ARPC records system official Published May 22, 2008 By Mike Molina Editor DENVER -- The case management system used by customer service counselors and other technicians at the Air Reserve Personnel Center is now part of the Air Force's list of official recordkeeping systems. In March, notice appeared in the U.S. Office of the Federal Register, National Archives and Records Administration to add ARPC's Case Management System to the Air Force's inventory of systems of records. The system is used primarily in ARPC's contact center to log and track customer issues and requests. "This serves as a reminder to everyone who's maintaining and collecting data about individuals, there is a responsibility to maintain and protect information in accordance with the Privacy Act," said Dave Gallop, director of personnel data systems at ARPC. The Privacy Act of 1974 requires federal agencies who collect and maintain information about individuals to publish in the federal register details about the system of records being collected, including: categories of individuals whose records are being maintained, uses of those records, procedures used by the agency to store and maintain those records, and the steps individuals must follow to gain access to their records. Mr. Gallop first recognized the requirement to register ARPC's Case Management System as an official system of records in 2006, after news broke that a laptop with Social Security numbers and dates of birth of more than 26 million veterans was stolen from a Veterans Affairs employee. In September 2006, Mr. Gallop began researching requirements to register ARPC's Case Management System as an official system of records. In April 2007, a final draft request was submitted to officials at Air Force Reserve Command and the Air Force's Warfighting Integration and Chief Information Officer's Policy and Resources Directorate. Last month, ARPC officials got word that the notice appeared in the Federal Register, and ARPC's Case Management System was an official Air Force system of records. Although the process was a lengthy one, it was definitely worthwhile, said Mark Williams, who manages ARPC's Privacy Act and Freedom of Information Act program. "This ensures we are in full compliance with the law and Air Force instructions," Mr. Williams said. Violations of the Privacy Act can result in civil penalties against the government and criminal penalties against individuals found responsible for violations. To ensure ARPC employees are aware of their responsibilities under the Privacy Act, training is mandatory and is conducted in conjunction with the Air Force's annual Information Assurance training requirement. ARPC officials have also developed local Privacy Act and Freedom of Information Act training, which is tailored specifically for ARPC employees, Mr. Williams said. "We've given this training to all the employees in the Directorate of Personnel Services, and we're going around to each of the directorates so everyone is fully aware of their responsibilities," he said.