: Original
appointment; qualifications; 8296, Promotion lists: Promotion-list
officer defined; determination of place upon transfer or promotion;
8297, Selection boards; 8303, commissioned officers; Effect of failure
of promotion to captain, major, or lieutenant colonel; 837,
Appointments as Reserve Officers; 8360, Commissioned officers:
Promotion service; 8362, Commissioned officers: Selection boards; 8363,
Commissioned officers; Selection boards; general procedures; 8366,
Commissioned officers; Promotion to captain, major, or lieutenant
colonel; 8376, Commissioned officers: Promotion when serving in
temporary grade higher than reserve grade; 839, Temporary Appointments,
8442, Commissioned officers; regular and reserve components:
Appointment in higher grade; 8447, Appointments in commissioned grade:
How made; how terminated; 841, Active Duty, 8496, Air National Guard of
United States: Commissioned officers; duty in National Guard Bureau;
853, Rights and benefits, Section 8691, Flying officer rating:
Qualification; 857, Decorations and Awards; 859, Separation, 8786,
Officer considered for removal: Voluntary retirement or honorable
discharge; severance benefits; 8796, Officers considered for removal:
Retirement or discharge; Separation or Transfer to Retired Reserve,
8846, Deferred Officers; 8848, 28 years: Reserve first lieutenants,
captains, majors, and lieutenant colonels; 8851, Thirty years or five
years in grade: Reserve colonels and brigadier generals; 8852, Thirty-
five years or five years in grade: Reserve major generals; 8853,
Computation of years of service; 865, Retirement for Age; 8883, Age 60;
regular commissioned officers below major general; 8884, Age 60:
Regular major generals whose retirement has been deferred; 8885, Age
62: Regular major generals; 8886, Regular major generals whose
retirement has been deferred; 867, Retirement for Length of Service;
8911, Twenty years or more; regular or reserve commissioned officers;
8913, Twenty years or more: Deferred officers not recommended for
promotion; 8914, Twenty to thirty years: Regular enlisted members;
8915, Twenty-five years: Female majors except those designated under
section 8067(a)-(d) or (g)-(i) of this title; 8918, Thirty years or
more: Regular commissioned officers; 8921, Thirty years or five years
in grade: Promotion-list colonels; 8922, Thirty years or five years in
grade: Regular brigadier generals; 8923, Thirty-five years or five
years in grade: Regular major generals; 8924, Forty years or more: Air
Force officers; 901, Training generally; 9301, Members of Air Force:
Detail as students, observers and investigators at education
institutions, industrial plants, and hospitals; and 9302, Enlisted
members of Air Force: Schools; 903, United States Air Force Academy;
9342, Cadet: Appointment; numbers, territorial distribution; 9344,
Selection of persons from Canada and American Republics; 9345,
Selection of Filipinos; 1, Organization, 102, General policy; and 104,
units; Location; organization; command; 3, Personnel, 307, Federal
recognition of officers; Examination, certification of eligibility; 7,
Services, supplies, etc., 709, Caretakers and clerks; 3, Basic Pay,
308, Special pay: Reenlistment bonus; 313, Special pay: Medical
officers who execute active duty agreements; 7, Allowances, 407, Travel
and transportation allowances: Dislocation allowance; 10; Air Force
Manual 30-3, Vol I-V, Mechanized Personnel Procedures, Air Force Manual
30-130, Base Level Military Personnel System, and Air Force Manual 300-
4, Standard Data Elements and Codes; and E.O. 9397.
The Air Force operates a centralized personnel management system in
an environment that is widely dispersed geographically and encompasses
a population that is diverse in terms of qualifications, experience,
military status and needs.
There are three major centers of Air Force personnel management:
Headquarters United States Air Force, Washington, DC, where most major
policy and long-range planning/programming decisions are made; the Air
Force Military Personnel Center at Randolph Air Force Base, TX, which
performs most personnel operations-type functions for the active duty
components of the force; and the Air Reserve Personnel Center at
Denver, CO, which performs certain operational functions for the
Reserve components of the force. Offices at major command headquarters,
State Adjutant Generals, and Air Force bases perform operational tasks
pertaining to the population for which they are responsible. The
structure of the Air Force and its personnel management system, the
composition of the force, and the Air Force's stated objective of
treating people as individuals, i.e., giving due consideration to their
desires, needs and goals, demand a dynamic data system that is capable
of supporting the varying needs of the personnel managers at each
echelon and operating locations. It is to this purpose that the data in
the Personnel Data System is collected, maintained, and used.
