SYSTEM NAME:

Promotion Documents and Records Tracking System (PRODARTS)  (April 12, 2011,  76 FR 20343)

SYSTEM LOCATION:

Board Support Branch, Selection Board Secretariat, Headquarters Air Force Personnel Center, 1960 1st Street West, Randolph Air Force Base, TX 78150-0000.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Active duty officers in grades from Lieutenant (O1) through Lieutenant Colonel (O5) and active duty enlisted personnel in grades Master Sergeant (E7) through Senior Master Sergeant (E8).

CATEGORIES OF RECORDS IN THE SYSTEM:

The PRODARTS is made up of six files: active duty enlisted file, active duty officer file, document/record required, document/record receipt file, selection board eligibility file, and derogatory information file. These files contained Enlisted/Officer Performance Reports, training reports, decorations, promotion/retention recommendation forms, individuals name, Social Security Number (SSN), grade data, service data, and selection board eligibility data.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 8013, Secretary of the Air Force; Air Force Instruction 36-2406, Officer and Enlisted Evaluation System; Air Force Manual 36-2622, Base Level Military Personnel System; Air Force Instruction 36-2502, Airman Promotion/Demotion Programs and E.O. 9397 (SSN), as amended.

PURPOSE(S):

Records technicians use the PRODARTS system to identify documents (Enlisted/Officer Performance Reports, training reports, decorations, promotion/retention recommendation forms) missing from the United States Air Force Selection Records Group and to account for documents received.

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, these records contained therein may be specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b) as follows:

The DoD Blanket Routine Uses published at the beginning of the Air Force 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:

Electronic storage media.

RETRIEVABILITY:

Retrieved by name and/or Social Security Number (SSN).

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 that are properly screened and cleared for need-to-know. PRODARTS is protected by user identification and password or smart card technology protocols.

RETENTION AND DISPOSAL:

PRODARTS records are maintained until the member is selected for promotion to Chief Master Sergeant (E9) or Colonel (O6) or when the member is no longer on active duty. Electronic files are destroyed automatically upon obtaining E9 or O6.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Board Support Branch, Selection Board Secretariat, Headquarters Air Force Personnel Center, 1960 1st Street West, Randolph Air Force Base, Texas 78150-0000.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Board Support Branch, Selection Board Secretariat, Headquarters Air Force Personnel Center, 1960 1st Street West, Randolph Air Force Base, Texas 78150-0000.

For verification purposes, individual should provide their full name, Social Security Number (SSN), 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 access to information about themselves contained in this system of records should address written inquiries to or visit the Chief, Board Support Branch, Selection Board Secretariat, Headquarters Air Force Personnel Center, 1960 1st Street West, Randolph Air Force Base, Texas 78150-0000.

For verification purposes, individual should provide their full name, Social Security Number (SSN), 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, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 33-332, Privacy Act Program; CFR part 806b; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

PRODARTS data is extracted from the Military Personnel Data System (MilPDS).

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY: