Draft System of Records Notice

AAFES 1703.03
System name:
Personnel Security Clearance Case Files
System location:
Headquarters, Army and Air Force Exchange Service, 3911 S.
Walton Walker Boulevard, Dallas, TX 75236-1598; Exchange Regions
and Area Exchanges at posts, bases, and satellites world-wide.
Official mailing addresses are published as an appendix to the
Army’s compilation of systems of records notices.

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Categories of individuals covered by the system:
Persons affiliated with the Army and Air Force Exchange Service
(Exchange) by assignment, employment, contractual relationship,
or as the result of an inter-service support agreement on whom a
personnel security clearance determination has been completed,
is in process, or may be pending.

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Categories of records in the system:
Pending and completed personnel security clearance actions;
briefing/debriefing statements for special programs, sensitive
positions; other related information and documents required in
connection with personnel security clearance determinations to
include the individual’s full name, Social Security Number
(SSN), DoD ID Number, job location, position, and supervisor’s
name, home address and phone number, mobile number, personal
financial information, reason for departure, and clearing
offices’ approval.

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Authority for maintenance of the system:
Title 10, U.S.C. 3013, Secretary of the Army; Title 10 U.S.C.
8013, Secretary of the Air Force; Army Regulation 215-8/Air
Force Instruction 34-211(I), Army and Air Force Exchange Service
Operations; Army Regulation 380.67, Personnel Security Program;
Air Force Instruction 31-501, Personnel Security Program
Management; Department of Defense 5200.02-R, Personnel Security
Program (PSP); Air Force Instruction 31-401, Information
Security Program; E.O. 13526, Classified National Security; E.O.
10450, Security Requirements for Government Employment; Homeland
Security Presidential Directive (HSPD)-12; and E.O. 9397 (SSN),
as amended.
Purpose(s):
To assist in the processing of personnel security clearance
actions; to record security clearances issued or denied; and to
verify eligibility for access to classified information or

assignment to a sensitive position. Records are used by
Exchange executives for adverse personnel actions to include
removal from sensitive duties, removal from employment, denial
to a restricted or sensitive area, and revocation of security
clearance. Records are also used to ensure that departing
employees have been properly out-processed.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:

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In addition to those disclosures generally permitted under 5
U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the
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:
Information may be released to Federal agencies based on formal
accreditation as specified in official directives; regulations;
to Federal, State, local, and foreign law enforcement,
intelligence, or security agencies in connection with a lawful
investigation under their jurisdiction.

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The DoD Blanket Routine Uses set forth at the beginning of the
Army’s compilation of systems of records notices may apply to
this system. The complete list of DoD blanket routine uses can
be found online at:
http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.a
spx.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:

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Storage:
Paper records.

Retrievability:
By individual’s full name.
Safeguards:
Records are maintained in a controlled facility. Physical entry
is restricted by the use of locks, guards, and is accessible
only to authorized personnel. Access to records is limited to
person(s) with an official “need to know” who are responsible
for servicing the record in the performance of their official
duties. Persons are properly screened and cleared for access.
No electronic records are maintained.

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Retention and disposal:
Records are retained in active file until the end of the fiscal
year in which the individual is no longer employed or associated
with the Army and Air Force Exchange Service; held 2 additional
years in inactive status and retired to the National Personnel
Records Center.
System manager(s) and address:
Director/Chief Executive Officer, Army and Air Force Exchange
Service, 3911 S. Walton Walker Boulevard, Dallas TX, 75236-1598.

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Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written
inquiries to the Director/Chief Executive Officer, Army and Air
Force Exchange Service, ATTN: Director, Loss Prevention
Division, 3911 S. Walton Walker Boulevard, Dallas, TX 752361598.
Individual should provide their full name, SSN, present address
and telephone number, and signature.
In addition, the requestor must provide a notarized statement or
an unsworn declaration made in accordance with 28 U.S.C 1746, in
the following format:

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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).’

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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 information about themselves
contained in this system should address written inquiries to the
Director/Chief Executive Officer, Army and Air Force Exchange
Service, Attention: FOIA/Privacy Manager, Teresa Schreurs, 3911
S. Walton Walker Boulevard, Dallas, TX, 75236-1598.
Individual should provide their full name, SSN, present address
and telephone number, and signature.

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In addition, the requestor 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)’

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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 Army’s rules for accessing records and for contesting
contents and appealing initial agency determinations are
contained in 32 CFR part 505, Army Privacy Program; or may be
obtained from the system owner.
Record source categories:
From the individual; investigative results furnished by the
Defense Investigative Service and other Federal, Department of
Defense, State, Local and/or Foreign law enforcement agencies.

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Exemptions claimed for the system:
None.

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