Uses within the Air Force Personnel Community:
1. Headquarters United States Air Force, Washington, DC: Deputy
Chief of Staff, Personnel and his immediate staff; Director of
Personnel Plans; Director of Personnel Programs; Assistant for General
officer Matters; Assistant for Colonel Assignments; Reserve Personnel
Division; Air National Guard Personnel Division; and The Surgeon
General, the Chief of Air Force Chaplains and the Staff Judge Advocate,
each of which perform certain personnel functions within their area of
responsibility. Data from the central data base at the AFMPC is
furnished Washington area agencies by retrieval from the computer at
Randolph via remote access devices and by provision of recurring
products containing required management information, including computer
tape files which are used as input to unique systems with which PDS
interfaces. Although most of the data is used by policy makers to
develop long-term plans and programs and track progress toward
established goals, some individual data is provided/retrieved to
support actions taken on certain categories of persons managed by
offices in the headquarters, e.g. General Officers, Colonels, Air
National Guard personnel, etc.
2. Air Force Military Personnel Center (AFMPC), Randolph Air Force
Base, TX: Personnel managers at AFMPC use the data in PDS to make
decisions on individual actions to be taken in areas such as personnel
procurement, education and training, classification, assignment, career
development, evaluation, promotion, compensation, casualty and personal
affairs, separation and retirement.
3. Air Reserve Personnel Center (ARPC), Denver, CO: Personnel
managers at ARPC perform many of the same functions for the Reserve
components of the Air Force as the managers at AFMPC perform for the
active duty force. As with the Washington area, ARPC obtains data from
the central data base at AFMPC by retrieval through remote terminals
and recurring output products containing information necessary to their
management processes.
4. Major Command Headquarters: Major command headquarters personnel
operation are supported by the standard content of PDS records provided
them by AFMPC. In addition, there is provided in the PDS record an
`add-on area' which the commands are authorized to use for the storage
of data which will assist them in fulfilling unique personnel
management requirements generated by their mission, structure,
geographical location, etc. The standard functions performed fall
generally under the same classifications as those in AFMPC, e.g.,
assignment, classification, separation, etc. Nonstandard usages include
provisions of unique aircrew data, production of specially-tailored
name listing, control of theater oriented training, etc. Some commands
use PDS data--both standard and add-on as input to unique command
systems, which are separately described in the Federal Register.
5. Consolidated Base Personnel Offices (CBPO): CBPOs, which
represent the base-level aspect of PDS, are the prime point of system-
to-people interface. Supplied with a standard data base and system,
CBPOs provide personnel management support to commanders and
supervisors on a daily basis. Acting on receipt of data from higher
headquarters, primarily by means of transactions processed through PDS,
they notify people of selection for reassignment, promotion, approval/
disapproval of requests for separation and retirement, and similar
personnel actions. When certain events occur to an individual at the
local level, e.g., volunteer for overseas duty, reduction in grade,
change in marital status, application for retirement, etc., the CBPO
enters transactions into the vertical system to transmit the requisite
information to other management levels and update the automated records
resident at those levels. CBPOs too are allotted an `add-on' area in
the computer record which they use to support local management unique
requirements such as local training scheduling, unique locator listing
urinalysis testing scheduling, etc.
Uses within the Air Force--external to the Personnel Community.
1. Headquarters USAF/AFMPC Interfaces: Automated interfaces exist
between the PDS central site files and the following systems of other
functions:
a. The Flight Records Data System (FRDS) maintained by the Air
Force Safety Agency (AFSA) at Norton Air Force Base, CA.
b. Certain personnel identification data on rated officers is
transferred monthly to the FRDS. This data flow creates the basic
identifying data in the FRDS, insures compatibility with the PDS, and
precludes duplicative data collection and input generation by the AFSA.
c. Update of the personnel data to the FRDS generates return flow
of flying hour data which is used at AFMPC for rated resource
distribution management.
d. The Master Military Pay Account (MMPA), is the Joint Uniform
Military Pay System (JUMPS) centralized pay file maintained by DFAS at
Denver, CO. The PDS transfers certain pay related data as changes occur
to update the MMPA, e.g., promotions, accessions, separations/
retirements, name, Social Security Number, grade. These data provide
criteria for DFAS to determine specific pay entitlement.
e. DFAS maintains a separate pay system for Air National Guard and
Air Force Reserve personnel called the Air Reserve Pay and Allowances
System (ARPAS).
(1) PDS outputs certain pay related data to ARPAS as changes occur,
e.g., retirements/separations, promotions, name, Social Security
Number, grade. These data form the criteria for DFAS to determine
specific Reserve pay entitlement.
(2) ARPAS outputs data which affect accumulated point credits for
Air National Guard/Reserve participation to AFMPC for update of the
PCARS, a component of PDS. PCARS also receives monthly input from
Headquarters Air University which updates point credits as a result of
completing an Extension Courses Institute correspondence program.
f. DFAS provides data on (VIP) for Medical Officers which is used
to update a special control file within PDS and produce necessary
reports for management of the VIP program.
g. Air Training Command operates a system called PACE (Processing
and Classification of Enlistees) at Lackland Air Force Base, TX. From
that system data is fed to AFMPC to initially establish the PDS record
on an Air Force enlistee.
h. On a monthly basis, copies of the PDS Master Personnel File are
provided to the Human Resources Laboratory at Brooks Air Force Base,
TX, where they are used as a statistical data base for research
purposes.
i. On a quarterly basis, AFMPC provides the United States Air Force
School of Aerospace Medicine with data concerning name, Social Security
Number, and changes in base and command of assignment of flying
personnel. The data reflects significant medical problems in the flying
population.
j. A complete printout of PDS data pertaining to an individual is
included in his Master Personnel File when it is forwarded to National
Personnel Records Center.
k. PDS data is provided to the Contingency Planning Support
Capability (CPSC) at five major command headquarters: Tactical Air
Command, Military Airlift Command, Air Force Communications Command,
United States Air Forces Europe, and Pacific Air Forces. A record
identifiable by individual's name and Social Security Number provides
contingency and/or manning assistance temporary duty (TDY) being
performed by the individual. Record is destroyed upon completion of the
TDY. Statistical records (gross statistics by skill and unit) are also
generated for CPSC from PDS providing force availability estimates.
CPSC is described separately in the Federal Register.
2. Consolidated Base Personnel Offices (CBPO) Interfaces: Certain
interfaces have been established at base level to pass data from one
functional system to another. The particular mode of interface depends
on the needs of the receiving function and the capabilities of the
system to produce the necessary data:
a. The Flight Management Data System (FMDS) receives an automated
flow of selected personal data on flying personnel as changes occur.
This data consists primarily of assignment data and service dates which
the base flight manager uses to determine appropriate category of
aviation duty which is reflected by designation of an Aviation Service
Code. The FMDS outputs aviation service data as changes occur to the
BLMPS. These data subsequently flow to the PDS central site files at
AFMPC so it is available for resource management decisions.
b. The Medial Administration Management System (MAMS), currently
being developed and tested, will receive flow of selected assignment
data as changes occur for personnel assigned to medical activities.
MAMS will use these data to align assigned personnel with various cost
accounting work centers within the medical activity and thus be able to
track manpower expenditure by subactivities.
c. The Automated Vehicle Operator Record (AVOR) is being developed
to support motor vehicle operator management. Approximately 115
characters of vehicle operator data will be incorporated into the BLMPS
data base during FY76 for both military and civilian personnel
authorized to operate government motor vehicles and selected personnel
data items (basic identification data) will be authorized for access by
the vehicle operator managers.
d. Monthly, a magnetic tape is extracted from BLMPS containing
selected assignment data on all assigned personnel. This tape is
transferred to the base Accounting and Finance Office for input into
the Accounting Operations System. This system uses these data to derive
aggregate base manpower cost data.
e. A procedure is designed into BLMPS to output selected background
data in predefined printed format for personnel being administered
military justice. This output is initiated upon notification by the
base legal office. The data is forwarded to the major command where it
is input into the Automated Military Justice Analysis and Management
System (AMJAMS).
f. The BLMPS output (on an event-oriented basis) pay-affecting
transactions such as certain promotions, accessions, and assignments/
reassignments, to DFAS, where the data is entered into the JUMPS.
Uses external to the Air Force, but within DOD.
1. To The Office Of The Secretary Of Defense (OSD): Individual
information is provided to offices in OSD on a recurring basis to
support top-level management requirements within the Department of
Defense. Examples are the DOD Recruiter File to the Assistant Secretary
for Manpower and Reserve Affairs (M&RA), a magnetic tape extract of
military personnel records (RCS: DDM(SA)1221) to M&RA, input to the
Reserve Component Common Personnel Data System to M&RA, and the Post
Career Data File to M&RA.
2. To other Defense Agencies: PDS supports other components of DOD
by provision of individual data in support of programs operated by
those agencies. Examples are the Selected Officer List to Defense
Intelligence Agency for use in monitoring a classified training program
and the Defense System Management School (DSMS) Track Record System to
DSMS for use in evaluating the performance of graduates of that
institution. An extract file on Air National Guard Technicians is
provided the National Guard Computer Center.
Uses external to the Air Force:
Information from the PDS supports a world-wide locator system which
responds to queries as to the location of active duty or retired Air
Force personnel.
Uses external to the Air Force, with consent of the individual:
Information from the PDS supports a world-wide locator system which
responds to queries as to the location of active duty or retired Air
Force personnel.
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:
Other Government/Quasi-Government Agencies: Information used in
analyzing officer/airman retention is provided RAND Corporation. Data
on prior service personnel with military service obligations is
forwarded to the National Security Agency. Lists of officers selected
for promotion and/or appointment in the Regular Air Force are sent to
the Office of the President and/or the Congress of the United States
for review and confirmation. Certain other personnel information is
provided these and other government agencies upon request when such
data is required in the performance of official duties. Selected
personnel data is provided foreign governments, United States
governmental agencies, and other Uniformed Services on United States
Air Force personnel assigned or attached to them for duty. Examples:
the government of Canada, Federal Aviation Administration, U.S. Army,
Navy, etc.
Litigation/Miscellaneous: Lists of individuals selected for
promotion or appointment, who are being reassigned, who die, or who are
retiring are provided to unofficial publications such as the Air Force
Times, along with other information of interest to the general Air
Force public. Information from PDS support a world-wide locator system
which responds to queries as to the location of individuals in the Air
Force. Locator information pertinent to personnel on active duty may be
furnished to a recognized welfare agency such as the American Red Cross
or the Air Force Aid Society. For civilian personnel--to provide
automated system support to Air Force officials at all levels from that
part of the Office of Personnel Management required personnel
management and records keeping system that pertains to evaluation,
authorization and position control, position management, staffing
skills inventory, career management, training, retirement, employee
services, rights and benefits, merit promotion, demotions, reductions
in force, complaints resolution, labor management relations, and the
suspensions and processing of personnel actions; to provide for
transmission of such records between employing activities within the
Department of Defense--to provide individual records and reports to
OPM; to provide information required by OPM for the transfer between
federal activities; to provide reports of military reserve status to
other armed services for contingency planning--to obtain statistical
data on the work force to fulfill internal and external report
requirements and to provide Air Force offices with information needed
to plan for and evaluate manpower, budget and civilian personnel
programs--to provide minority group designator codes to the Office of
Personnel Management's automated data file--to provide the Office of
the Assistant Secretary of Defense, Manpower and Reserve Affairs, with
data to access the effectiveness of the program for employment of women
in executive level positions--to obtain listings of employees by
function or area for locator and inventory purposes by Air Force
offices--to assess the effect or probable impact of personnel program
changes by simulations and modeling exercises--to obtain employee duty
locations and other information releasable under OPM rules and the
Freedom of Information Act to respond to request from Air Force
offices, other Federal agencies and the public--to provide individual
records to other components of the Department of Defense in the conduct
of their official personnel management program responsibilities--to
provide records to OPM for file reconciliation and maintenance
purposes--and to provide information to employee unions as required by
negotiated contracts.
Locator information pertinent to active duty or retired Air Force
personnel may be disclosed to recognized welfare agencies, such as the
American Red Cross or the Air Force Aid Society, in emergency
situations.'
The `Blanket Routine Uses' published at the beginning of the Air
Force's compilation of systems of records notices apply to this system.
Maintained in visible file binders/cabinets, card files, on
computer magnetic tapes, disks or computer paper printouts or
microfiche.
Retrieved by name or Social Security Number. The primary individual
record identifier in PDS is Social Security Number. Some files are
sequenced and retrieved by other identifiers; for instance, the
assignment action record is identified by an assignment action number.
Additionally, at each echelon there exists computer programs to permit
extraction of data from the system by constructing an inquiry
containing parameters against which to match and select records. As an
example, an inquiry can be written to select all Captains who are F-15
pilots, married, stationed at Randolph Air Force Base, who possess a
master's degree in Business Administration; then display name, Social
Security Number, number of dependents and duty location. There is the
added capability of selecting an individual's record or certain
preformatted information by Social Security Number on an immediate
basis using a teletype or cathode ray tube display device. High-speed
line printers located in the Washington, DC area, at major command
headquarters, and ARPC permit the transfer of volume products to and
for the use of personnel managers at those locations.
