SYSTEM NAME:
Temporary Disability Retirement List (TDRL) Case Files (March 05, 2013, 78 FR 14288)
SYSTEM LOCATION:
Headquarters Air Force Personnel Center (HQ AFPC), 550 C Street W, Suite 6, Randolph Air Force Base, TX 78150-4708.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Air Force Active Duty, Reserve, and Air National Guard personnel who are placed on the Temporary Disability Retirement List.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name; Social Security Number (SSN); Department of Defense Identification number (DoD ID); date of separation; percentage of disability; Department of Veterans Affairs Condition Codes; disposition of the Physical Examination Board (PEB) (i.e. return to duty, permanent retirement, temporary retirement discharge with benefits, discharge without benefits, unfitting condition); combat relation of condition; date of birth; retirement processing records; separation processing records; medical evaluation board reports; physical evaluation board findings; medical reports from Department of Veterans Affairs and civilian medical facilities; appellate actions and reviews taken in the case; correspondence from and to the member; members of Congress; attorneys and other interested parties; and documents concerning the appointment of trustees for mentally incompetent service members.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. Chapter 61, Retirement or Separation for Physical Disability; Department of Defense Directive (DoDD) 1332.18, Separation or Retirement for Physical Disability; DoD Instruction (DoDI) 1332.38, Physical Disability Evaluation; Air Force Policy Directive (AFPD) 36-32, Military Retirements and Separations; and Air Force Instruction (AFI) 36-3212, Physical Evaluation for Retention, Retirement and Separation; E.O. 9397 (SSN), as amended.”
PURPOSE(S):
To maintain oversight of Air Force personnel placed on the Temporary Disability Retirement List (TDRL). Individuals remain on the TDRL until reevaluation and removal (discharged, permanently retired, or found fit for duty) or for five years, whichever comes first. The TDRL serves as a safeguard for both the member and the Air Force by delaying permanent disposition for those members whose conditions could improve or get worse, or where the ultimate disposition could change within a reasonable period of time. Records may also be used to respond to official inquiries concerning the disability evaluation proceedings of individuals.
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 of 1974, as amended records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
To the Department of Veterans Affairs in the performance of their duties relating processing and adjudicating claims, benefits, and medical care.
The DoD Blanket Routine Uses published at the beginning of the Air Force's compilation of systems of records notices may apply to this system.
NOTE: This system of records contains individually identifiable health information. The DoD Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the Health Insurance Portability and Accountability Act of 1996, applies to most such health information. DoD 6025.18-R may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974, as amended, or mentioned in this system of records notice.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records and/or electronic storage media.
RETRIEVABILITY:
Name, SSN, and/or DoD ID number.
SAFEGUARDS:
Records are accessed by the program manager or by person(s) responsible for servicing the record system in performance of their official duties that are properly screened and cleared for need-to-know. Paper records are stored in secured file cabinets in a locked building with controlled access entry requirements. System software uses Primary Key Infrastructure (PKI)/Common Access Card (CAC) authentication to lock out unauthorized access. Access to the building is controlled by Security Access Card.
RETENTION AND DISPOSAL:
Temporary paper and electronic records are retained for 30 days after individual is removed from the Temporary Disability Retirement List. Documents designated as permanent remain in the military personnel records system permanently and are retired with the master personnel record group. Paper records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Electronic records are destroyed by erasing, deleting, or overwriting.
SYSTEM MANAGER(S) AND ADDRESS:
Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Personnel Center, Air Force Disability Division (HQ AFPC/DPFD), 550 C Street W, Suite 6, Randolph AFB TX 78150-4708.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Personnel Center, Air Force Disability Division (HQ AFPC/DPFD), 550 C Street W, Suite 6, Randolph AFB TX 78150-4708.
For verification purposes, individuals should provide their full name, SSN and/or DoD ID Number, any details which may assist in locating records, and their signature.
In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
If executed outside the United States:
‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United State of America that the foregoing is true and correct. Executed on (date). (Signature)’.
If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
RECORD ACCESS PROCEDURES:
Individuals seeking to access records about themselves contained in this system should address written requests to the Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Personnel Center, Air Force Disability Division (HQ AFPC/DPFD), 550 C Street W, Suite 6, Randolph AFB TX 78150-4708.
For verification purposes, individual should provide their full name, SSN and/or DoD ID Number, any details which may assist in locating records, and their signature.
In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
If executed outside the United States:
‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United State of America that the foregoing is true and correct. Executed on (date). (Signature)’.
If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.”
CONTESTING RECORD PROCEDURES:
The Air Force rules for accessing records, contesting contents, and appealing initial agency determinations are published in Air Force Instruction 33-332, Air Force Privacy Program; 32 CFR part 806b; or may be obtained from the system manager.
RECORD SOURCE CATEGORIES:
Military Personnel Data System (MilPDS); correspondence and forms generated in Air Force Disability Division (AF Form 356, Report of Findings of the Physical Evaluation Board; AF form 1180, Action of Physical Evaluation Board Findings and Recommended Disposition) ; medical treatment facilities (military, civilian, and Department of Veteran’s Affairs); Department of Veterans Affairs Rating Boards; Department of Veterans Affairs Compensation and Pension Exams; servicing Military Personnel Section; Air Force Personnel Center Commander; individual whom the record pertains to; individual’s commander; Judge Advocate General (JAG) officials; Defense Finance and Accounting Services officials; members of Congress, attorneys; and other interested parties.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
FEDERAL REGISTER HISTORY:
June 11, 1997, 62 FR 31793; March 5, 2013, 78 FR 14288