Privacy Act of 1974; System of Records, 12084-12087 [2011-4930]

Agencies

• DEPARTMENT OF DEFENSE
• Department of the Air Force

[Federal Register Volume 76, Number 43 (Friday, March 4, 2011)]
[Notices]
[Pages 12084-12087]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-4930]


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DEPARTMENT OF DEFENSE

Department of the Air Force

[Docket ID: USAF-2011-0008]


Privacy Act of 1974; System of Records

AGENCY: Department of the Air Force, DoD.

ACTION: Notice To Alter a System of Records.

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SUMMARY: The Department of the Air Force is proposing to alter a system 
of records notice in its existing inventory of records systems subject 
to the Privacy Act of 1974, (5 U.S.C. 552a), as amended.

DATES: The changes will be effective on April 4, 2011 unless comments 
are received that would result in a contrary determination.

ADDRESSES: You may submit comments, identified by docket number and/
Regulatory Information Number (RIN) and title, by any of the following 
methods:
     Federal Rulemaking Portal: https://www.regulations.gov. 
Follow the instructions for submitting comments.
     Mail: Federal Docket Management System Office, 1160 
Defense Pentagon, OSD Mailroom 3C843, Washington, DC 20301-1160.
    Instructions: All submissions received must include the agency name 
and docket number or Regulatory Information Number (RIN) for this 
Federal Register document. The general policy for comments and other 
submissions from members of the public is to make these submissions 
available for public viewing on the Internet at https://www.regulations.gov as they are received without change, including any 
personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Mr. Charles Shedrick at (703) 696-
6488, or Department of the Air Force Privacy Office, Air Force Privacy 
Act Office, Office of Warfighting Integration and Chief Information 
officer, ATTN: SAF/CIO A6, 1800 Air Force Pentagon, Washington DC 
20330-1800.

SUPPLEMENTARY INFORMATION: The Department of the Air Force's notices 
for systems of records subject to the Privacy Act of 1974 (5 U.S.C. 
552a), as amended, have been published in the Federal Register and are 
available from the FOR FURTHER INFORMATION CONTACT address above.
    The proposed systems reports, as required by 5 U.S.C. 552a(r) of 
the Privacy Act, were submitted on February 25, 2011, to the House 
Committee on Oversight and Government Reform, the Senate Committee on 
Homeland Security and Governmental Affairs, and the Office of 
Management and Budget (OMB) pursuant to paragraph 4c of Appendix I to 
OMB Circular No. A-130, ``Federal Agency Responsibilities for 
Maintaining Records About Individuals,'' dated February 8, 1996, 
(February 20, 1996, 61 FR 6427).

    Dated: March 1, 2011.
Morgan F. Park,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
F011 AF XO A

System name:
    Aviation Resource Management System (ARMS) (December 26, 2002, 67 
FR 78777).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Headquarters United States Air 
Force (HQ USAF) and USAF Major Command Headquarters. Host, tenant and 
squadron Aviation Resource Management offices at Air Force 
installations. Official mailing addresses are published as an appendix 
to the Air Force's compilation of record systems notices.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Air Force active duty military 
personnel, Air Force civilian employees, or contractors, Air Force 
Reserve and Air National Guard personnel, Army, Navy, Marine Corps and 
foreign military personnel who are assigned to aviation or parachutist 
duties by competent authority and attached to the U.S. Air Force (USAF) 
for flying or parachutist support or who have been suspended from 
flying or jump duties for a period of not more than 5 years.''

Categories of records in the system:
    Delete entry and replace with ``The Aviation Resource Management 
System (ARMS) data base contains a master file of flying and jump 
records for each individual, a month-to-date transaction file, a twelve 
month history file, and a career flying and jump history. A centralized 
file of output reports that provide personnel information on an aircrew 
member's aviation history, flight time and identification data, is 
derived from each individual's master record and is also maintained at 
Headquarters United States Air Force.
    An Individual Flight Record Folder (FRF) or Jump Record Folder 
(JRF) is established for each category of flier and jumper listed above 
and is the prime repository for a computer listing which itemizes each 
individual's flight and jump accomplishments as well as various source 
documents which serve to validate information entered into the computer 
data base for the system. Each Host Aviation Resource Management (HARM) 
office maintains a file of

[[Page 12085]]

Aeronautical Orders and Military Pay Orders to provide source 
documentation of flying pay actions initiated by the flight manager. 
Information that is maintained in the automated files is derived 
directly from the ARMS master file or from subsequent processing of 
information entered into the master file.

