SYSTEM NAME:

Non-appropriated Fund (NAF) Civilian Personnel Records-Manpower  (June 11, 1997,  62 FR 31793)

SYSTEM LOCATION:

Headquarters, United States Air Force, Air Force Morale, Welfare, and Recreation Center, Randolph Air Force Base, TX 78150-7000, all major commands and Human Resources offices. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Pending, current and former Air Force non-appropriated fund civilian employees assigned to billeting and morale, welfare, and recreation Non-appropriated Fund Instrumentalities (NAFI).

CATEGORIES OF RECORDS IN THE SYSTEM:

Employment information including position authorization, personnel data to include name, grade, Social Security Number and date of birth, suspense information, position control information, projected and historical information.

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 Regulation 40-7, Non-appropriated Funds Personnel Management and Administration, and E.O. 9397 (SSN).

PURPOSE(S):

To provide system support to HQ AFMWRC and other serviced activities required to maintain a personnel management and records keeping system that pertains to evaluation, authorization and position control, position management, staffing, inventory, career management, benefits and the suspensing and processing of personnel actions; to provide information to all levels of management; to provide information for the transfer between NAFIs, and to provide information to employee unions as prescribed by negotiated contracts.

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:

Records may also be disclosed to employee unions as prescribed by negotiated contracts.

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 computers and on computer output products.

RETRIEVABILITY:

Retrieved by name or 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 stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software.

RETENTION AND DISPOSAL:

Master personnel records for pending employees are transferred to the active file upon appointment of the employee; master personnel records for active employees are transferred to the separated employee history file where they are retained for two years subsequent to separation, then transferred to the National Personnel Records Center. The AF Form 2545, NAFI Notification of Personnel Action, is disposed of in accordance with AFR 40-7. Coding forms, on-line terminal message sheets, system quality control products, computer printouts, employee career brief, locator files and personnel and position control registers are destroyed after use. 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:

HQ AFMWRC/MWOSB, Randolph Air Force Base, TX 78150-7000.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the system manager or the servicing Civilian Personnel office.

RECORD ACCESS PROCEDURES:

Individuals seeking to access records about themselves contained in this system should address requests to the system manager or the servicing Civilian Personnel office.

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; financial institutions; educational institutions; police and investigating officers; documents requesting, paying and appointing individual; documents related to designation of benefits and beneficiaries. Information obtained from subject of the record and official personnel folder.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY: