Privacy Act: Systems of records,
[Federal Register: April 12, 1999 (Volume 64, Number 69)]
[Notices]
[Page 17636-17639]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr12ap99-61]
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.
SUMMARY: The Department of the Air Force proposes to amend three systems of records notices in its inventory of record systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended. DATES: The amendment will be effective on May 12, 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 systems being amended are set forth below followed by the notices as amended, published in their entirety.
Dated: April 5, 1999.
L. M. Bynum, Alternate OSD Federal Register Liaison Officer, Department of Defense. F033 AFCA A
System name:
Military Affiliate Radio System (MARS) Member Records (June 11, 1997, 62 FR 31793).
Changes: * * * * *
System location:
Delete entry and replace with `Air Force Communications Agency (AFCA), Air Force installations and Military Affiliate Radio System (MARS) member stations. Official mailing addresses are published as an appendix to the Air Force compilation of systems of records notices.' * * * * *
Safeguards:
Delete entry and replace with `Records are accessed by authorized personnel in the course of their official duties who are properly screened and cleared for need-to-know. Stored in locked file cabinets.'
Retention and disposal:
Delete entry and replace with `Retained until reassignment or termination of membership, then destroyed by tearing to pieces, shredding, pulping, macerating or burning.' * * * * * F033 AFCA A
System name:
Military Affiliate Radio System (MARS) Member Records.
System location:
Air Force Communications Agency (AFCA), Air Force installations and Military Affiliate Radio System (MARS) member stations. Official mailing addresses are published as an appendix to the Air Force compilation of systems of records notices.
Categories of individuals covered by the system:
Amateur Radio Operators licensed by United States Air Force (USAF) Military Affiliate Radio System.
Categories of records in the system:
MARS Personnel Action Notification and Application for Membership in Military Affiliate Radio System. Information includes individuals name, MARS call sign, amateur call sign,
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mailing address, Federal Communications Commission license class, military status, telephone number, and date of birth.
Authority for maintenance of the system:
10 U.S.C. 8013, Secretary of Air Force, powers and duties; delegation by; as implemented by Air Force Instruction 33-106.
Purpose(s):
To identify MARS members, to describe and update information concerning members, to assign call signs and designator, mailing address, amateur license, telephone number, and responsibilities.
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 on computer diskettes.
Retrievability:
Retrieved by name, by call sign or designator and geographic location.
Safeguards:
Records are accessed by authorized personnel in the course of their official duties who are properly screened and cleared for need-to-know. Stored in locked file cabinets.
Retention and disposal:
Retained until reassignment or termination of membership, then destroyed by tearing to pieces, shredding, pulping, macerating or burning.
System manager(s) and address:
Director, Global Communications, HQ AFCA/GCGS, 203 W. Losey Street, Room 3065, Scott Air Force Base, IL 62225-5222.
Notification procedure:
Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Director, Global Communications, HQ AFCA/GCGS, 203 W. Losey Street, Room 3065, Scott Air Force Base, IL 62225-5222.
Record access procedures:
Individuals seeking to access records about themselves contained in this system should address written requests to the Director, Global Communications, HQ AFCA/GCGS, 203 W. Losey Street, Room 3065, Scott Air Force Base, IL 62225-5222.
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:
Individual members and Military Affiliate Radio System officials.
Exemptions claimed for the system:
None. F036 USAFA D
System name:
Class Committee Products (October 15, 1997, 62 FR 53599).
Changes: * * * * *
System location:
Delete entry and replace with `Office of the Registrar, Dean of the Faculty, HQ USAFA/DFR, 2354 Fairchild Drive, Suite 6D87, U.S. Air Force Academy, CO 80840-6210.' * * * * *
Categories of records covered in the system:
After `committees;' delete `reports committee decisions' and insert `Academy Board letter, Academic Review Committee Actions (ARC) (copies)' * * * * *
System manager(s) and address:
Delete entry and replace with `Office of the Registrar, Dean of the Faculty, 2354 Fairchild Drive, Suite 6D87, U.S. Air Force Academy, CO 80840-6210.' * * * * * F036 USAFA D
System name:
Class Committee Products.
System location:
Office of the Registrar, Dean of the Faculty, HQ USAFA/DFR, 2354 Fairchild Drive, Suite 6D87, U.S. Air Force Academy, CO 80840-6210.
Categories of individuals covered by the system:
Air Force Academy cadets.
Categories of records in the system:
List of cadets academically deficient at progress reports; grades, instructor comment cards, military order of merit and other military and entrance data on cadets meeting committees; Academy Board letter, Academic Review Committee Actions (ARC) (copies) and includes worksheets with coded recommendations to the Academy Board at the end of the semester.
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):
Provides data on academically deficient cadets to Academic Review Committee who makes recommendations concerning cadets' future to the Academy Board.
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 visible file binders/cabinets, electronically in the Cadet Administrative Management Information System (CAMIS) data base 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, cabinets, and in computer storage devices protected by computer system software.
Retention and disposal:
Destroyed one year after graduation or when purpose has been served,
[[Page 17638]]
whichever is sooner. Destruction is by tearing into pieces, shredding, pulping, macerating, or burning. Computer records are destroyed by degaussing or overwriting.
System manager(s) and address:
Office of the Registrar, Dean of the Faculty, 2354 Fairchild Drive, Suite 6D87, U.S. Air Force Academy, CO 80840-6210.
Notification procedure:
Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Office of the Registrar, Dean of the Faculty, 2354 Fairchild Drive, Suite 6D87, U.S. Air Force Academy, CO 80840-6210.
Record access procedures:
Individuals seeking to access records about themselves contained in this system should address written requests to or visit the Office of the Registrar, Dean of the Faculty, 2354 Fairchild Drive, Suite 6D87, U.S. Air Force Academy, CO 80840-6210.