Identification data consists of:
    Name, Social Security Number (SSN), date of birth, rank, date of 
rank, date of separation, officer service date, aviation service date, 
date of enlistment, and unit of assignment for each individual in the 
Aviation Resource Management System.

Duty assignment data:
    Individual's major command of assignment, Air Force specialty code 
indicating professional duties, unit, responsible operations system 
manager, base of assignment, branch of service and office symbol.

Aircrew training and qualification data:
    Flight and ground professional flying training accomplishments, 
aircrew qualification status, physical status for flight duties, types 
of aircraft assigned.

Flying pay entitlement data:
    Monthly flight time, aviation service code, operational flying duty 
accumulation (OFDA) months and years of rated service collectively to 
determine flight pay entitlement and to administer the payment of 
flying incentive pay for authorized individuals.''

Authority for maintenance of the system:
    Delete entry and replace with ``37 U.S.C. 301a, Incentive Pay: 
aviation career; Public Law 92-204, Appropriations Act for 1973; 
Section 715 Public Law 93-570, Appropriations Act for 1974; Public Law 
93-294, Aviation Career Incentive Act of 1974; DoD Instruction 7730.57, 
Aviation Incentive Pays and Continuation Bonus Program; and E.O. 9397 
(SSN), as amended.''

Purpose(s):
    Delete entry and replace with ``The ARMS provides information and 
automated data processing capabilities used to handle and administer 
Air Force aviation and parachutist management operations such as 
aircrew and parachutist training and evaluation, flight and jump 
scheduling functions, flying and parachutist safety and related 
functions needed to attain and maintain combat or mission readiness. 
This information is processed for use by flying or parachutist resource 
managers at all levels through periodic computer product reports or 
automated systems interfaces.
    The specific uses of information and user categories for this 
system are:

Base Level Activities:
    (1) To establish each member's flying or jump pay entitlement 
status and to monitor continuing entitlement in accordance with 
existing directives;
    (2) To record each individual's flying or jump activities to 
include hours, jumps, and specific events, and to provide indications 
of successful achievement of standards or deficiencies;
    (3) To establish each individual's Aviation Service code to 
indicate type of flying or jump activity or reason for inactive status 
if applicable;
    (4) To determine each rated member's eligibility to perform 
operational flying or jumping in accordance with existing USAF 
directives;
    (5) To provide an indication of each rated member's total 
operational flying time in terms of total aviation or parachutist 
career duties;
    (6) To establish suspense lists for use in scheduling flying 
personnel for flights, schools, tests and similar events directly 
related to their duties as professional Airmen;
    (7) To provide each applicable individual and manager with all 
aviation career profile information needed to monitor flying career 
development, professional qualifications, and training deficiencies;
    (8) To provide information requested by the Air Force Staff, major 
command, or other base functions, related to the flying duties and 
accomplishments of all personnel in the file;
    (9) To provide statistical data for management analysis and review 
of all aspects of each base's flying program.

Other Base Users:
    Military personnel flight uses information provided by this system, 
through an automated data interface, to report the flying status of all 
individuals and to provide flying career background information used 
for assignment actions.
    Accounting and Finance Office uses Military Pay Orders, prepared by 
flight aviation management offices, to start and stop flying and jump 
incentive pay in accordance with each individual's flying status and 
eligibility as reflected by the information in the system and uses the 
files to perform payment audits to identify individuals being paid 
improperly.
    Base supply uses flying status information to determine which 
individuals are qualified to receive authorized flying and jump 
equipment.
    Base Medical Facility uses system data to determine projected 
workloads associated with scheduled flight physical examinations.
    Major Commands use all system data to measure the effectiveness of 
subordinate unit training programs and to review command-wide flying 
effectiveness.
    Air Force Personnel Center uses ARMS information to satisfy 
assignment objectives and career development programs for USAF military 
personnel in the system.
    HQ USAF uses identification and flying data to: establish 
statistical data needed to verify the effectiveness of standard 
procedures, determine the need for policy modification, provide a 
timely and accurate census of various types of flyers and jumpers, and 
provide a centralized point for collection and collation of data used 
by all levels of management.''
* * * * *

Storage:
    Delete entry and replace with ``File folders and electronic storage 
media.''

Safeguards:
    Delete entry and replace with ``Records are accessed by custodians 
of the record system, 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. 
Access is specifically controlled by the HARM office. Records are 
stored in locked cabinets or rooms. Records stored in computer storage 
devices are protected by computer system software. Computer terminals 
are locked when not in use or kept under surveillance.''

