Privacy Act of 1974; Privacy Act System of Records, 49404-49406 [E9-23371]

Agencies

• National Aeronautics and Space Administration

[Federal Register Volume 74, Number 186 (Monday, September 28, 2009)]
[Notices]
[Pages 49404-49406]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E9-23371]


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NATIONAL AERONAUTICS AND SPACE ADMINISTRATION

[Notice (09-084)]


Privacy Act of 1974; Privacy Act System of Records

AGENCY: National Aeronautics And Space Administration (NASA).

ACTION: Notice of proposed revisions to an existing Privacy Act system 
of records.

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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974 (5 
U.S.C. 552a), the National Aeronautics and Space Administration is 
issuing public notice of its proposal to modify its existing system of 
records, NASA 10HIMS ``Health Information Management.'' System 
modifications are set forth below under the caption SUPPLEMENTARY 
INFORMATION.

DATES: Submit comments within 30 calendar days from the date of this 
publication. This system will be effective as proposed at the end of 
the comment period unless comments are received which would require a 
contrary determination.

ADDRESSES: Patti F. Stockman, Privacy Act Officer, Office of the Chief 
Information Officer, National Aeronautics and Space Administration 
Headquarters, Washington, DC 20546-0001, (202) 358-4787, NASA-PAOfficer@nasa.gov.

FOR FURTHER INFORMATION CONTACT: NASA Privacy Act Officer, Patti F. 
Stockman, (202) 358-4787, NASA-PAOfficer@nasa.gov.

SUPPLEMENTARY INFORMATION: NASA is modifying 10HIMS to clarify existing 
routine uses and add new routine uses that provide for the release of 
medical information to entities outside NASA in the case of newly 
deceased NASA employees and, as necessary, in instances of proceedings 
regarding NASA healthcare providers.

    Submitted by:
Bobby L. German,
NASA Chief Information Officer (Acting).
NASA 10HIMS

SYSTEM NAME:
    Health Information Management System.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Medical Clinics/Units and Environmental Health Offices at Locations 
1 through 15 inclusive as set forth in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system maintains information on NASA civil service employees 
and applicants; other Agency civil service and military employees 
working at NASA; astronauts and their families; International Space 
Partners astronauts, their families, or other space flight personnel on 
temporary or extended duty at NASA; onsite contractor personnel who 
receive job-related examinations under the NASA Occupational Health 
Program, have work-related mishaps or accidents, or come to the clinic 
for emergency or first-aid treatment; visitors to NASA Centers who come 
to the clinic for emergency or first-aid treatment.

[[Page 49405]]

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains general medical records of medical care, first 
aid, emergency treatment, examinations (e.g., surveillance, hazardous 
workplace, certification, flight, special purpose and health 
maintenance), exposures (e.g., hazardous materials and ionizing 
radiation), and consultations by non-NASA physicians. Information 
resulting from physical examinations, laboratory and other tests, and 
medical history forms; treatment records; screening examination 
results; immunization records; administration of medications prescribed 
by private/personal or NASA flight surgeon physicians; consultation 
records; and hazardous exposure and other health hazard/abatement data.
    Medical records and physical examination records of patients seen 
by NASA or NASA contractor clinical personnel in the performance of 
medical or behavioral examinations or consultations.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 2473; 44 U.S.C. 3101; Public Law 92-255.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES
    Any disclosures of information will be compatible with the purpose 
for which the Agency collected the information. The records and 
information in this system may be disclosed:
    (1) To external medical professionals and independent entities to 
support internal and external reviews for purposes of medical quality 
assurance; (2) To private or other government health care providers for 
consultation or referral; (3) To the Office of Personnel Management, 
Occupational Safety and Health Administration, and other Federal or 
State agencies as required in accordance with the Federal agency's 
special program responsibilities; (4) To insurers for the purposes of 
reimbursement or coordination of patient care; (5) To employers of non-
NASA personnel in support of the Mission Critical Space Systems 
Personnel Reliability Program; (6) pursuant to NASA Space Act 
agreements to international partners for mission support and continuity 
of care for their employees; (7) To non-NASA personnel performing 
research, studies, or other activities through arrangements or 
agreements with NASA and for mutual benefit; (8) To the public for 
spaceflight, information having mission impact concerning an individual 
crewmember, limited to the crewmember's name and the fact that a 
medical condition exists; (9) To the public, limited to the 
crewmember's name and the fact that a medical condition exists, if a 
flight crewmember is, for medical reasons, unable to perform a 
scheduled public event during the time period following space mission 
landing and concluding with completion of the post space flight return 
to duty medical evaluation; (10) To the public of medical conditions 
arising from accidents, consistent with NASA regulations; (11) To 
Agency contractors or other Federal agencies, as necessary for the 
purpose of assisting NASA in the efficient administration of its 
programs; (12) To a Congressional office in response to an inquiry from 
that office made at the request of the subject of the record; (13) To 
coroners, medical examiners, funeral directors, justices of the peace, 
the Armed Forces Institute of Pathology and/or the Armed Forces Medical 
Examiners Office for the purposes of accident investigations, 
autopsies, and completion of death certificates and funeral processes; 
(14) To appointed legal officers or agents for the purposes of judicial 
or administrative proceedings, including (i) malpractice, complaints, 
or license revocation proceedings in which disclosure is relevant to 
the proceeding, and (ii) a judicial proceeding relating to a will, 
living will, or end of life care when the patient's physical or mental 
condition is relevant to the execution of same; and (15) In accordance 
with the routine uses as set forth in Appendix B.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, AND 
DISPOSITIONING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are stored in multiple formats including paper, digital, 
micrographic, photographic, and as medical recordings such as 
electrocardiograph tapes, x-rays and strip charts.