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:
Records are compiled from cadet grading and rating cycles.
Exemptions claimed for the system:
None. F036 USAFA H
System name:
United States Air Force Academy Athletic Records (June 11, 1997, 62 FR 31793).
Changes: * * * * *
System location:
Delete entry and replace with `Director of Athletics, HQ USAFA/AH, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840- 4475.' * * * * *
Categories of records in the system:
Add to end of entry `(5) Athletic Review Committee Action.' * * * * *
Purpose(s):
Add to the end of paragraph (2), `for news releases.' * * * * *
Storage:
Delete entry and replace with `Maintained in file folders, card files, on computers in the Sports Recruiting and Cadet Administrative Management Information data bases, and computer output products, and microfilm.' * * * * *
System manager(s) and address:
Delete entry and replace with `Director of Athletics, HQ USAFA/HA, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840- 4475.' * * * * * F036 USAFA H
System name:
United States Air Force Academy Athletic Records.
System location:
Director of Athletics, HQ USAFA/AH, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-4475.
Categories of individuals covered by the system:
Air Force Academy applicants, nominees and cadets; members of coaches intercollegiate booster clubs; users of Academy athletic facilities.
Categories of records in the system:
(1) Applicants/Nominees: High school transcript, athletic questionnaire, correspondence, test scores.
(2) Cadets: (a) Athletic performance tests, (b) Counseling record, (c) Intramural record, (d) Physical education record, (e) Physical fitness test, (f) Sports publicity information.
(3) Physical fitness and endurance research.
(4) Reservation forms and mailing lists.
(5) Athletic Review Committee Action.
Authority for maintenance of the system:
10 U.S.C. Chapter 903, United States Air Force Academy.
Purpose(s):
(1) Verify and evaluate athletic and academic background for possible appointment to the Air Force Academy.
(2) Monitor cadet participation and progress in physical education/ intercollegiate/intramural programs for news releases.
(3) Establish standards and improve athletic programs.
(4) Contact booster club members and individuals who reserve Academy athletic facilities by mail and telephone.
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:
Record from this system of records may be used for news releases.
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, card files, on computers in the Sports Recruiting and Cadet Administrative Management Information data bases, and computer output products, and microfilm.
Retrievability:
By name and/or Social Security Number.
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. Records are stored in security file containers/ cabinets, locked rooms and on computer storage devices protected by computer system software.
Retention and disposal:
(1) Destroy one year after graduation or one year after cadet would have graduated.
(2) (a) Destroy 30 days after end of academic year. (b) Destroy upon graduation. (c) Destroy after 1 year. (d) Destroy when no longer needed. (e) Destroy after four academic years. (f) Destroy when no longer needed.
(3) Destroy when no longer needed.
(4) Destroy when no longer needed.
System manager(s) and address:
Director of Athletics, HQ USAFA/HA, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-4475.
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 Athletics, HQ USAFA/HA, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-4475.
Record access procedures:
Individuals seeking access to information about themselves contained
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in this system should address written inquiries to or visit Director of Athletics, HQ USAFA/HA, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-4475.
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:
Individual applicant, nominee or cadet; coaches, instructors and squadron athletic officers; educational institutions; the media; officers in charge of individual sports; Registrar's Office, and Curriculum and Scheduling Office; Stone Human Performance Laboratory; DOD agencies; individuals.
Exemptions claimed for the system:
None. F036 USAFA M
System name:
Thomas D. White National Defense Award (June 11, 1997, 62 FR 31793).
Changes: * * * * *
System location:
Delete entry and replace with `Chief, Plans and Current Operations Division, HQ USAFA/XPO, 2304 Cadet Drive, Suite 350, U.S. Air Force Academy, CO 80840-5002.' * * * * *
System manager(s) and address:
Delete entry and replace with `Chief, Plans and Current Operations Division, HQ UAFA/XPO, 2304 Cadet Drive, Suite 350, U.S. Air Force Academy, CO 80840-5002.' * * * * *
Record source categories:
Add to entry `nominators'. * * * * * F036 USAFA M
System name:
Thomas D. White National Defense Award.
System location:
Chief, Plans and Current Operations Division, HQ USAFA/XPO, 2304 Cadet Drive, Suite 350, U.S. Air Force Academy, CO 80840-5002.
Categories of individuals covered by the system:
United States citizens who have contributed significantly to the national defense and security of the United States.
Categories of records in the system:
Nominations and supporting biographical information on nominees for the Thomas D. White Defense Award.
Authority for maintenance of the system:
10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by.
Purpose(s):
Data pertaining to the Thomas D. White National Defense Award is used by a selection board in identifying an appropriate recipient for the award. The elements, which may consist of citations, certificates, and/or trophies are prepared using information provided by the nominating activity.
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 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, on microfiche and in computer databases.
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.
Retention and disposal:
Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning.
System manager(s) and address:
Chief, Plans and Current Operations Division, HQ UAFA/XPO, 2304 Cadet Drive, Suite 350, U.S. Air Force Academy, CO 80840-5002.
Notification procedure:
Individuals seeking to determine whether this system of records contains information on them should address inquiries to the Chief, Plans and Current Operations Division, HQ UAFA/XPO, 2304 Cadet Drive, Suite 350, U.S. Air Force Academy, CO 80840-5002.
Record access procedures:
Individuals seeking to access records about themselves contained in this system should address requests to the Chief, Plans and Current Operations Division, HQ UAFA/XPO, 2304 Cadet Drive, Suite 350, U.S. Air Force Academy, CO 80840-5002.
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 previous employers, nominators, and from the individual.
Exemptions claimed for the system:
None.
[FR Doc. 99-8802Filed4-9-99; 8:45 am]
BILLING CODE 5001-10-F
