Case History

Administrative Services at the Air Force Personnel Center

Since October 1999, our AbilityOne nonprofit agency (NPA) has been performing services with the Automated Records Management System (ARMS) within the Air Force Personnel Center (AFPC) at Randolph AFB, TX. One hundred and four current employees provide administrative support services on this critical project.

AFPC had an additional need for personnel administrative support services consisting of maintaining Air Force civilian personnel records, administrative support, postal operations, military and civilian recognition program, military records management and promotion board support, Freedom of Information Act (FOIA)/Privacy Act (PA) request processing, administrative records file plans management and forms management.

The following is a synopsis of our service by area:

Civilian personnel records consist of checking civilian personnel records in and out of filing location, scanning and profiling of hard copy and electronic documents for over 83 bases in an electronic filing system, and maintaining older hard copies of personnel records.

Administrative support consists of acquiring administrative supplies for civilian personnel folder maintenance, picking up and delivery of mail for each section, transmitting and receiving messages to Air Force locations as needed.

Postal operations consist of processing of incoming and outgoing mail which includes official and accountable mail, and transmitting and receiving Defense Messaging Systems electronic messages.

Military and civilian recognition program consists of ensuring timeliness and completeness of awards, decorations, trophies, plaques, decorations, and certificates submitted for recognizing military and civilian employees through board process for award determination.

Military records management and promotion board support consists of checking in and out officer and senior NCO records to customer, maintaining and updating records, creating records for promotion board review, copying records for customers, and preparing records for shipping as needed.

Freedom of Information Act (FOIA)/Privacy Act (PA) request processing consists of receiving requests for information under the FIOA/PA, must be knowledgeable of case law, processing FOIA appeals, collection of fees for FOIA, requests processed, and certification of systems requiring FOIA/PA information.

Administrative records file plans management consists of ensuring administrative files for all offices in the Personnel Center have proper file plans, training of personnel for maintaining file plans, storage and disposition of records, and performing staff assistance visits to offices where file plans are located.

Forms management consists of administrative form designing from an existing or new requirement, maintaining record sets for developed/redeveloped forms, and preparing reports on form development.

Additionally, our NPA was asked to take on the Worldwide Locator Service for the Air Force Personnel Center at Randolph AFB. The Worldwide Locator Service is an administrative service function that allows individuals to call into the Air Force Personnel Center to locate active duty or retired military personnel.