[Federal Register: July 26, 2004 (Volume 69, Number 142)]
[Notices]
[Page 44515-44518]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr26jy04-39]
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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 amend systems of records.
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SUMMARY: The Department of the Air Force is amending two systems of
records notices in its existing inventory of record systems subject to
the Privacy Act of 1974, (5 U.S.C. 552a), as amended.
DATES: This proposed action will be effective without further notice on
August 25, 2004 unless comments are received which result in a contrary
determination.
ADDRESSES: Send comments to the Air Force Privacy Act Manager, Office
of the Chief Information Officer, AF-CIO/P, 1155 Air Force Pentagon,
Washington, DC 20330-1155.
FOR FURTHER INFORMATION CONTACT: Mrs. Anne Rollins at (703) 696-6280.
[[Page 44516]]
SUPPLEMENTARY INFORMATION: The Department of the Air Force systems of
records 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 specific changes to the records systems being amended are set
forth below followed by the notices, as amended, published in their
entirety. The proposed amendments are not within the purview of
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended,
which requires the submission of a new or altered system report.
Dated: July 20, 2004.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
F036 AETC K
system name:
Officer Training Group (OTG) Resource Management System--Officer
Trainees (June 11, 1997, 62 FR 31793).
Changes:
* * * * *
System name:
Delete entry and replace with `Office Training School Flight
Training Information System'.
* * * * *
Categories of records in the system:
Delete entry and replace with `Officer trainee record showing name,
performance data such as written and physical fitness test scores,
measurement evaluations, merits and demerits earned, involvement in
remedial programs, counseling documentation, student disposition
indicators showing first time in training or recycled back into the
program.'
Authority for maintenance of the system:
Delete from entry `Air Education and Training Command Regulation
53-3, Administration of the Officer Training School (OTS) Program, and
E.O. 9397 (SSN).'
Purpose(s):
Delete entry and replace with `To monitor the progress of an
individual toward completion of the program. Records may be grouped by
class, squadron, flight, or performance factor in the accomplishment of
evaluations of the program or the individual in relation to peers.
Studies, analyses, and evaluations that use these records are intended
to rank order graduates for each class and determine award winners,
e.g., Distinguished Graduate, Top Academic Winner, etc.'
* * * * *
Retrievability:
Delete from entry `Social Security Number' and add `name, class,
squadron, or flight.'
* * * * *
F036 AETC K
System name:
Officer Training School Flight Training Information System.
System location:
Officer Training School, 501 LeMay Plaza North, Maxwell Air Force
Base, AL 36112-6417.
Categories of individuals covered by the System:
Officer trainees while attending Officer Training School (OTS).
Categories of records in the system:
Officer trainee record showing name, performance data such as
written and physical fitness test scores, measurement evaluations,
merits and demerits earned, involvement in remedial programs,
counseling documentation, student disposition indicators showing first
time in training or recycled back into the program.
Authority for maintenance of the system:
10 U.S.C. Chapter 907, Schools and camps as implemented by Air
Force Instruction 36-2013, Airman Commissioning Programs and Officer
Training School.
Purpose(s):
To monitor the progress of an individual toward completion of the
program. Records may be grouped by class, squadron, flight, or
performance factor in the accomplishment of evaluations of the program
or the individual in relation to peers. Studies, analyses, and
evaluations that use these records are intended to rank order graduates
for each class and determine award winners, e.g., Distinguished
Graduate, Top Academic Winner, etc.
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 DoD `Blanket Routine Uses' published at the beginning of the
Air Force's compilation of record system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored on magnetic tape, disk units, in computers and
on computer output products.
Retrievability:
Retrieved by individual's name, class, squadron, or flight.
Safeguards:
Records are accessed by person(s) responsible for servicing the
record system in performance of their official duties and by authorized
personnel who are properly screened and cleared for need-to-know.
Records are stored in locked rooms and cabinets. Those in computer
storage devices are protected by computer system software.
Retention and disposal:
Records are retained for two years after class graduation then
destroyed. Records are destroyed by tearing into pieces, shredding,
pulping, macerating or burning. Computer records are destroyed by
erasing, deleting or overwriting.
System manager(s) and address:
Manager, Flight Training Officer Information System, 501 LeMay
Plaza North, Maxwell Air Force Base, AL 36112-6417.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information on themselves should address written inquiries to
or visit the Manager, Flight Training Officer Information System, 501
LeMay Plaza North, Maxwell Air Force Base, AL 36112-6417.
Record access procedures:
Individuals seeking to access records about themselves contained in
this system should address written requests to or visit the Manager,
Flight Training Officer Information System, 501 LeMay Plaza North,
Maxwell Air Force Base, AL 36112-6417.
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 33-332; 32 CFR part 806b; or may be obtained from
the system manager.
Record source categories:
Information obtained from the individual, flight commanders, OTS
[[Page 44517]]
instructors, personnel specialists and members of the registrar's
office.
Exemptions claimed for the system:
None.
F090 AF IG B
System name:
Inspector General Records (March 27, 2003, 68 FR 14953).
F090 AF IG B
Change:
* * * * *
Exemptions claimed for the system:
In the second paragraph, replace the second ``exempt'' with
``except'' and replace ``identify'' with ``identity''.
* * * * *
System name:
Inspector General Records.
System location:
Office of the Inspector General, Office of the Secretary of the Air
Force (SAF/IG), 1140 Air Force Pentagon, Washington, DC 20330-1140.
Records are also located at the headquarters of major commands,
headquarters of combatant commands for which Air Force is Executive
Agent, and at all levels down to and including Air Force installations.
Official mailing addresses are published as an appendix to the Air
Force's compilation of record systems notices.
Categories of individuals covered by the system:
All those who have registered a complaint, allegation or query with
the Inspector General or Base Inspector. All individuals who are or
have been subjects of reviews, inquiries, or investigations.
Categories of records in the system:
Letters/transcriptions of complaints, allegations and queries;
letters of appointment; reports of reviews, inquiries and
investigations with supporting attachments, exhibits and photographs;
record of interviews; witness statements; reports of legal review of
case files, congressional responses; memoranda; letters and reports of
findings and actions taken; letters to complainants and subjects of
investigations; letters of rebuttal from subjects of investigations;
finance; personnel; administration; adverse information, and technical
reports.
Authority for maintenance of the system:
10 U.S.C. 8013, Secretary of the Air Force: powers and duties;
delegation by 10, U.S.C. 8020, Inspector General, and E.O. 9397 (SSN).
Purpose(s):
Used to insure just, thorough, and timely resolution and response
to complaints, allegations or queries, and a means of improving moral,
welfare, and efficiency of organizations, units, and personnel by
providing an outlet for redress. Used by the Inspector General and Base
Inspectors in the resolution of complaints and allegations and
responding to queries. Used in connection with the recommendation/
selection/removal or retirement of officers eligible for promotion to
or serving in, general officer ranks.
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 DoD `Blanket Routine Uses' published at the beginning of the
Air Force's compilation of record system 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 and on electronic media.
Retrievability:
Retrieved by Complainant's name, subject of investigation's name
and case number.
Safeguards:
Records are accessed by custodian of the system of records and by
person(s) responsible for maintaining the system of records in the
performance of their official duties. These personnel are properly
screened and cleared for need-to-know. Records are stored in a locked
room protected by cipher lock. Information maintained on electronic
media is protected by computer system software and password.
Retention and disposal:
Retained in office files for two years after year in which case is
closed. For senior official case files, retained in office files until
two years after the year in which case is closed, or two years after
the senior official retires, whichever is later. Records are destroyed
by tearing into pieces, shredding, pulping, macerating or burning.
Computer records are destroyed by erasing, deleting or overwriting.
System manager(s) and address:
The Inspector General, Office of the Secretary of the Air Force
(SAF/IG), 1140 Air Force Pentagon, Washington, DC 20330-1140.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information on them should address inquiries to or visit the
Inspector General, Office of the Secretary of the Air Force (SAF/IG),
1140 Air Force Pentagon, Washington, DC 20330-1140 or IG offices at
installations.
Record access procedures:
Individuals seeking to access records about themselves contained in
this system should address requests to the Inspector General, Office of
the Secretary of the Air Force (SAF/IG), 1140 Air Force Pentagon,
Washington, DC 20330-1140 or IG offices at installations.
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 33-332; 32 CFR part 806b; or may be obtained from
the system manager.
Record source categories:
Complainants, inspectors, members of Congress, witnesses, and
subjects of investigations.
Exemptions claimed for the system:
Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2)
if the information is compiled and maintained by a component of the
agency, which performs as its principle function any activity
pertaining to the enforcement of criminal laws.
Investigatory material compiled for law enforcement purposes, other
than material within the scope of subsection 5 U.S.C. 552a(j)(2), may
be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is
denied any right, privilege, or benefit for which he would otherwise be
entitled by Federal law or for which he would otherwise be eligible, as
a result of the maintenance of the information, the individual will be
provided access to the information except to the extent that disclosure
would reveal the identity of a confidential source.
Note: When claimed, this exemption allows limited protection of
investigative reports maintained in a system of records used in
personnel or administrative actions.
An exemption rule for this record system has been promulgated in
accordance with the requirements of 5
[[Page 44518]]
U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR
part 806b. For additional information contact the system manager.
[FR Doc. 04-16935 Filed 7-23-04; 8:45 am]