Retention and disposal:
    Delete entry and replace with ``Electronic records are maintained 
on magnetic disks and destroyed 8 years after system discontinuance. If 
a disk is damaged or replaced, the drive is rendered unusable by being 
degaussed. Physical records are released to members upon retirement or 
separation. Members hand-carry their physical record, during permanent 
change of stations, to the gaining HARM while an electronic copy is 
retained by the losing HARM and set to automatically delete after 30 
days. Physical records are turned over to convening authorities 
following aircraft accidents and are either returned to the HARM or 
retained in accordance with rules of evidence.''
* * * * *


[[Page 12086]]

F011 AF XO A

System name:
    Aviation Resource Management System (ARMS).

System location:
    Headquarters United States Air Force (HQ USAF) and Major Command 
Headquarters. Host, tenant and squadron Aviation Resource Management 
offices at Air Force installations. Official mailing addresses are 
published as an appendix to the Air Force's compilation of record 
systems notices.

Categories of individuals covered by the system:
    Air Force active duty military personnel, Air Force civilian 
employees, or contractors, Air Force Reserve and Air National Guard 
personnel, Army, Navy, Marine Corps and foreign military personnel who 
are assigned to aviation or parachutist duties by competent authority 
and attached to the U.S. Air Force (USAF) for flying or parachutist 
support or who have been suspended from flying or jump duties for a 
period of not more than 5 years.

Categories of records in the system:
    The Aviation Resource Management System (ARMS) data base contains a 
master file of flying and jump records for each individual, a month-to-
date transaction file, a twelve month history file, and a career flying 
and jump history. A centralized file of output reports that provide 
personnel information on an aircrew member's aviation history, flight 
time and identification data, is derived from each individual's master 
record and is also maintained at Headquarters United States Air Force.
    An Individual Flight Record Folder (FRF) or Jump Record Folder 
(JRF) is established for each category of flier and jumper listed above 
and is the prime repository for a computer listing which itemizes each 
individual's flight and jump accomplishments as well as various source 
documents which serve to validate information entered into the computer 
data base for the system. Each Host Aviation Resource Management (HARM) 
office maintains a file of Aeronautical Orders and Military Pay Orders 
to provide source documentation of flying pay actions initiated by the 
flight manager. Information that is maintained in the automated files 
is derived directly from the ARMS master file or from subsequent 
processing of information entered into the master file.

Identification data consists of:
    Name, Social Security Number (SSN), date of birth, rank, date of 
rank, date of separation, Officer Service date, aviation service date, 
date of enlistment, and unit of assignment for each individual in the 
Aviation Resource Management System.

Duty assignment data:
    Individual's major command of assignment, Air Force specialty code 
indicating professional duties, unit, responsible operations system 
manager, base of assignment, branch of service and office symbol.

Aircrew training and qualification data:
    Flight and ground professional flying training accomplishments, 
aircrew qualification status, physical status for flight duties, types 
of aircraft assigned.

Flying pay entitlement data:
    Monthly flight time, aviation service code, operational flying duty 
accumulation (OFDA) months and years of rated service collectively to 
determine flight pay entitlement and to administer the payment of 
flying incentive pay for authorized individuals.

Authority for maintenance of the system:
    37 U.S.C. 301a, Incentive Pay: aviation career; Public Law 92-204, 
Appropriations Act for 1973; Section 715 Public Law 93-570, 
Appropriations Act for 1974; Public Law 93-294, Aviation Career 
Incentive Act of 1974; DoD Instruction 7730.57, Aviation Incentive Pays 
and Continuation Bonus Program; and E.O. 9397 (SSN), as amended.

