[Federal Register Volume 69, Number 142 (Monday, July 26, 2004)]
[Notices]
[Pages 44515-44518]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-16935]


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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]
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