DoD COMPONENT NOTICES

Department of the Air Force

SYSTEM NAME:

Informational Personnel Management Records (June 11, 1997, 62 FR 31793).

SYSTEM LOCATION:

Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000; Headquarters United States Air Force, Office of Air Force Reserve, Washington, DC 20330-5000; United States Air Force Academy, CO 80440-5000; major commands, and major subordinate commands. Official mailing addresses are published as an appendix to the Air Force's compilation of record system notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Air Force Reserve and Air National Guard personnel. Civilian/active military applicants to the Air Force Reserve. Retired and former Air Force military personnel.

CATEGORIES OF RECORDS IN THE SYSTEM:

Officer and airman assignment files which includes correspondence; memos; completed forms; messages; vacancy authorization data for assignment approvals/disapprovals; waivers; manning assistance; discharges; screening data; orders; evaluation reports; documents changing training category; personnel data; photographs; chaplain ecclesiastical endorsement; record of security clearance; miscellaneous correspondence to and from individual; documents pertaining to individual that are not authorized for inclusion in other military personnel record systems; case file of Reserve personnel placed on active duty containing copies of special and Reserve orders; correspondence; documents complete with information used for travel overseas; assignment instructions; list of actions taken by technician; board actions on involuntary airmen; certified receipts acknowledgment of receipt of special orders card.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 262, Purpose; 274, Retired Reserve; 275, Personnel records; 672, Reserve components generally; 673, Ready Reserve; 2001, Reserve components; 8013, Secretary of the Air Force: powers and duties; delegation by; 8067, Designation: officers to perform certain professional functions, as implemented by Air Force Regulations 35-41, Vol I, Assignments Within the Reserve Components; AFR 35-41, Vol II, Reserve Personnel Policies and Procedures - Reserve Training; AFR 35-44, Military Personnel Records System, and E.O.s 9397 (SSN) and 11366.

PURPOSE(S):

Used to determine eligibility/suitability for assignment/reassignment with the Air Force Reserve; determine eligibility for retired related action, to make determinations on discharges or mobilization, deferments, fulfillment of statutory requirements, voluntary and involuntary order to extended active duty (EAD) and temporary release, status of active duty tour, position occupied; training reports. These include but are not limited to members participating in the Chaplain, Judge Advocate, Surgeon General Program. Records maintained as a historical file. Answers to correspondence/telephone inquiries; updating and/or changing information in computer and/or individual Reservist record. Used as a reference file to answer inquiries from Reservist being called to active duty, to send gaining active units additional copies as requested, used as substantiating documents to show action was taken in accordance to prescribing directives. Information on personnel in the Chaplain, Judge Advocate, Surgeon General and other officer management programs is used by personnel responsible for program in order to assist Reservists in their careers.

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 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/note books/binders and in visible file binders/cabinets.

RETRIEVABILITY:

Retrieved by name and/or by Social Security Number.

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. Records are protected by guards.

RETENTION AND DISPOSAL:

Retain in office files until inactivation, reassignment or separation, no longer needed for reference or one year after annual cutoff. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning.

System Manager(s) and Address:

Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80208-5000.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000, or to agency officials at location of assignment.

Written requests should contain full name, Social Security Number, current mailing address, and the case (control) number on correspondence received from the Center, if applicable.

Record Access Procedures:

Individuals seeking to access records about themselves contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000, or to agencies officials at location of assignment. Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO, between 8:00 a.m. and 3:00 p.m. on normal workdays.

Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license.

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 supplied by individual as relates to but not limited to requesting assignment, application for retirement, military orders, personnel data, master personnel record, correspondence, statement of military service from other military components; annual survey and Advance Personnel Data System, correspondence from serving Consolidated Base Personnel Office/Consolidated Reserve Personnel Office and major command units. Instructions from Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001, instructions and board actions from Air Force Reserve, Robins Air Force Base, GA 31098-6001, Air Force Training Corps/SDAA, Maxwell Air Force Base, AL 36112-6678, the National Guard Bureau, Washington DC 20331-6008, major air commands, and from HQ USAF/JAEC, Washington DC 20314-5000. Information from source documents prepared on behalf of the Air Force Advance Personnel Data System.

Exemptions Claimed for the System:

None.