Headquarters Air Force Space Command
Peterson Air Force Base, Colorado 80914-5001 31 July 1990

Officer Personnel


This headquarters operating instruction (HOI) tells how to use and control the
Officer Command Selection Record Group and control access to officer personnel
records. It applies to all Air Force personnel assigned to Headquarters Air
Force Space Command (HQ AFSPACECOM).

This operating instruction requires the maintenance of information protected by
the Privacy Act of 1974. The authority to maintain the records prescribed in
this operating instruction is Title 10 U.S.C. 8012. System of Records Notice
F035 AF MP C, Military Personnel Records System, applies.

1. Reference. AFR 35-44, Military Personnel Records System (PA).

2. General:

a. The Officer Command Selection Record Groups are official government per-
sonnel records and not the personal property of, nor under the control of, the
individuals concerned. Records are "For Official Use Only." Control and use of
these records are in strict accordance with AFR 12-35, Air Force Privacy Act

b. Access to these records is subject to their availability and is re-
stricted to persons or staff agencies in the performance of official duties.

3. Responsibility. Deputy Chief of Staff (DCS), Personnel, maintains the
Officer Command Selection Record Group for all Air Force officers assigned to HQ
AFSPACECOM (except for general officers). The Command Records Branch (DPAQR)
maintains records for lieutenant colonels and below. The Assistant for Senior
Officer Management (DPO) maintains records for colonels. Each file has:

a. An official photograph.

Supersedes: S HOI 36-1, 16 February 1990. (For summary of changes see page 4.)
No. of Printed Pages: 4
OPR: DPAQR (Maj J. F. Steinbauer)
Approved by: Col G. O'Neill
Editor: K. L. Kite
Distribution: F
2 S HOI 36-1 31 July 1990

b. An AF Form 90, Officer Assignment Worksheet.

c. Officer performance reports and training reports.

d. AF Form 709, Promotion Recommendation, for those nominated to the HQ
USAF Central Selection Board for promotion from below the zone. Note: This
form is destroyed when the officer receives an AF Form 709 for in-the-zone

e. Two pages of the obsolete AF Form 11, Privacy Act Statement - Adminis-
trative Orders (when appropriate).

4. Procedures. Requests for access to the Officer Command Selection Record
Group are subject to approval of Director of Personnel Programs (DPA) or
Assistant for Senior Officer Management (MPO), as appropriate.

a. Who Can Look at Records. When a need-to-know is established, records
are available to:

(1) The individuals who are identified on the records access list. (A
representative may be designated in writing for this purpose according to AFR

(2) Commander (CC), Vice Commander (CV), Deputy Commander (CD), Chief
of Staff (CS), deputy chiefs Of staff (DCS), or chiefs of special staff elements
(CSSE) who require the records for an official Use.

(3) Individuals assigned to HQ AFSPACECOM, DCS, Personnel, who
officially need the records.

(4) For Command senior officer personnel records (colonel, and colonel
selects); records will only be signed out to AFSPACECOM Command Section, DCSs,
CSSEs, and wing commanders, or their executive officers.

b. When Are Records Available. Representatives may pick up the records
between 0730 and 1630, Monday through Friday, at Director of Personnel Programs
(MPA). Records for colonels are maintained at the Assistant for Senior Officer
Management (DPO).

c. When Records Are Not Available. The reason for the records being
checked out and the person or organization to whom the record is signed out will
not be divulged except to the officer's commander or designated representative;
for example, executive officer. This policy is required since the officer may
be under consideration for assignment or may be the subject of an adverse action
(investigation, separation) that the officer should not be aware of under these

d. How to Get Access:

(1) Access is limited. Each agency in paragraphs 4a(2), (3), and (4)
above sends a letter with name, grade, and telephone extension of authorized
personnel to DPAQR and or DPO, as appropriate.

S HOI 36-1 31 July 1990 3

(2) The DCS, CSSE, or executive officer signs the letter. Organiza-
tions designating individuals for access are limited to directors and above.
List no more than three individuals per organization for actual access, and two
more as couriers. Identify couriers by an asterisk.

(3) Furnish new access list letters as changes occur.

e. How to Remove Records. All personnel and agencies must receive written
approval from the Records Branch or Assistant for Senior Officer Management
before they can take records outside Building 1. Send in writing:

(1) Reason(s) for request.

(2) Length of time individual records are needed.

(3) Destination.

(4) Individual responsible for return of the record(s).

f. How the Command Section Gets Records:

(1) On request, a representative of the Records Branch or Assistant for
Senior officer Management delivers records to the Command Section. When
notified, he or she picks up the records.

(2) DCSs or CSSEs arrange to pick up and return records to the Records
Branch or Assistant for Senior Officer Management.

(3) Hand-carry records at all times.

(4) Signed-out records must be maintained in a locked file cabinet
after duty hours; access must be limited to authorized personnel.

(5) Return records to the Records Branch or Assistant for Senior
officer Management within 5 workdays, except when specifically authorized for a
longer period. If the 5-day suspense cannot be met, contact the respective
records custodian to request a possible extension (normally not granted for more
than 3 days).

(6) Do not pass records from one individual to another without first
changing the charge-out sheet in the Records Division or Senior officer Manage-
ment Division. Account for records at all times. The person who signs for the
record is responsible, even if records are given to another.

5. Restrictions. Do not extract or record personnel data on specific
individuals, such as OPR profile statistics.

4 S HOI 36-1 31 July 1990

6. Safeguards. The Privacy Act of 1974 provides safeguards against the inva-
sion of personal privacy by the misuse of official records. An individual user
of records can be found guilty of a misdemeanor and fined not more than $5,000
for the willful disclosure of information to any person or agency not entitled
to receive such information. To comply with this law, full cooperation between
the records custodian and all users of the officer command Selection Record
Group is essential.

Lieutenant General, USAF

Colonel, USAF
Director of information Management

Adds who can check out Command Senior Officer Personnel Records (para 4a(4));
and changes all references of DCS, Manpower and Personnel to DCS, Personnel and
office symbols, accordingly.