Document Management and Control The information contained on the Air Force Portfolio and Asset Control and Evaluation System (AFPACES) is FOR OFFICIAL USE ONLY. Many documents contain proprietary information of a private entity (Project Owner). Disclosure of proprietary information could damage the integrity of the project and undermine the Air Force's commitment under specific project transaction documents. Transmission or revelation of information to unauthorized persons is prohibited.
AFPACES access is restricted to the installation(s) for which each AF representative has responsibility. Sharing of information from one installation to another is prohibited unless specifically authorized by a duly authorized representative of the Air Force.
By reading this statement you acknowledge that you will not divulge, publish, or reveal by work, conduct, or other means, such information or knowledge, except as necessary to do so in the performance of your official duties related to the post closure management unless specifically authorized in writing in each and every case by a duly authorized representative of the Air Force. You acknowledge that the information you receive will be given only to persons specifically granted access and may not be further divulged without specific prior written approval from an authorized individual.
The AF Portfolio Management Office is the official AF document repository for the Military Housing Privatization Program. The AFPACES (Air Force Portfolio & Asset Control & Evaluation System) portal is the central repository for the majority of Project-specific legal, financial, and operational reporting and information. Access to the AFPACES portal is restricted to Air Force personnel involved in housing privatization efforts and specific support consultants involved in long-term management activities.
The three areas of document management and control are defined as Data Preparation, Data Storage, and Data Access.
Data Preparation
Documents are received in a variety of formats and via a variety of delivery methods. All hard copy documents received are immediately converted to Adobe Portable Document Files (PDFs), a worldwide standard for electronic document publishing.
Soft copy documents are reviewed to verify draft or final status, proper signatures and dates, and whether the title accurately reflects contents. Frequently, a single electronic document contains dozens of individual documents that must be extracted and separated. This extraction process requires careful attention to detail and can be quite time consuming. Soft copy file formats include, but are not limited to, Adobe Acrobat (PDF), Microsoft Word (DOC), Microsoft Excel (XLS), and Graphic files (GIF, JPG, TIF and PNG).
Data Storage
Documents, reports, and significant data are uploaded to the AFPACES portal in a timely manner to ensure data sufficiency and currency.
Data Access
Recognizing the geographical and time-zone differences among the stakeholders who require access to project data, an easy-to-navigate web portal has been created that allows users to obtain the specific data they require at any time, without having to spend hours searching for files or waiting for various parties to respond to a request. Access to the site is limited to AF Portfolio Management-approved users. An approved user is issued a username and password. Users may access only those installations or MAJCOM sites for which they are involved. Air Force personnel involved in housing privatization efforts are eligible, as well as specific support consultants involved in long-term management activities. See the following disclaimer-should we put some of this language here?
The Catalogue of Documents deliverable, which identifies all project transaction documents and cites their specific location within the electronic files, has been integrated into the Document Management and Control Plan to serve an additional role as an index to the Portfolio Management Website. Any document listed in a catalogue of documents can be found under the same category on the Portfolio Management Website.
