Privacy Act of 1974; System of Records, 57610-57612 [E8-23292]

Agencies

• DEPARTMENT OF DEFENSE
• Department of the Army
• Army Department

[Federal Register Volume 73, Number 193 (Friday, October 3, 2008)]
[Notices]
[Pages 57610-57612]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-23292]


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DEPARTMENT OF DEFENSE

Department of the Army

[Docket ID: USA-2208-0070]


Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DoD.

ACTION: Notice to Amend a System of Records.

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SUMMARY: The Department of the Army is proposing to amend a system of 
records in its existing inventory of records systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: The proposed action will be effective on November 3, 2008 unless 
comments are received that would result in a contrary determination.

ADDRESSES: Department of the Army, Privacy Office, U.S. Army Records 
Management and Declassification Agency, 7701 Telegraph Road, Casey 
Building, Suite 144, Alexandria, VA 22325-3905.

FOR FURTHER INFORMATION CONTACT: Ms. Vicki Short at (703) 428-6508.

SUPPLEMENTARY INFORMATION: The Department of the Army systems of 
records notices subject to the Privacy Act of 1974 (5 U.S.C. 552a), as 
amended, have been published in the Federal Register and are available 
from the address above.
    The specific changes to the record system being amended are set 
forth below followed by the notice, as amended, published in its 
entirety. The proposed amendment is not within the purview of 
subsection (r) of the Privacy Act of 1974 (5 U.S.C. 552a), as amended, 
which requires the submission of a new or altered system report.

    Dated: September 25, 2008.
Patricia L. Toppings,
OSD Federal Register Liaison Officer, Department of Defense.
DHA 03

System name:
    Pentagon Employee Referral Service (PERS) Counseling Records 
(February 22, 1993, 58 FR 10227).

Changes:
    Change system ID to ``A0040-66c DASG''.
* * * * *



[[Page 57611]]

System Location:
    Delete entry and replace with ``Pentagon Employee Referral Service, 
DiLorenzo TRICARE Health Clinic, Room 224, 5803 Army Pentagon, 
Washington, DC 20310-5803.''
* * * * *

Authority for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 3013, Secretary of the 
Army; 5 U.S.C. Part 792, Federal Employees' Health and Counseling 
Programs; E.O. 12564, 1986 Drug-Free Workplace; Army Regulation 40-66, 
Medical Record Administration and Health Care Documentation; and E.O. 
9397 (SSN).''
* * * * *
    Add two NOTES under Routine uses of records maintained in the 
system, including categories of users and the purposes of such uses:

    ``Note: Records of identity, diagnosis, prognosis, or treatment 
of any client/patient, irrespective of whether or when he/she ceases 
to be a client/patient, maintained in connection with the 
performance of any alcohol or drug abuse prevention and treatment 
function conducted, regulated, or directly or indirectly assisted by 
any department or agency of the United States, shall, except as 
provided therein, be confidential and be disclosed only for the 
purposes and under the circumstances expressly authorized in 42 
U.S.C. 290dd-2. This statute takes precedence over the Privacy Act 
of 1974 in regard to accessibility of such records except to the 
individual to whom the record pertains. The DoD 'Blanket Routine 
Uses' do not apply to these types of records.


    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.

''* * * * *

Storage:
    Delete entry and replace with ``Paper records in filing cabinets 
and electronic storage media.''

Retrievability:
    Delete entry and replace with ``Patient's last name, Social 
Security Number (SSN) and Client Case Number.''

Safeguards:
    Delete entry and replace with ``Paper records are maintained in 
file cabinets that are locked when the office is not occupied by 
authorized personnel. The automated database files are on a password-
protected, stand alone computer. All patient records are maintained and 
used with the highest regard for patient privacy. Only persons on a 
need-to-know basis and trained in the handling of information protected 
by the Privacy Act have access to the system.''

Retention and disposal:
    Delete entry and replace with ``Paper records are destroyed five 
years after termination of counseling. Destruction is by shredding, 
pulping, macerating, or burning.
    Electronic records are purged of identifying data seven years after 
termination of counseling.
    Aggregate data without personal identifiers is maintained for 
management/statistical purposes until no longer required.''

System manager(s) and address:
    Delete entry and replace with ``Director, Pentagon Employee 
Referral Service, DiLorenzo TRICARE Health Clinic, Rm. 230, 5803 Army 
Pentagon, Washington, DC 20310-5803.''

Notification procedure:
    Delete entry and replace with ``Individuals seeking to determine 
whether information about themselves is contained in this system should 
address written inquiries to the Director, Pentagon Employee Referral 
Service, DiLorenzo TRICARE HEALTH Clinic, 5803 Army Pentagon, 
Washington, DC 20310-5803.
    The request should contain the full name, address, Social Security 
Number (SSN) and the signature of the subject individual.''

