SYSTEM NAME:

Unfavorable Information Files (UIF)  (November 29, 2012,  77 FR 71183)

SYSTEM LOCATION:

Complete UIFs are maintained in the Military Personnel Section (MPS), Headquarters Air Reserve Personnel Center (HQ ARPC), 18420 E. Silver Creek, Bldg #390 MS 68, Buckley AFB, CO 80011-9502 or HQ Air National Guard Readiness Center (HQ ANGRC), 3500 Fetchet Avenue, Andrews AFB MD 20762-5157 or Base Military Person Sections; 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:

Air Force Active Duty, Reserve and Air National Guard personnel.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, Social Security Number (SSN) and/or DoD Identification Number (DoD ID Number), date of birth, rank and grade, 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, Department of the Air Force; 10 U.S.C. Sections 885, 886, and 887 (UCMJ Articles 85, 86, and 87) allows authorities to collect and maintain this information by Air Force Instruction 36-2907, Unfavorable Information File (UIF) Program and E.O. 9397 (SSN), as amended.

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 of 1974, as amended, these 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:

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.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Maintained in secured file binders/cabinets and electronic storage media.

RETRIEVABILITY:

Retrieved by name or Social Security Number.

SAFEGUARDS:

Records are accessed by person(s) responsible for servicing the records 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 file cabinets in a locked building with controlled access entry requirements. Electronic files are only accessed by authorized personnel with a secure Common Access Card (CAC) and an official need to need-to-know.

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:

Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the servicing Military Personnel Section, 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.

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 States 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 the servicing Military Personnel Section, 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.

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 States 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 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.

FEDERAL REGISTER HISTORY:

June 29, 1999, 64 FR 34789; November 29, 2012, 77 FR 71183