32 C.F.R. Subpart E—Amending the Record
Title 32 - National Defense
Individuals may ask to have their records amended to make them accurate, timely, relevant, or complete. System managers will routinely correct a record if the requester can show that it is factually wrong (e.g., date of birth is wrong). (a) Anyone may request minor corrections orally. Requests for more serious modifications should be in writing. (b) After verifying the identity of the requester, make the change, notify all known recipients of the record, and inform the individual. (c) Acknowledge requests within 10 workdays of receipt. Give an expected completion date unless you complete the change within that time. Final decisions must take no longer than 30 workdays. The Air Force does not usually amend a record when the change is based on opinion, interpretation, or subjective official judgment. Determinations not to amend such records constitutes a denial, and requesters may appeal (see Subpart F of this part). (a) If the system manager decides not to amend the record, send a copy of the request, the record, and the recommended denial reasons to the denial authority through the legal office and the Privacy Act office. Legal offices will include a written legal opinion. The Privacy Act officer reviews the proposed denial and legal opinion and makes a recommendation to the denial authority. (b) The denial authority sends the requester a letter with the decision. If the denial authority approves the request, amend the record and notify all previous recipients that it has been changed. If the authority denies the request, give the requester the statutory authority, reason, and pertinent appeal rights (see subpart F of this part). Requesters should pursue record corrections of subjective matters and opinions through proper channels to the Civilian Personnel Office using grievance procedures or the Air Force Board for Correction of Military Records. Record correction requests denied by the Air Force Board for Correction of Military Records are not subject to further consideration under this part. Military personnel, other than U.S. Air Force personnel, should pursue service-unique record corrections through their component chain of command. Do not keep copies of disputed records in this file. File disputed records in their appropriate series. Use the file solely for statistics and to process requests. Do not use the case files to make any kind of determination about an individual. Document reasons for untimely responses. These files include: (a) Requests from and replies to individuals on whether a system has records about them. (b) Requests for access or amendment. (c) Approvals, denials, appeals, and final review actions. (d) Coordination actions and related papers.
Title 32: National Defense
PART 806b—PRIVACY ACT PROGRAM
Subpart E—Amending the Record
§ 806b.21 Amendment reasons.
§ 806b.22 Responding to amendment requests.
§ 806b.23 Approving or denying a record amendment.
§ 806b.24 Seeking review of unfavorable Agency determinations.
§ 806b.25 Contents of Privacy Act case files.
