Privacy Act: [F065 AFEDF A]...

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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]




   #..F061 AFMC A

   #....System name: 

       Aeromedical Research Data.
     System location: 
       Aerospace Medical Division, Brooks Air Force Base TX 78235-5320.
     Categories of individuals covered by the system: 
       Personnel receiving medical evaluation from Department of Defense 
   medical facilities.
       Participants in epidemiologic studies sponsored by agencies of 
   the Department of Defense, Federal Aviation Administration, 
   Department of Veterans Affairs, The National Institutes of Health, 
   National Research Council, and Occupational Safety and Health 
   Administration.
     Categories of records in the system: 
       Medical evaluations, demographic and mortality data.
     Authority for maintenance of the system: 
       10 U.S.C. 55, Medical and Dental Care; and E.O. 9397 (SSN).
   Purpose(s): 
       Data is used for aeromedical research, fitness for duty 
   determination and medical care.
     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:
       Individually identifiable records are used by medical authorities 
   and consultants of the Department of Defense and Federal Aviation 
   Administration to determine that individual's fitness for duty.
       Data on foreign personnel are used by the corresponding authority 
   in that individual's country to determine their fitness for duty.
       An individual's record is used by medical personnel to deliver 
   medical care to that patient.
       Aeromedical research data are used by scientists working with 
   agencies of the Department of Defense, Federal Aviation 
   Administration, Department of Veterans Affairs, The National 
   Institutes of Health, National Research Council, and Occupational 
   Safety and Health Administration to determine medical criteria for 
   duty and to develop methods to prevent disease and disability.
       The `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 microfilm jackets and microfilm rolls, in paper 
   files, in computer and on computer output products.
     Retrievability: 
       Retrieved by name or Social Security Number.
     Safeguards: 
       Records are accessed by person(s) responsible for servicing the 
   record system in performance of their official duties, and by 
   authorized medical personnel and scientists who are properly screened 
   and cleared for need-to-know. Computer patient records retrievable 
   from remote terminals are protected from unauthorized access or 
   alteration by a data management system which requires a password for 
   access to an authorized subset of data. When appropriate for research 
   purposes, the database management system permits scientists to 
   examine patient records without revealing the unique patient 
   identifiers. Records are stored in locked rooms and cabinets. Those 
   in computer storage devices are protected by computer system 
   software.
     Retention and disposal: 
       Destroy paper and microfilm files when no longer needed or after 
   25 years. Records 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: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to the Commander, Aerospace Medical Division, Brooks Air 
   Force Base, TX 78235-5320.
     Notification procedure: 
       Individuals seeking to determine whether this system of records 
   contains information on themselves should address inquiries to the 
   Commander, Aerospace Medical Division, Brooks Air Force Base, TX 
   78235-5320.
     Record access procedures: 
       Individuals seeking to access records about themselves contained 
   in this system should address requests to the Commander, Aerospace 
   Medical Division, Brooks Air Force Base, TX 78235-5320.
     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 37-132; 32 CFR part 806b; or may be obtained 
   from the system manager.
     Record source categories: 
       Information obtained from subject of the record, military 
   personnel records and other medical records.
     Exemptions claimed for the system:
       None.

   #..F065 AETC A

   #....System name: 

       Air Force ROTC Cadet Pay System.
     System location: 
       Air Force Reserve Officer Training Corps, 551 East Maxwell 
   Boulevard, Maxwell Air Force Base, AL 36112-6110, and Air Force 
   Reserve Officer Training Corps (AFROTC) detachments. 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: 
       Senior AFROTC contract cadets.
     Categories of records in the system: 
       Monthly pay disbursement and documents for senior AFROTC contract 
   cadets.
     Authority for maintenance of the system: 
       10 U.S.C. 8013, Secretary of the Air Force; powers and duties, 
   delegation by; 37 U.S.C. 209, Members of Senior Reserve Officers' 
   Training Corps, and E.O. 9397 (SSN).
   Purpose(s): 
       Used by detachments to verify entitlements, and by AFROTC to 
   summarize costs of the program.
     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:
       The `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 on computer magnetic tapes and on computer paper 
   printouts.
     Retrievability: 
       Retrieved by name and Social Security Number.
     Safeguards: 
       Records are accessed by person(s) responsible for servicing the 
   record system in performance of their official duties. Records are 
   controlled by computer system software. Building secured after duty 
   hours.
     Retention and disposal: 
       Retained in office file for three years after completion of 
   training, then destroyed by tearing, pulping, macerating or burning.
     System manager(s) and address: 
       Comptroller of the Air Force, Headquarters United States Air 
   Force, 1450 Air Force Pentagon, Washington, DC 20330-1450, and 
   Director of Financial Management, Air Force Reserve Officer Training 
   Corps, 551 East Maxwell Boulevard, Maxwell Air Force Base, AL 36112-
   6110.
     Notification procedure: 
       Individuals seeking to determine whether this system of records 
   contains information on themselves should address inquiries to the 
   Accounting and Finance Division, Headquarters Air Force Reserve 
   Officer Training Corps, Maxwell Air Force Base, AL 36112-6334.
       Provide name, date attended the institution, detachment number, 
   reason for request. Requester may visit HQ AFOTC, and must present 
   driver's license or Social Security card.
     Record access procedures: 
       Individuals seeking to access records about themselves contained 
   in this system should address requests to the Accounting and Finance 
   Division, Headquarters Air Force Reserve Officer Training Corps, 551 
   East Maxwell Boulevard, Maxwell Air Force Base, AL 36112-6110.
       Provide name, date attended the institution, detachment number, 
   reason for request. Requester may visit HQ AFROTC, and must present 
   driver's license or Social Security card.
     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 37-132; 32 CFR part 806b; or may be obtained 
   from the system manager.
     Record source categories: 
       Enrollment and attendance records as translated to pay days.
     Exemptions claimed for the system:
       None.

   #..F065 AFA A

   #....System name: 

       Cadet Accounting and Finance System.
     System location: 
       United States Air Force Academy, USAF Academy, Colorado Springs, 
   CO 80840. Air Force Accounting and Finance Center, Denver, CO 80279.
     Categories of individuals covered by the system: 
       Air Force Academy Cadets.
     Categories of records in the system: 
       Individual computerized files containing pay data for all USAF 
   Academy Cadets including Establishment/Change in Personal Checking 
   Account, Monthly Report of Contingency Fund Status, Contingency Fund 
   Loan Request, Cadet Pay Order, Document Control Log, Recapitulation 
   of Cadet Pay Account, Cadet Pay Authorization, Cadet Pay Monthly 
   Statement, Cadet Pay Record, Payment/Collection Vouchers, Separation 
   Control Log, Electronic Data Processing Sheets, Microfilm File, Cadet 
   Pay Disk File, Quarterly FICA Report, Transmittal Letter.
     Authority for maintenance of the system: 
       10 U.S.C. Chapter 903, United States Air Force Academy and 37 
   U.S.C. 201, Pay grade: 201, Pay grade: Assignment to; general rules.
   Purpose(s): 
       This system is used to accumulate cadet pay entitlements (basic 
   pay and subsistence), deductions (federal tax, social security, 
   insurance premiums) in order to properly monitor the payments 
   disbursed to the Air Force Cadet Wing (TAFCW). The information is 
   used to determine the correct monthly net pay to be disbursed to each 
   cadet and to charge the cadets for clothing issues and other services 
   from authorized Academy sources, and the reporting of all 
   expenditures to the Air Force Accounting and Finance Center.
     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 is used to prepare Forms W2 for the Internal Revenue 
   Service, report deductions for the Federal Insurance Contribution Act 
   to the Social Security Administration, prepare Standard Form 1049 for 
   release of tax information to the states.
       The `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 visible file binders/cabinets, in 
   card files, on computer and computer output products, and on roll 
   microform.
     Retrievability: 
       By Cadet Number or Social Security Number.
     Safeguards: 
       Records are accessed by custodian of the record system and by 
   person(s) responsible for servicing the record system in performance 
   of their official duties who are properly screened and cleared for 
   need-to-know. Records are stored in locked cabinets or rooms and in 
   computer storage devices protected by computer system software.
     Retention and disposal: 
       The original copy of Cadet Pay Record, Cadet Pay Order, 
   Substantiating Pay Documents and Transmittal Letter are forwarded to 
   AFAFC, Denver, CO 80279. Copies of Cadet Pay Orders are retained for 
   one year following graduation. Substantiating pay documents and 
   posting media records are retained one year after annual cutoff in 
   current files area and then destroyed. Document Control Records are 
   destroyed 90 days after close of FY to which they pertain. W-2 
   listings, quarterly FICA reports and CPITF interest distribution 
   records are retained by Cadet Pay Section six years after CY to which 
   they pertain. Audit registers are destroyed after one academic year. 
   Financial statements, schedules and supporting data is destroyed 
   after 4 years. Pay inquiries are destroyed after two years.
     System manager(s) and address: 
       Director of Accounting and Finance, United States Air Force 
   Academy, CO 80840.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to or visit the Director of Accounting and Finance, United 
   States Air Force Academy, CO 80840.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to or visit 
   the Director of Accounting and Finance, United States Air Force 
   Academy, CO 80840.
     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 37-132; 32 CFR part 806b; or may be obtained 
   from the system manager.
     Record source categories: 
       Information obtained from source documents such as reports.
     Exemptions claimed for the system:
       None.

   #..F065 AFAA A

   #....System name: 

       Air Force Audit Agency Management Information System - Report 
   File.
     System location: 
       Headquarters, Air Force Audit Agency, The Auditor General (AFAA/
   AG), Norton Air Force Base, CA 92409.
     Categories of individuals covered by the system: 
       Audit office chiefs issuing audit reports and auditors-in-charge 
   of performing audits.
     Categories of records in the system: 
       Reports of audit.
     Authority for maintenance of the system: 
       10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; 
   delegation by.
   Purpose(s): 
       Used to evaluate audit coverage by an auditor.
       Used to develop expertise listing by auditor. All other accesses 
   of the file are for statistical data and records not pertaining to 
   individuals.
       The purposes of this file are to provide a research capability on 
   past audit findings reported in audit reports and to provide a 
   history of audit coverage to support organizational planning and 
   management. The above listed retrievals constitute the only 

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