SYSTEM NAME:

Awards and Decorations  (December 13, 2012,  77 FR 74177)

SYSTEM LOCATION:

Headquarters, United States Air Force, Washington DC 20330-1670. Directorate of Personnel Program Actions, Headquarters Air Force Personnel Center, 550 C Street West, Randolph Air Force Base, TX 78150-6001.

Headquarters of major commands and at all levels down to and including Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Air Force active duty, Air Force Reserve, Air National Guard and United States civilian personnel who are recommended for an award.

CATEGORIES OF RECORDS IN THE SYSTEM:

Full name, Social Security Number (SSN), rank, office address, work and home phone numbers, previous awards and/or decorations.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. Chapter 857, Decorations and Awards; as implemented by Air Force Instruction 36-2803, The Air Force Awards and Decorations Program; and E.O. 9397 (SSN) as amended.

PURPOSE(S):

Used by award approval authorities to determine qualification for recognition of individuals through an award or a military decoration.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

In addition to those disclosures ge nerally 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:

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 visible file binders/cabinets, in computers and on computer output products.

RETRIEVABILITY:

Name and/or SSN.

SAFEGUARDS:

Records are accessed by person(s) responsible for servicing the record system with a Common Access Card (CAC) in performance of their official duties and by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software.

RETENTION AND DISPOSAL:

Special Honors, trophies and awards program sponsored by Air Force and private organizations, including nominations of individuals, units and groups, announcements of awards and related forms and correspondence at Headquarters United States Air Force (HQ USAF), Headquarters Air Force Personnel Center (HQ AFPC), and Major Command (MAJCOM) are destroyed after 50 years. Decorations to individuals (Military and Civilian) disapproved by U.S. Military are destroyed after 35 years. Approved/disapproved decorations and awards at initiating and intermediate monitoring headquarters are destroyed after decoration is awarded or 1 year after disapproval. Decorations to foreign nationals and U.S. citizens not employed by U.S. government are retired as permanent 2 years after completion of case; records are stored at Randolph AFB TX. Files 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:

Executive Director, Headquarters, Air Force Personnel Center, 550 C Street West, Randolph Air Force Base, TX 78150-6001.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Directorate of Personnel Program Actions, Headquarters Air Force Personnel Center, 550 C Street West, Randolph Air Force Base, TX 78150-6001.

For verification purposes the 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 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 to access records about themselves contained in this system should address written requests to the Executive Director, Headquarters, Air Force Personnel Center, 550 C Street West, Randolph Air Force Base, TX 78150-6001 or to the agency officials at location of assignment.

For verification purposes the 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 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 33-332, Air Force Privacy Program or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Supervisors' evaluations.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

June 11, 1997, 62 FR 31793; December 13, 2012, 77 FR 74177