SYSTEM NAME:

Separation Case Files (Officer and Airman)  (January 31, 2014,  79 FR 5386)

SYSTEM LOCATION:

National Personnel Records Center, Military Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5100. Air Reserve Personnel Center, 6760 East Irvington Place, Records Branch, Denver, CO 80280-4450. Air Force Personnel Center, 550 C. Street West, Suite 21, (Records Branch), Randolph AFB, TX 78150-4723, and The Judge Advocate General, Headquarters United States Air Force, 1420 Air Force Pentagon, Washington, DC 20330.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Air Force Active Duty Officer and enlisted personnel.

CATEGORIES OF RECORDS IN THE SYSTEM:

Individual's Name, Social Security Number (SSN), duty location, duty phone number, service member's voluntary separation application; or memorandum from commander initiating separation action; discharge board proceedings, finding, and recommendation if applicable; separation orders.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 8013, as amended, Department of the Air Force; Air Force Instruction (AFI) 36-3206, Administrative Discharge Procedures For Commissioned Officers; AFI 36-3207, Separating Commissioned Officers; AFI 36-3208, Administrative Separation of Airmen, Air Force; AFI 36-3202, Separation Documents, AFI 36-3204, Procedures for applying as a Conscientious Objector; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

Records collected and information contained therein are used by Secretary of the Air Force or delegated authority to determine whether officer or airman is approved or disapproved for separation in accordance with applicable statutes and governing Department of Defense and Air Force Instructions.

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 the 1974, 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:

Department of Veterans Affairs (VA) to determine eligibility for VA benefits, entitlements or medical care.

State Unemployment Compensation offices for verification of military service related information for unemployment compensation claims.

Respective local state government offices for verification of Vietnam 'State Bonus' eligibility.

Department of Labor for claims of civilian employees formerly in military service, verification of service-related information for unemployment compensation claims, investigations of possible violations of labor laws and for pre-employment investigations.

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 file folders, binders, and electronic storage media.

RETRIEVABILITY:

Name and/or SSN.

SAFEGUARDS:

Records are maintained by agencies identified as primary locations reflected above under "System Locations". Access is limited to individuals who request records for the performance of their official duties. Records are stored in file cabinets in buildings that are locked with controlled access entry requirements. Electronic files are only accessed by authorized personnel with secure Common Access Card.

RETENTION AND DISPOSAL:

Temporary records are maintained for 90 days from date of separation, or 90 days from date of disapproval then destroyed by tearing shredding, or burning. Master records designated as permanent, remain in military personnel records system and permanently retired with master personnel record group.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Separations Branch, 550 C Street West, Suite 3, Randolph Air Force Base, TX 78150-4713.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Chief, Separations Branch, Air Force Personnel Center, 550 C Street West, Suite 3, Randolph Air Force Base, TX 78150-4713.

For verification purposes, individual should provide full name, SSN, and their signature.

In addition, requester must provide notarized statement or 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)'.

Individuals may appear in person at the responsible official's office or respective repository for records for personnel in a particular category. The agency which maintains the permanent record depends on the date of separation from the Air Force and whether the service member was discharged (no remaining military service obligation (MSO)) or whether service member was transferred to reserves or guard upon separation from active duty. Recommend individuals seeking information regarding location of their separation case file first contact the Chief, Separation Branch, indicated above before traveling or appearing in person to determine location of their records. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices.

RECORD ACCESS PROCEDURES:

Individuals seeking to access records about themselves contained in this system should address written inquiries to the Chief, Separations Branch, Air Force Military Personnel Center, 550 C Street West, Suite 3, Randolph Air Force Base, TX 78150-4713.

For verification purposes, individual should provide full name, SSN, and signature.

In addition, requester must provide notarized statement or 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)'.

Individuals may also complete a Standard Form 180, Request Pertaining to Military Records, to request access to separation case files on themselves. Individuals may appear in person at the responsible official's office or respective repository for records for personnel in a particular category. Agency which maintains the permanent record depends on date of separation from the Air Force and whether service member was discharged (no remaining military service obligation) or whether service member was transferred to the reserves or guard upon separation from active duty. Recommend individuals seeking information regarding access to their separation case file first contact the Chief, Separation Branch, indicated above before traveling or appearing in person to determine the location of their records. Official mailing addresses are published as an appendix to the Air Force's compilation of system of records notices.

CONTESTING RECORD PROCEDURES:

Requests for records or documents contained in this System of Record should be processed under the guidelines outlined in AFI 33-332, Air Force Privacy Program, and Department of Defense (DoD) 5400.7, DoD Freedom of Information Act Program; and Air Force Manual 33-332, Freedom of Information Program.

RECORD SOURCE CATEGORIES:

Documents generated by the service member, supervisor(s), and commander(s) related to separation or discharge to include separation application, memorandums, and supporting documentation.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 552a(d) pursuant to 5 U.S.C. 552a(k)(1) and published in 32 CFR Part 806b. For additional information, contact the system owner.

FEDERAL REGISTER HISTORY:

May 9, 2003, 68 FR 24949; September 19, 2012, 77 FR 58107; January 31, 2014, 79 FR 5386.