SYSTEM NAME:

Judge Advocate Personnel Records  (January 19, 2011,  76 FR 3111)

SYSTEM LOCATION:

The Judge Advocate General, Headquarters United States Air Force, 1420 Air Force Pentagon, Washington, DC 20330-1420; Headquarters Air Force Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150; at Headquarters of major commands and all levels down to and including 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:

All Air Force Active Duty and Reserve/Guard Judge Advocates and paralegals; Air Force Judge Advocate Corp civilian attorneys and paralegals, including Air National Guard personnel; applicants for the Funded Legal Education Program and Excess Leave Program.

CATEGORIES OF RECORDS IN THE SYSTEM:

Individual's name, Social Security Number (SSN), duty location, rank, job series, date of birth, professional and personal information related to the employment of the categories of individuals covered by this system, including educational background information.

Certificates of admission to the bar, career objective statements, active duty and reassignment orders, correspondence relating to the individual, personnel information from the Air Force Personnel Center, locator information, professional education and training records, pay records, notification of personnel actions, civilian employment records to include nomination packages, and award records.

Statement of good standing before the bar and other State Bar records, law school records, letters of acceptance from law schools, Judge Advocate General application and agreement, Law School Data Assembly Service (LSDAS) report; undergraduate and graduate education records to include transcripts of courses attended and grades, letters of recommendation; information related to attorney bar dues reimbursement requests to include loan account numbers and loan holder information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. 8037, Judge Advocate General, Deputy Judge Advocate General: Appointment and duties; Air Force Instruction 51-802, Assignments to the Judge Advocate General's Department Reserve, Air Force Instruction 36-2110, Assignments; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

Records are used by authorized personnel in the performance of their duties to determine assignments, deployments, certifications, areas of legal practice specialties, attorney bar dues reimbursements, law school loan reimbursements; selection of civilian attorney and other civilian personnel positions, appointment to position vacancies and promotions, evaluation and performance issues and reports, and all other related personnel actions. Funded Legal Education and Excess Leave Program records are used by authorized personnel in the performance of their duties in monitoring, evaluating and selecting the qualified applicants for these programs and other programs as necessary.

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:

To federal and state agencies or bar associations charged with licensing and authorizing attorneys to practice law and to various courts authorizing attorneys to practice before said courts.

To government and private employers for authorized background checks.

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 paper and electronic storage media.

RETRIEVABILITY:

Retrieved by name and or Social Security Number (SSN), duty location, rank, and or job series.

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. 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. Computers must be accessed with a Common Access Card (CAC) log-on/authentication and password.

RETENTION AND DISPOSAL:

Records are retained for three (3) years after separation, termination of employment, or when no longer needed.Paper records are disposed of by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by deleting, erasing, degaussing, or by overwriting.

SYSTEM MANAGER(S) AND ADDRESS:

Office of The Judge Advocate General, Headquarters United States Air Force, 1420 Air Force Pentagon, Washington, DC 20330-1420.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Judge Advocate General, Headquarters United States Air Force, 1420 Air Force Pentagon, Washington, DC 20330-1420.

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 to access records about themselves contained in this system should address written requests to the Judge Advocate General, Headquarters United States Air Force, 1420 Air Force Pentagon, Washington, DC 20330-1420. 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; 32 CFR part 806b; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Information obtained directly from the individual or from previous employers, educational institutions, automated system interfaces, state and local governments, state bar associations, and from military personnel centers.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

January 19, 2011, 76 FR 3111; December 30, 2008, 74 FR 79836