[Federal Register Volume 64, Number 124 (Tuesday, June 29, 1999)]
[Notices]
[Pages 34789-34791]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-16439]


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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 record systems.

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SUMMARY: The Department of the Air Force proposes to amend a system of 
records notice 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 July 29, 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) 588-6187.
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 system being amended are set forth below 
followed by the notice as amended, published in its entirety.
    Dated: June 22, 1999.

L. M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
F036 AF PC L

System name:
    Unfavorable Information Files (UIF) (June 11, 1997, 62 FR 31793).

Changes:
* * * * *

System location:
    Delete entry and replace with `Complete UIFs are maintained in the 
Unit Orderly Room, the Military Personnel Flight (MPF), Headquarters 
Air Reserve Personnel Center (HQ ARPC), or HQ Air National Guard 
Readiness Center (HQ ANGRC). A copy of the UIF summary sheet is 
maintained at: Individual's unit of assignment; geographically 
separated units not co-located with a servicing MPF. For officers only 
the UIF Summary Sheet is also maintained at major command level; for 
colonels, colonel selects, and general officers at the Headquarters Air 
Force level; and the gaining unit for individuals selected for 
reassignment. For Reserve personnel, to the unit of assignment/
attachment. Official mailing addresses are published as an appendix to 
the Air Force's compilation of system of records notices.'

Categories of individuals covered by the system:
    Delete entry and replace with `All active or Reserve component (AF 
Reserve and Air National Guard) military personnel who are the subject 
of an Unfavorable Information File'.
* * * * *

Retention and disposal:
    Delete entry and replace with `For enlisted personnel, UIFs are 
maintained for one year from the effective date of the most recent 
correspondence, except when the file contains documentation pertaining 
to Article 15, court-martial or certain civil court convictions, in 
which case the retention period is two years from the date of that 
correspondence. UIFs are automatically destroyed upon discharge (no 
military service obligation) or retirement and on an individual basis 
when the individual's commander so determines. UIFs are transferred to 
the active or reserve component to which the enlisted member is 
transferring, if known, or if unknown or upon separation to HQ AFRC or 
HQ ANGRC.
    For officer personnel UIFs are maintained for two years from the

[[Page 34790]]

effective date of the most recent correspondence, except when the file 
contains documentation pertaining to court-martial convictions or civil 
court convictions, in which case the retention period is four years 
from the date of that correspondence or one year from the date of 
arrival at a new permanent change of station or one year after date of 
separation, whichever is longer. UIFs are transferred to the Reserve 
component to which the officer is transferring, if known or upon 
separation to HQ ARPC or HQ ANGRC. UIFs are automatically destroyed 
upon retirement. If a Reserve officer is discharged, (no military 
service, obligation), the UIF is destroyed. UIFs for regular officers 
discharged are maintained by HQ ARPC for one year from date of 
discharge and then destroyed.
    UIF records are destroyed on officer or enlisted personnel by 
tearing into pieces, shredding, pulping, macerating or burning. 
Computer records are destroyed by erasing, deleting or overwriting.'
* * * * *
F036 AF PC L

System name:
    Unfavorable Information Files (UIF).

System location:
    Complete UIFs are maintained in the Unit Orderly Room, the Military 
Personnel Flight (MPF), Headquarters Air Reserve Personnel Center (HQ 
ARPC), or HQ Air National Guard Readiness Center (HQ ANGRC). A copy of 
the UIF summary sheet is maintained at: Individual's unit of 
assignment; geographically separated units not co-located with a 
servicing MPF. For officers only the UIF Summary Sheet is also 
maintained at major command level; for colonels, colonel selects, and 
general officers at the Headquarters Air Force level; and the gaining 
unit for individuals selected for reassignment. For Reserve personnel, 
to the unit of assignment/attachment. Official mailing addresses are 
published as an appendix to the Air Force's compilation of system of 
records notices.

Categories of individuals covered by the system:
    All active or Reserve component (AF Reserve and Air National Guard) 
military personnel who are the subject of an Unfavorable Information 
File.

Categories of records in the system:
    Derogatory correspondence determined as mandatory for file or as 
appropriate for file by an individual's commander. Examples include 
written admonitions or reprimands; court-martial orders; letters of 
indebtedness, or control roster correspondence and drug/alcohol abuse 
correspondence.

Authority for maintenance of the system:
    10 U.S.C. 8013, Secretary of the Air Force: powers and duties; 
delegation by; as implemented by Air Force Instruction 36-2907, 
Unfavorable Information File Program.

Purpose(s):
    Reviewed by commanders and personnel officials to assure 
appropriate assignment, promotion and reenlistment considerations prior 
to effecting such actions. UIFs also provide information necessary to 
support administrative separation when further rehabilitation efforts 
would not be considered effective.

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 and in computers and on 
computer output products.

Retrievability:
    Retrieved by name 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 who are properly screened and cleared for need-
to-know. Records are stored in locked cabinets or rooms. Computer 
records are protected by computer software.

Retention and disposal:
    For enlisted personnel, UIFs are maintained for one year from the 
effective date of the most recent correspondence, except when the file 
contains documentation pertaining to Article 15, court-martial or 
certain civil court convictions, in which case the retention period is 
two years from the date of that correspondence. UIFs are automatically 
destroyed upon discharge (no military service obligation) or retirement 
and on an individual basis when the individual's commander so 
determines. UIFs are transferred to the active or reserve component to 
which the enlisted member is transferring, if known, or if unknown or 
upon separation to HQ AFRC or HQ ANGRC.
    For officer personnel UIFs are maintained for two years from the 
effective date of the most recent correspondence, except when the file 
contains documentation pertaining to court-martial convictions or civil 
court convictions, in which case the retention period is four years 
from the date of that correspondence or one year from the date of 
arrival at a new permanent change of station or one year after date of 
separation, whichever is longer. UIFs are transferred to the Reserve 
component to which the officer is transferring, if known or upon 
separation to HQ ARPC or HQ ANGRC. UIFs are automatically destroyed 
upon retirement. If a Reserve officer is discharged, (no military 
service, obligation), the UIF is destroyed. UIFs for regular officers 
discharged are maintained by HQ ARPC for one year from date of 
discharge and then destroyed.
    UIF records are destroyed on officer or enlisted personnel by 
tearing into pieces, shredding, pulping, macerating or burning. 
Computer records are destroyed by erasing, deleting or overwriting.

System manager(s) and address:
    Assistant Deputy Chief of Staff/Personnel, Headquarters Air Force 
Personnel Center, 550 C Street W, Randolph AFB, TX 78150-4703.
    For Reserve system management: Headquarters Air Force Reserve 
Command/Directorate of Personnel, 155 2nd Street, Robins AFB, GA 31098-
1635.

Notification procedure:
    Personnel for whom optional UIFs exist are routinely notified of a 
file. In all cases personnel have had the opportunity or are authorized 
to rebut the correspondence in the file.
    Individuals seeking to determine whether this system of records 
contains information about themselves should address inquiries to the 
servicing Military Personnel Flight, Unit Orderly Room, Headquarters 
Air Reserve Personnel Center or Headquarters Air National Guard 
Readiness Center. Official mailing addresses are published as an 
appendix to the Air Force's

[[Page 34791]]

compilation of systems of records notices.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system should address inquiries to the servicing Military 
Personnel Flight, Unit Orderly Room, Headquarters Air Reserve Personnel 
Center, or Headquarters Air National Guard Readiness Center. Official 
mailing addresses are published as an appendix to the Air Force's 
compilation of systems of records notices.

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:
    Supervisory reports or censures and documented records of poor 
performance or conduct.

Exemptions claimed for the system:
    None.
[FR Doc. 99-16439 Filed 6-28-99; 8:45 am]
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