Privacy Act of 1974; System of Records, 19949-19951 [E9-9910]

Agencies

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

[Federal Register Volume 74, Number 82 (Thursday, April 30, 2009)]
[Notices]
[Pages 19949-19951]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E9-9910]


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DEPARTMENT OF DEFENSE

Department of the Army

[Docket ID: USA-2009-0011]


Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DoD.

ACTION: Notice to alter a system of records.

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SUMMARY: The Department of the Army is proposing to alter a system of 
records notice 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 June 1, 2009 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: Mr. Leroy Jones, (703) 428-6815.

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 proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on April 24, 2009 to the 
House Committee on Oversight and Government Reform, the Senate 
Committee on Homeland Security and Governmental Affairs, and the Office 
of Management and Budget (OMB) pursuant to paragraph 4c of Appendix I 
to OMB Circular No. A-130, `Federal Agency Responsibilities for 
Maintaining Records About Individuals,' dated February 8, 1996 
(February 20, 1996, 61 FR 6427).

    Dated: April 24, 2009.
Morgan E. Frazier,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
A0040-5a DASG DoD

System name:
    Defense Medical Surveillance System (May 5, 2006, 71 FR 87).

Changes:
* * * * *

Authority for maintenance of the system:
    Delete entry and replace with ``5 U.S.C. 301, Departmental 
Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel 
and Readiness; 10 U.S.C. 3013, Secretary of the Army, 10 U.S.C. 8013, 
Secretary of the Air Force, 10 U.S.C. 5013, Secretary of the Navy; DoD 
Instruction 1100.13, Surveys of DoD Personnel; DoD Directive 6490.2, 
Comprehensive Health Surveillance; DoD Directive 6490.3, Deployment 
Health; DoD Instruction 6485.01, Human Immunodeficiency Virus; DoD 
Directive 1404.10, Civilian Expeditionary Workforce; and E.O. 9397 
(SSN).''
* * * * *

System Location:
    Delete entry and replace with ``Armed Forces Health Surveillance 
Center, Building T-20, Room 213, 6900 Georgia Avenue, NW., Washington, 
DC 20307-5001; and Armed Forces Health Surveillance Center, 503 Robert 
Grant Avenue, Silver Spring, MD 20910-7500.''
* * * * *

Categories of records in the system:
    Delete entry and replace with ``The Defense Medical Surveillance 
System contains up-to-date and historical data on diseases and medical 
events (e.g., hospitalizations, ambulatory visits, reportable diseases, 
evacuations, casualty records, immunizations, Human Immunodeficiency 
Virus (HIV) tests, other laboratory tests, prescription information, 
radiology information, acute respiratory diseases, and periodic and 
deployment health appraisal information) and longitudinal data on 
personnel and deployments.
    Information in this system of records originates from personnel 
systems, medical records, health surveys (e.g., Pentagon Post Disaster 
Health Assessment, periodic, pre and post deployment health 
assessments) and/or health assessments made from specimen collections 
(remaining serum from blood samples) from which serologic tests can be 
performed (serum number, specimen locator information, collection date, 
place of collection).
    Records being maintained include individual's name, Social Security 
Number (SSN), date of birth, gender, branch of service, home address, 
age, medical treatment facility, condition of medical and physical 
health and capabilities, responses to survey questions, register number 
assigned, and similar records, information and reports, relevant to the 
various registries; and specimen collections (remaining serum from 
blood samples) from which serologic tests can be performed (serum 
number, specimen locator information, collection date, place of 
collection).''
* * * * *

Purpose:
    Delete entry and replace with ``The Defense Medical Surveillance 
System (DMSS) supports a systematic collection, analysis, 
interpretation, and reporting of standardized, population based data 
for the purposes of characterizing and countering medical threats to a 
population's health, well being and performance. The Armed Forces 
Health Surveillance Center, which operates the DMSS, routinely 
publishes summaries of notifiable diseases, trends of illnesses of 
special

[[Page 19950]]

surveillance interest and field reports describing outbreaks and case 
occurrences in the Medical Surveillance Monthly Report, the principal 
vehicle for disseminating medical surveillance information of broad 
interest. Through DMSS, the Armed Forces Health Surveillance Center 
provides the sole link between the DoD Serum Repository and other 
databases. This repository contains over 46 million frozen serum 
specimens and is the largest of its kind in the world.''
* * * * *

System manager(s) and address:
    Delete entry and replace with ``Director of the Armed Forces Health 
Surveillance Center, The Army Surgeon General, Headquarters, Department 
of the Army, 5109 Leesburg Pike, Falls Church, VA 22041-3258.''

Notification procedures:
    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, Armed Forces Health 
Surveillance Center, 503 Robert Grant Avenue, Silver Spring, MD 20910-
7500.
    For verification purposes, individual should provide their full 
name, Social Security Number, any details which may assist in locating 
record, and their signature.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States: `I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature)'.
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature)'.''

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 of the Armed Forces Health 
Surveillance Center, 503 Robert Grant Avenue, Silver Spring, MD 20910-
7500.
    For verification purposes, individual should provide their full 
name, Social Security Number, any details which may assist in locating 
record, and their signature.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States: `I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature)'.
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature)'.''
* * * * *

Record source categories:
    Delete entry and replace with ``From the individual, personnel and 
medical records, and mortality and casualty reports.''
* * * * *
A0040-5a DASG DoD

System name:
    Defense Medical Surveillance System.

System location:
    Armed Forces Health Surveillance Center, Building T-20, Room 213, 
6900 Georgia Avenue, NW., Washington, DC 20307-5001; and Armed Forces 
Health Surveillance Center, 503 Robert Grant Avenue, Silver Spring, MD 
20910-7500.

Categories of individuals covered by the system:
    Department of Defense military personnel (active and reserve) and 
their family members; DoD civilian personnel deploying with the Armed 
Forces; applicants for military service; and individuals who 
participate in DoD health surveys.

Categories of records in the system:
    The Defense Medical Surveillance System contains up-to-date and 
historical data on diseases and medical events (e.g., hospitalizations, 
ambulatory visits, reportable diseases, evacuations, casualty records, 
immunizations, Human Immunodeficiency Virus (HIV) tests, other 
laboratory tests, prescription information, radiology information, 
acute respiratory diseases, and periodic and deployment health 
appraisal information) and longitudinal data on personnel and 
deployments.
    Information in this system of records originates from personnel 
systems, medical records, health surveys (e.g., Pentagon Post Disaster 
Health Assessment, periodic, pre and post deployment health 
assessments) and/or health assessments made from specimen collections 
(remaining serum from blood samples) from which serologic tests can be 
performed (serum number, specimen locator information, collection date, 
place of collection).
    Records being maintained include individual's name, Social Security 
Number, date of birth, gender, branch of service, home address, age, 
medical treatment facility, condition of medical and physical health 
and capabilities, responses to survey questions, register number 
assigned, and similar records, information and reports, relevant to the 
various registries; and specimen collections (remaining serum from 
blood samples) from which serologic tests can be performed (serum 
number, specimen locator information, collection date, place of 
collection).

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under 
Secretary of Defense for Personnel and Readiness; 10 U.S.C. 3013, 
Secretary of the Army, 10 U.S.C. 8013, Secretary of the Air Force, 10 
U.S.C. 5013, Secretary of the Navy; DoD Instruction 1100.13, Surveys of 
DoD Personnel; DoD Directive 6490.2, Comprehensive Health Surveillance; 
DoD Directive 6490.3, Deployment Health; DoD Instruction 6485.01, Human 
immunodeficiency Virus; DoD Directive 1404.10, Civilian Expeditionary 
Workforce; and E.O. 9397 (SSN).

Purpose(s):
    The Defense Medical Surveillance System (DMSS) supports a 
systematic collection, analysis, interpretation, and reporting of 
standardized, population based data for the purposes of characterizing 
and countering medical threats to a population's health, well being and 
performance. The Armed Forces Health Surveillance Center, which 
operates the DMSS, routinely publishes summaries of notifiable 
diseases, trends of illnesses of special surveillance interest and 
field reports describing outbreaks and case occurrences in the Medical 
Surveillance Monthly Report, the principal vehicle for disseminating 
medical surveillance information of broad interest. Through DMSS, the 
Armed Forces Health Surveillance Center provides the sole link between 
the DoD Serum Repository and other databases. This repository contains 
over 46 million frozen serum specimens and is the largest of its kind 
in the world.

[[Page 19951]]

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 of 1974, these records contained therein may 
specifically be disclosed outside the DoD as a routine use pursuant to 
5 U.S.C. 552a(b)(3) as follows:
    The DoD 'Blanket Routine Uses' set forth at the beginning of the 
Army's compilation of systems of records notices also apply to this 
system, except that these routine uses do not apply to the Serum 
Repository.

    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 file folders and electronic storage media.

Retrievability:
    Information is retrieved by individual's name, Social Security 
Number (SSN), registry number and specimen number.

Safeguards:
    Records are maintained within secured buildings in areas accessible 
only to persons having official need, and who therefore are properly 
trained and screened. Automated segments are protected by controlled 
system passwords governing access to data.

Retention and disposal:
    Records are destroyed when no longer needed for reference and for 
conducting business.

System manager(s) and address:
    Director of the Armed Forces Health Surveillance Center, The Army 
Surgeon General, Headquarters, Department of the Army, 5109 Leesburg 
Pike, Falls Church, VA 22041-3258.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Director, Armed Forces Health Surveillance Center, 503 Robert 
Grant Avenue, Silver Spring, MD 20910-7500.
    For verification purposes, individual should provide their full 
name, Social Security Number (SSN), any details which may assist in 
locating record, and their signature.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States: `I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature)'.
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature)'.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Director of the Armed Forces Health Surveillance Center, 503 Robert 
Grant Avenue, Silver Spring, MD 20910-7500.
    For verification purposes, individual should provide their full 
name, Social Security Number, any details which may assist in locating 
record, and their signature.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States: `I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature)'.
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature)'.

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:
    From the individual, personnel and medical records, and mortality 
and casualty reports.

Exemptions claimed for the system:
    None.

[FR Doc. E9-9910 Filed 4-29-09; 8:45 am]
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