SYSTEM NAME:

Incoming Clearance Records  (March 01, 2011,  76 FR 11213)

SYSTEM LOCATION:

Military Processing Sections at Air Force installations. 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:

Record is established for each Active Duty Air Force member projected for arrival at a new duty location.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records contain individual’s name, Social Security Number (SSN), home of record, member’s selected separation or retirement location other than home of record, home address, character of service: honorable, general/under honorable conditions, under other than honorable conditions, bad conduct, uncharacterized, Certificate of Release or Discharge from Active Duty, Correction to Certificate of Release or Discharge from Active Duty and retirement/separation notification, orders, relocation in-processing documents received by the processing unit prior to member’s arrival.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. 8032, The Air Staff: general duties; Air Force Instruction 36-2102, Base-Level Relocation Procedures; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To provide a central location for retaining documents received prior to a member’s physical arrival at joining installation of assignment.

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 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 binders/cabinets.

RETRIEVABILITY:

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

SAFEGUARDS:

Records are accessed by custodian of the records and by person(s) responsible for servicing the records in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms.

RETENTION AND DISPOSAL:

Records are retained 3 months after reporting, and then destroyed by tearing into small bits, pulping, shredding, burning, or macerating.

SYSTEM MANAGER(S) AND ADDRESS:

Headquarters Air Force Personnel Center, Total Service Center Directorate Field Activities Branch (HQ AFPC/DPTSF), 550 C Street West, Suite 6, Randolph Air Force Base, TX 78150-4737.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Headquarters Air Force Personnel Center, Total Service Center Directorate Field Activities Branch (HQ AFPC/DPTSF), 550 C Street West, Suite 6, Randolph Air Force Base, TX 78150-4737.

For verification purposes, individuals 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 Headquarters Air Force Personnel Center, Total Service Center Directorate Field Activities Branch (HQ AFPC/DPTSF), 550 C Street West, Suite 6, Randolph Air Force Base, TX 78150-4737.

For verification purposes, individuals 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:

Special Orders and information extracted from Personnel Data System (automated record system) and Unit Personnel Record Group from Military Personnel Record System.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY: