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AAFES 0409.01
System name:
AAFES Accident/Incident Reports

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System location:
Headquarters, Army and Air Force Exchange Service, 3911 S.
Walton Walker Boulevard, Dallas, TX 75236-1598;
Army and Air Force Exchange Service-Europe Region, Building
4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany;

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.
Categories of individuals covered by the system:
Individuals involved in accidents, incidents, or mishaps
resulting in theft or reportable damage to Army and Air Force
Exchange Service (Exchange) property or facilities; individuals
who are injured or become ill as a result of such accidents,
incidents, or mishaps.
Categories of records in the system:
Name, Social Security Number (SSN), date of birth, home
residence, mailing address, telephone number; Exchange Accident
Report, Exchange Incident Report, record of injuries and
illnesses; physicians' reports; witness statements;
investigatory reports.

Authority for maintenance of the system:
10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 8013, Secretary
of the Air Force; Army Regulation 215-8/AFI 34-211(I), Army and
Air Force Exchange Service Operations; E.O. 12196, Occupational
Safety and Health Programs for Federal Employees; and E.O. 9397
(SSN), as amended.

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Purpose(s):
To record accidents, incidents, mishaps, fires, theft, etc.,
involving Government property; and personal injuries/illnesses
in connection therewith, for the purposes of recouping damages,
correcting deficiencies, initiating appropriate disciplinary
action; filing of insurance and/or workmen's compensation claims
therefore; and for managerial and statistical reports.

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, as amended, 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:

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Information may be disclosed to the Department of Labor to
support workmen's compensation claims.

The DoD Blanket Routine Uses set forth at the beginning of the
Army's compilation of systems of records notices may also 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.
NOTE: This system of records contains individually identifiable
health information. The DoD Health Information Privacy
Regulation (DoD 6025.18-R) issued pursuant to the Health
Insurance Portability and Accountability Act of 1996, applies to
most such health information. DoD 6025.18-R may place
additional procedural requirements on the uses and disclosures
of such information beyond those found in the Privacy Act of
1974 or mentioned in this system of records notice.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records and electronic storage media.

Retrievability:
By name of individual involved or injured and SSN.

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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 performance of their official
duties. Persons are properly screened and cleared for access.
Access to computerized data is role-based and further restricted
by passwords, which are changed periodically. In addition,
integrity of automated data is ensured by internal audit

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procedures, data base access accounting reports and controls to
preclude unauthorized disclosure.

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Retention and disposal:
Paper and electronic records are cutoff at the close of the
fiscal year and destroyed 2 years after cutoff; records that
result in claims or payments are cutoff at the end of the fiscal
year in which the claim is closed and destroyed 30 years after
the cutoff. Paper records are destroyed by shredding and
electronic media is destroyed by deleting/erasing.
System manager(s) and address:
Director/Chief Executive Officer, Army and Air Force Exchange
Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.
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, 3911 S. Walton Walker Boulevard, Dallas,
TX 75236-1598.
Individual should provide their full name, present address and
telephone number; sufficient details concerning the accident,
mishap, or attendant injury to permit locating the record, and
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 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, Attn: FOIA/Privacy Manager,
Army and Air Force Exchange Service, 3911 S. Walton Walker
Boulevard, Dallas, TX 75236-1598.

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Individual should provide their full name, present address and
telephone number; sufficient details concerning the accident,
mishap, or attendant injury to permit locating the record, and
signature.

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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 States 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 Army's rules for accessing records and for contesting
contents and appealing initial agency determinations are
contained in Army Regulation 340-21; 32 CFR part 505; or may be
obtained from the system manager.

Record source categories:
From the individual; medical facilities; investigating official;
State Bureau of Motor Vehicles, State and local law enforcement
authorities; witnesses; victims; official Department of Defense
records and reports.
Exemptions claimed for the system:
None.

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