SYSTEM NAME:

Presidential Letter of Appreciation Request System (PLARS)  (November 18, 2004,  69 FR 67549)

SYSTEM LOCATION:

Secretary of the Air Force, Legislative Liaison, Congressional Inquiries, 1160 Air Force Pentagon, Washington, DC 20330-1160.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Active duty Air Force military personnel, Air Force Reserve and Air National Guard personnel; and Air Force civilian employees.

CATEGORIES OF RECORDS IN THE SYSTEM:

First and last name and middle initial; title (Mr., Mrs., or Ms.); mailing address; service (Regular, Guard, Reserve, or civilian); rank; years of service; last four digits of the retiree's Social Security Number; name of requesting Military Personnel Flight (MPF) or Commander; point-of-contact name and mailing address; date of retirement; date of retirement ceremony.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 8013, Secretary of the Air Force; DoD Instruction 1348.34, Presidential Recognition on Retirement from Military Service; and Air Force Instruction 36-3203, Service Retirements.

PURPOSE(S):

To process requests for Presidential Letters of Appreciation for appropriate retirees and to submit retiree information in support of the requests, to generate White House memoranda, and to generate reports on the number of submitted, processed, on-hold, rejected, and archived requests during a given period.

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, 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:

Information may be disclosed to the White House to obtain Presidential letters of appreciation for retirees.

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, in computers, and on computer output and storage products.

RETRIEVABILITY:

Retrieved by name.

SAFEGUARDS:

Records are accessed by person(s) responsible for servicing the record 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 locked rooms and cabinets. Those in computer storage devices are protected by computer system software.

RETENTION AND DISPOSAL:

Destroy after two years.

SYSTEM MANAGER(S) AND ADDRESS:

System administrator, Secretary of the Air Force, Legislative Liaison, Congressional Inquiries Office, 1160 Air Force Pentagon, Washington, DC 20330-1160.

NOTIFICATION PROCEDURE:

Individuals inquiring about information on themselves contained in the system should submit written inquiries to the Secretary of the Air Force, Legislative Liaison, Congressional Inquiries Office, 1160 Air Force Pentagon, Washington, DC 20330-1160.

RECORD ACCESS PROCEDURES:

Individuals seeking to access information on themselves contained in the system should submit written inquiries to the Secretary of the Air Force, Legislative Liaison, Congressional Inquiries Office, 1160 Air Force Pentagon, Washington, DC 20330-1160.

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, 32 CFR part 806b; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Information is obtained from requesting office, reports and forms.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY: