DoD COMPONENT NOTICES

Department of the Air Force

SYSTEM NAME:

Physical Examination Reports Suspense File (June 11, 1997, 62 FR 31793).

SYSTEM LOCATION:

Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Air Force Reserve personnel.

CATEGORIES OF RECORDS IN THE SYSTEM:

Incomplete reports of physical examinations, correspondence to and from Reservists/individuals.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 275, Personnel Records, as implemented by Air Force Regulation 160-43, Medical Examination and Medical Standards, and Headquarters Air Reserve Personnel Center Regulation 45-7, Annual Survey of Non-EAD Reservists, and E.O. 9397 (SSN).

PURPOSE(S):

Information in files is used to provide control of Reservists/individual medical status.

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.

RETRIEVABILITY:

Retrieved by name and 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:

Retained in suspense file until completed, then filed in the individual health record.

System Manager(s) and Address:

Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000.

Notification Procedure:

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

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. 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 from examining facilities, physicians military and civilian, and summary of physician's evaluation.

Exemptions Claimed for the System:

None.