Records are accessed by custodian of the record system and by
person(s) responsible for servicing the record system in the
performance of their official duties where authorized, and properly
screened and cleared for need-to-know, and by commanders of medical
centers and hospitals. Records are stored in security file containers/
cabinets, safes, vaults and locked cabinets, safes, vaults or rooms.
Records are protected by guards. Records are controlled by personnel
screening visitor registers and computer system software.
Retained in office files until superseded, obsolete, no longer
needed for reference, or on inactivation, then destroyed by tearing
into pieces, shredding, pulping, macerating, or burning. Preceding
retention statement applies to Analog output products of the PDS. Data
stored digitally within system is retained only for the period required
to satisfy recurring processing requirements and/or historical
requirements. Files with a retention period of 364 days or less are
automatically released at the end of their specified retention period.
`Permanent history' files are retained for 10 years. Files 365 or more
days old are defined as `historical files' and are not automatically
released. Retention periods for categories of PDS files are as follows:
If cycle in which a program or series of programs creating output is
daily, and the created magnetic tape file will be used for processing
of next daily, then the retention will be not greater than 10 days. If
cycle in which a program or series of programs creating output is
daily, and the created magnetic tape file will be used for processing
of next daily, which is also used for processing of weekly runs, then
the retention will be not greater than 20 days. If cycle in which a
program or series of programs creating output is daily, and the created
magnetic tape file will be used for processing of next weekly, which is
also used for processing of monthly runs, then the retention will be
not greater than 30 days. If cycle in which a program or series of
programs creating output is weekly, and the created magnetic tape file
will be used for processing of next weekly, then the retention will be
not greater than 20 days. If cycle in which a program or series of
programs creating output is weekly, and the created magnetic tape file
will be used for processing of next weekly, which is also used for
processing of monthly runs, then the retention will be not greater than
30 days. If cycle in which a program or series of programs creating
output is monthly, and the created magnetic tape file will be used for
processing of next monthly, then the retention will be not greater than
30 days. If cycle in which a program or series of programs creating
output is monthly, and the created magnetic tape file will be used for
processing of next monthly, which is also used for processing of
quarterly runs, then the retention will be not greater than 90 days. If
cycle in which a program or series of programs creating output is
monthly, and the created magnetic tape file will be used for processing
of next monthly, which is also used for processing of semi-annual run,
the retention will be not greater than 190 days. If cycle in which a
program or series of programs creating output is monthly, which is also
used for processing of annual runs, then the retention will be not
greater than 365 days. If cycle in which a program or series of
programs creating output is monthly, and the created magnetic tape file
will be used for processing of next monthly, which is also used for
processing of permanent history, then the retention will be not greater
than 999 days. If cycle in which a program or series of programs
creating output is quarterly, and the created magnetic tape file will
be used for processing of next quarterly, then the retention will be
not greater than 90 days. If cycle in which program or series of
programs creating output is quarterly, and the created magnetic tape
file will be used for processing of next quarterly, which is also used
for processing of semi-annual run, then the retention will be not
greater than 190 days. If cycle in which a program or series of
programs creating output is quarterly, and the created magnetic tape
file will be used for processing of next quarterly, which is also used
for processing of annual runs, then the retention will be not greater
than 365 days. If cycle in which a program or series of programs
creating output is quarterly, and the created magnetic tape file will
be used for processing of next quarterly, which is also used for
processing of permanent history, then the retention will be not greater
than 999 days. If cycle in which a program or series of programs
creating output is annual, and the created magnetic tape file will be
used for processing of next annual, then the retention will be not
greater than 365 days. If cycle in which a program or series of
programs creating output is annual, and the created magnetic tape file
will be used for processing of next annual, which is also used for
processing of permanent history, then the retention will be not greater
than 999 days. If the program or series of programs creating output is
a one time run, and the file will be used for processing as required,
then the retention will be lowest possible retention commensurate to
job completion. If the program or series of programs creating output is
compile card image or SOLT tapes, and the created magnetic tape file
will be used for processing as required run, then the retention will be
not greater than 90 days maximum. If cycle in which a program or series
of programs creating output is as required runs, and the created