Record access procedures:
    Delete entry and replace with ``Individuals seeking access to 
information about themselves contained in this system should address 
written inquiries to the Director, Pentagon Employee Referral Service, 
DiLorenzo TRICARE Health Clinic, Rm. 230, 5803 Army Pentagon, 
Washington, DC 20310-5803.
    The request should contain the full name, address, Social Security 
Number (SSN) and the notarized signature of the subject individual.''

Contesting record procedures:
    Delete entry and replace with ``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.''
* * * * *
A0040-66c DASG

System name:
    Pentagon Employee Referral Service (PERS) Counseling Records.

System location:
    Pentagon Employee Referral Service, DiLorenzo TRICARE Health 
Clinic, Room 224, 5803 Army Pentagon, Washington, DC 20310-5803.

Categories of individuals covered by the system:
    All civilian DoD employees assigned to duty in the Pentagon and 
environ who are referred by management for, or voluntarily request, 
counseling assistance.

Categories of records in the system:
    Records on patients which are generated in the course of 
professional counseling. Records of information on condition, current 
status, progress and prognosis for patients who have personal, 
emotional, alcohol or drug dependency problems, including admitted or 
urinalysis-detected illegal drug abuse.

Authority for maintenance of the system:
    10 U.S.C. 3013, Secretary of the Army; 5 U.S.C. Part 792, Federal 
Employees' Health and Counseling Programs; E.O. 12564, 1986 Drug-Free 
Workplace; Army Regulation 40-66, Medical Record Administration and 
Health Care Documentation; and E.O. 9397 (SSN).

Purpose(s):
    To record counselor's observations concerning patient's condition, 
current status, progress prognosis and other relevant treatment 
information regarding patients in an employee assistance treatment 
facility.

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, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:

Records in this system may not be disclosed without the prior written 
consent of such patient, unless the disclosure would be:
    To medical personnel to the extent necessary to meet a bona fide 
medical emergency;
    To qualified personnel for the purpose of conducting scientific

[[Page 57612]]

research, management audits, financial audits, or program evaluation, 
but such personnel may not identify, directly or indirectly, any 
individual patient in any report of such research, audit, or 
evaluation, or otherwise disclose patient identities in any manner; and
    If authorized by an appropriate order of a court of competent 
jurisdiction granted after application showing good cause therefore.

    Note: Records of identity, diagnosis, prognosis, or treatment of 
any client/patient, irrespective of whether or when he/she ceases to 
be a client/patient, maintained in connection with the performance 
of any alcohol or drug abuse prevention and treatment function 
conducted, regulated, or directly or indirectly assisted by any 
department or agency of the United States, shall, except as provided 
therein, be confidential and be disclosed only for the purposes and 
under the circumstances expressly authorized in 42 U.S.C. 290dd-2. 
This statute takes precedence over the Privacy Act of 1974 in regard 
to accessibility of such records except to the individual to whom 
the record pertains. The DoD `Blanket Routine Uses' do not apply to 
these types of records.


    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 in filing cabinets and electronic storage media.

Retrievability:
    Patient's last name, Social Security Number (SSN) and Client Case 
Number.

Safeguards:
    Paper records are maintained in file cabinets that are locked when 
the office is not occupied by authorized personnel. The automated 
database files are on a password-protected, stand alone computer. All 
patient records are maintained and used with the highest regard for 
patient privacy. Only persons on a need-to-know basis and trained in 
the handling of information protected by the Privacy Act have access to 
the system.

Retention and disposal:
    Paper records are destroyed five years after termination of 
counseling. Destruction is by shredding, pulping, macerating, or 
burning.
    Electronic records are purged of identifying data seven years after 
termination of counseling.
    Aggregate data without personal identifiers is maintained for 
management/statistical purposes until no longer required.

System manager(s) and address:
    Director, Pentagon Employee Referral Service, DiLorenzo TRICARE 
Health Clinic, Rm. 230, 5803 Army Pentagon, Washington, DC 20310-5803.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Director, Pentagon Employee Referral Service, DiLorenzo TRICARE 
HEALTH Clinic, 5803 Army Pentagon, Washington, DC 20310-5803.
    The request should contain the full name, address, Social Security 
Number (SSN) and the signature of the subject individual.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Director, Pentagon Employee Referral Service, DiLorenzo TRICARE Health 
Clinic, Rm. 230, 5803 Army Pentagon, Washington, DC 20310-5803.
    The request should contain the full name, address, Social Security 
Number (SSN) and the notarized signature of the subject individual.

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:
    Patient, counselors, supervisors, co-workers or other agency or 
contractor-employee personnel; private individuals to include family 
members of patient and outside practitioners.

Exemptions claimed for the system:
    None.
[FR Doc. E8-23292 Filed 10-2-08; 8:45 am]
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