Purpose(s):
    The ARMS provides information and automated data processing 
capabilities used to handle and administer Air Force aviation and 
parachutist management operations such as aircrew and parachutist 
training and evaluation, flight and jump scheduling functions, flying 
and parachutist safety and related functions needed to attain and 
maintain combat or mission readiness. This information is processed for 
use by flying or parachutist resource managers at all levels through 
periodic computer product reports or automated systems interfaces.
    The specific uses of information and user categories for this 
system are:
    Base Level Activities: (1) To establish each member's flying or 
jump pay entitlement status and to monitor continuing entitlement in 
accordance with existing directives;
    (2) To record each individual's flying or jump activities to 
include hours, jumps, and specific events, and to provide indications 
of successful achievement of standards or deficiencies;
    (3) To establish each individual's Aviation Service code to 
indicate type of flying or jump activity or reason for inactive status 
if applicable;
    (4) To determine each rated member's eligibility to perform 
operational flying or jumping in accordance with existing USAF 
directives;
    (5) To provide an indication of each rated member's total 
operational flying time in terms of total aviation or parachutist 
career duties;
    (6) To establish suspense lists for use in scheduling flying 
personnel for flights, schools, tests and similar events directly 
related to their duties as professional Airmen;
    (7) To provide each applicable individual and manager with all 
aviation career profile information needed to monitor flying career 
development, professional qualifications, and training deficiencies;
    (8) To provide information requested by the Air Force Staff, major 
command, or other base functions, related to the flying duties and 
accomplishments of all personnel in the file;
    (9) To provide statistical data for management analysis and review 
of all aspects of each base's flying program.
    Other Base Users: Military personnel flight uses information 
provided by this system, through an automated data interface, to report 
the flying status of all individuals and to provide flying career 
background information used for assignment actions.
    Accounting and Finance Office uses Military Pay Orders, prepared by 
flight aviation management offices, to start and stop flying and jump 
incentive pay in accordance with each individual's flying status and 
eligibility as reflected by the information in the system and uses the 
files to perform payment audits to identify individuals being paid 
improperly.
    Base supply uses flying status information to determine which 
individuals are qualified to receive authorized flying and jump 
equipment.
    Base Medical Facility uses system data to determine projected 
workloads associated with scheduled flight physical examinations.
    Major Commands use all system data to measure the effectiveness of 
subordinate unit training programs and to review command-wide flying 
effectiveness.
    Air Force Personnel Center uses ARMS information to satisfy 
assignment objectives and career development

[[Page 12087]]

programs for USAF military personnel in the system.
    HQ USAF uses identification and flying data to establish 
statistical data needed to verify the effectiveness of standard 
procedures, determine the need for policy modification, provide a 
timely and accurate census of various types of flyers and jumpers, and 
provide a centralized point for collection and collation of data used 
by all levels of management.

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 
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 record system notices apply to this record 
system.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    File folders and electronic storage media.

Retrievability:
    Retrieved by name and Social Security Number (SSN).

Safeguards:
    Records are accessed by custodians of the record system, 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. Access is specifically 
controlled by the HARM office. Records are stored in locked cabinets or 
rooms. Records stored in computer storage devices are protected by 
computer system software. Computer terminals are locked when not in use 
or kept under surveillance.

Retention and disposal:
    Electronic records are maintained on magnetic disks and destroyed 8 
years after system discontinuance. If a disk is damaged or replaced, 
the drive is rendered unusable by being degaussed. Physical records are 
released to members upon retirement or separation. Members hand-carry 
their physical record, during permanent change of stations, to the 
gaining HARM while an electronic copy is retained by the losing HARM 
and set to automatically delete after 30 days. Physical records are 
turned over to convening authorities following aircraft accidents and 
are either returned to the HARM or retained in accordance with rules of 
evidence.

System manager(s) and address:
    Chief, Operational Training Division, Directorate of Operations and 
Training, Deputy Chief of Staff/Air and Space Operations, 1480 Air 
Force Pentagon, Washington, DC 20330-1480.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information on themselves should address written inquires to 
or visit the Chief, Operational Training Division, Directorate of 
Operations and Training, Deputy Chief of Staff/Air and Space 
Operations, 1480 Air Force Pentagon, Washington, DC 20330-1480 or visit 
their local HARM office. Official mailing addresses are published as an 
appendix to the Air Force's compilation of systems of records notices.
    Requests should contain individual's name and Social Security 
Number (SSN).

Record access procedures:
    Individuals seeking to access records about themselves contained in 
this system should address written requests to the Chief, Operational 
Training Division, Directorate of Operations and Training, Deputy Chief 
of Staff/Air and Space Operations, 1480 Air Force Pentagon, Washington, 
DC 20330-1480 or visit their local HARM office. Official mailing 
addresses are published as an appendix to the Air Force's compilation 
of systems of records notices.
    Requests should contain individual's name and Social Security 
Number (SSN).

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 individuals, aircrew or parachutist 
managers, automated system interfaces and from source documents such as 
reports.

Exemptions claimed for the system:
    None.

[FR Doc. 2011-4930 Filed 3-3-11; 8:45 am]
BILLING CODE 5001-06-P