magnetic tape file will be used for processing as required, the
retention will be lowest possible commensurate to job completion. If
the program or series of programs creating output is test files, and
the created magnetic tape file will be used for processing as required,
then the retention will be not greater than 30 days. If the program or
series of programs creating output is print/punch backup and the
created magnetic tape file will be used for processing as required,
then the retention will be not greater than 10 days. In addition, for
civilian personnel at base level (CCPO), master personnel files for
prospective employees are transferred to the active file upon
appointment of the employee or in the event the employee is not
appointed and will no longer be considered a candidate for appointment,
are destroyed by degaussing-master personnel files for active employees
are transferred to the separated employee history file where they are
retained for three years subsequent to separation and then destroyed by
degaussing. The notification of personnel action--Standard Form 450--is
disposed of as directed by OPM--work files and records such as the
employee career brief, position survey work sheet, retention register
work sheet, alphabetic and Social Security Number locator files, and
personnel and position control register are destroyed after use by
tearing into pieces, shredding, pulping, macerating, or burning--work
sheets pertaining to qualification and retention registers are disposed
of as directed by the Office of Personnel Management--transitory files
such as pending files, and recovery files are destroyed after use by
degaussing--files and records retrieved through general retrieval
systems are destroyed after use by tearing into pieces, shredding,
pulping, macerating, or burning. Those records at AF Manpower and
Personnel Center for the end of each fiscal year quarter are retained
for five years before destroying by deletion--the separated employee
file retains employee information at time of separation for five years
after which the employee's record is destroyed by degaussing.
Deputy Chief of Staff, Personnel, Headquarters United States Air
Force, Washington, DC 20330-1000. Subordinate system managers are:
a. Director of Personnel Data Systems, Assistant Deputy Chief of
Staff for Personnel, Headquarters Air Force Military Personnel Center
(HQ AFMPC), Randolph Air Force Base, TX 78150-6001. He is responsible
for overall PDS design, maintenance and operation, and is designated
the Automated Data Processing system manager for all Air Force
personnel data systems.
b. The Director of Personnel Data Systems at each major command
headquarters for systems operated at that level.
c. The Chief, CBPO, at Air Force installations for systems operated
at that level.
d. The Civilian Personnel Officer at Air Force installations for
civilian systems operated at that level. Official mailing addresses are
published as an appendix to the Air Force's compilation of record
systems notices.
Individuals seeking to determine whether this system of records
contains information on themselves should address written inquiries to
or visit the system manager of the operating level with which they are
concerned.
Persons submitting such a request, either personally or in writing,
must provide Social Security Number, name, and military status (active,
ANG/USAFR, retired, etc.) ANG members not on extended active duty may
submit such requests to the appropriate State Adjutant General or the
Chief of the servicing ANG CBPO. USAFR personnel not on extended active
duty may submit such requests to ARPC, Denver, CO 80280-5000, or, if
unit assigned, to the Chief of the serving CBPO or Consolidated Reserve
Personnel Office. Personal visits to obtain notification may be made to
the Military Records Review Room, Air Force Manpower and Personnel
Center, Randolph Air Force Base, TX 78150-6001; The Military Records
Room, Air Reserve Personnel Center, Denver, CO 80280; The Office of the
Director, National Personnel Records Center (NPRC), 111 Winnebago
Street, St. Louis, MO 63118; the office of the Director of Personnel
Data Systems at the appropriate major command headquarters; or the
office of the Chief of his servicing CBPO. Identification will be based
on presentation of DD Form 2AF, Military Identification Card. Air Force
civilian employees must provide Social Security Number, full name,
previous names, if any, last date and location of Air Force civilian
employment, if not currently employed by the Air Force--current
employees should submit such requests to the CCPO--former employees of
the Air Force should submit such requests to the CCPO for the last Air
Force installation at which they were employed. Authorizations for a
person other than the data subject to have access to an individual's
records must be based on a notarized statement signed by the data
subject.
Individuals seeking to access records about themselves contained in
this system should address written requests to the subordinate system
manager at AFMPC, ARPC, NPRC, Major Command or CBPO/CRPO/CCPO. Official
mailing addresses are published as an appendix to the Air Force's
compilation of record systems notices.
The Air Force rules for accessing records and for contesting 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.
Information obtained from educational institutions, medical
institutions, automated system interfaces, police and investigating
officers, the bureau of motor vehicles, a state or local government and
source documents such as reports.
None.
[FR Doc. 94-11878 Filed 05-16-94; 8:45 am]
BILLING CODE 5000-04-F
