SYSTEM NAME:
Officer Promotion Propriety Actions (April 09, 2014, 79 FR 19590)
SYSTEM LOCATION:
Headquarters, Air Force Personnel Center, Directorate of Personnel Services, Officer Promotion Management, 550 C Street West, Suite 8, Randolph Air Force Base, TX 78150-6001.
Defense Information Systems Agency (DISA), Defense Enterprise Computing Center, DISA Ogden, Building 891, Hill AFB, UT 84056-5824.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Air Force active duty officers selected/nonselected for active duty promotion; officers projected as eligible for promotion.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, Social Security Number (SSN), Department Of Defense Identification Number (DoD ID Number), source of commission, date of Regular Air Force acceptance, date of birth, promotion, category (line, medical corps, etc.), temporary grade history, dates of rank, any commissioned service dates; removal actions and delaying actions.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. 36, Promotion, Separation and Involuntary Retirement of Officers on the Active Duty List; Department of Defense Instruction 1320.14, Commissioned Officer Promotion Program; Air Force Policy Directive 36-25, Military Promotion and Demotion; Air Force Instruction 36-2501, Officer Promotions and Selective Continuation; and E.O. 9397 (SSN), as amended.
PURPOSE(S):
To ensure completeness, legality, and processing the timeliness of actions required for promotion or to delay a promotion or disqualify the officer’s promotion; and to remove individual’s name from the promotion list.
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:
Paper records and electronic storage media.
RETRIEVABILITY:
Retrieved by name, SSN and/or DoD ID number.
SAFEGUARDS:
Records are accessed by the custodian of the record system and by person(s) responsible for servicing the record system in the performance of their official duties that are properly screened and cleared for need-to-know. Records are stored electronically and/or in locked cabinets or rooms. Electronic media is accessed by a Common Access Card (CAC). Access to the building is controlled by Security Access Badge.
RETENTION AND DISPOSAL:
Paper records are destroyed five years after case is closed. Electronic records are destroyed when agency determines they are superseded, obsolete, or no longer needed for administrative, legal, audit, or other operational purposes. Paper records are destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Electronic records are destroyed by erasing, deleting, or overwriting.
SYSTEM MANAGER(S) AND ADDRESS:
Assistant Deputy Chief of Staff/Manpower and Personnel, 550 C Street West, Randolph Air Force Base, TX 78150-6001.
Defense Information Systems Agency (DISA), Defense Enterprise Computing Center, DISA Ogden, Building 891, Hill AFB, UT 84056-5824.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the system manager or visit agency officials at the respective system location.
Headquarters, Air Force Personnel Center, Directorate of Personnel Services, Officer Promotion Management, 550 C Street West, Suite 8, Randolph Air Force Base, TX 78150-6001.
Defense Information Systems Agency (DISA), Defense Enterprise Computing Center, DISA Ogden, Building 891, Hill AFB, UT 84056-5824.
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 records about themselves contained in this system should address written inquiries to the system manager or to agency officials at the respective system location.
Headquarters, Air Force Personnel Center, Directorate of Personnel Services, Officer Promotion Management, 550 C Street West, Suite 8, Randolph Air Force Base, TX 78150-6001.
Defense Information Systems Agency (DISA), Defense Enterprise Computing Center, DISA Ogden, Building 891, Hill AFB, UT 84056-5824.
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, contesting contents, and appealing initial agency determinations are published in Air Force Instruction 33-332, Air Force Privacy Program; 32 CFR part 806b; or may be obtained from the system manager.
RECORD SOURCE CATEGORIES:
Data is extracted from the Headquarters Air Force Master Personnel File; Headquarters Air Force and major command officer selection folders; special orders; oath of office signed by the individual; memorandums from the Secretary of the Air Force Board for Correction of Military Records; selection board reports; and official correspondence submitted by the individual.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
FEDERAL REGISTER HISTORY:
June 11, 1997, 62 FR 31793; 79 FR 19590.