RETRIEVABILITY:
    Records are retrieved from the system by the individual's name, 
date of birth, and/or Social Security or other assigned Number.

SAFEGUARDS:
    Access limited to NASA health care providers and occupational 
health personnel on a need-to-know basis. Computerized records are 
protected via limited user accounts with secure user authentication and 
non-electronic records are maintained in locked rooms or files. Records 
are protected in accordance with the requirements and procedures, which 
appear in the NASA regulations at 14 CFR 1212.605.

RETENTION AND DISPOSAL:
    Records are maintained in Agency files and destroyed by series in 
accordance with NASA Records Retention Schedule 1, Item 126, and NASA 
Records Retention Schedule 8, Item 57.

SYSTEM MANAGER(S) AND ADDRESS(ES):
    Chief Health and Medical Officer at Location 1
    Subsystem Managers: Director Occupational Health at Location 1; 
Chief, Space Medicine Division at Location 5; Occupational Health 
Contracting Officers Technical Representatives at Locations 2-4 and 6-
15. Locations are as set forth in Appendix A.

NOTIFICATION PROCEDURE:
    Information may be obtained by contacting the cognizant system or 
subsystem manager listed above. Requests must contain the identifying 
data concerning the requester, e.g., first, middle and last name; date 
of birth; and Social Security Number.

RECORD ACCESS PROCEDURES:
    Individual written requests for information shall be addressed to 
the System Manager at Location 1 or the subsystem manager at the 
appropriate NASA Center.

CONTESTING RECORD PROCEDURES:
    The NASA regulations for access to records and for contesting 
contents and appealing initial determinations by the individual 
concerned appear in 14 CFR part 1212.

RECORD SOURCE PROCEDURES:
    The information in this system of records is obtained from 
individuals, physicians, and previous medical records of individuals.

EXEMPTIONS CLAIMED FOR THE SYSTEM: None
APPENDIX A--LOCATION NUMBERS AND MAILING ADDRESSES OF NASA 
INSTALLATIONS AT WHICH RECORDS ARE LOCATED

Location 1

    NASA Headquarters, National Aeronautics and Space Administration 
Washington, DC 20546-0001

Location 2

    Ames Research Center, National Aeronautics and Space 
Administration, Moffett Field, CA 94035-1000

Location 3

    Dryden Flight Research Center, National Aeronautics and Space 
Administration, PO Box 273, Edwards, CA 93523-0273

[[Page 49406]]

Location 4

    Goddard Space Flight Center, National Aeronautics and Space 
Administration, Greenbelt, MD 20771-0001

Location 5

    Lyndon B. Johnson Space Center, National Aeronautics and Space 
Administration, Houston, TX 77058-3696

Location 6

    John F. Kennedy Space Center, National Aeronautics and Space 
Administration, Kennedy Space Center, FL 32899-0001

Location 7

    Langley Research Center, National Aeronautics and Space 
Administration, Hampton, VA 23681-2199

Location 8

    John H. Glenn Research Center at Lewis Field, National 
Aeronautics and Space Administration, 21000 Brookpark Road, 
Cleveland, OH 44135-3191

Location 9

    George C. Marshall Space Flight Center, National Aeronautics and 
Space Administration, Marshall Space Flight Center, AL 35812-0001

Location 10

    HQ NASA Management Office-JPL, National Aeronautics and Space 
Administration, 4800 Oak Grove Drive, Pasadena, CA 91109-8099

Location 11

    John C. Stennis Space Center, National Aeronautics and Space 
Administration, Stennis Space Center, MS 39529-6000

Location 12

    JSC White Sands Test Facility, National Aeronautics and Space 
Administration, PO Drawer MM, Las Cruces, NM 88004-0020

Location 13

    GRC Plum Brook Station, National Aeronautics and Space 
Administration, Sandusky, OH 44870

Location 14

    MSFC Michoud Assembly Facility, National Aeronautics and Space 
Administration, PO Box 29300, New Orleans, LA 70189

Location 15

    NASA Independent Verification and Validation Facility (NASA 
IV&V), 100 University Drive, Fairmont, WV 26554

Location 16

    New Jersey Post of Duty, 402 East State Street, Trenton, NJ 
08608

Location 17

    Western Field Office, Glenn Anderson Federal Building, 501 West 
Ocean Blvd., Long Beach, CA 90802-4222

Location 18

    NASA Shared Services Center (NSSC), Building 5100, Stennis Space 
Center, MS 39529-6000
APPENDIX B--STANDARD ROUTINE USES--NASA
    The following routine uses of information contained in SORs, 
subject to the Privacy Act of 1974, are standard for many NASA 
systems. They are cited by reference in the paragraph ``Routine uses 
of records maintained in the system, including categories of users 
and the purpose of such uses'' of the Federal Register Notice on 
those systems to which they apply.
    Standard Routine Use No. 1--LAW ENFORCEMENT--In the event this 
system of records indicates a violation or potential violation of 
law, whether civil, criminal, or regulatory in nature, and whether 
arising by general statute or particular program statute, or by 
regulation, rule or order issued pursuant thereto, the relevant 
records in the SOR may be referred, as a routine use, to the 
appropriate agency, whether Federal, State, local or foreign, 
charged with the responsibility of investigating or prosecuting such 
violation or charged with enforcing or implementing the statute, or 
rule, regulation or order issued pursuant thereto.
    Standard Routine Use No. 2--DISCLOSURE OF REQUESTED 
INFORMATION--A record from this SOR may be disclosed as a ``routine 
use'' to a Federal, State, or local agency maintaining civil, 
criminal, or other relevant enforcement information or other 
pertinent information, such as current licenses, if necessary to 
obtain information relevant to an agency decision concerning the 
hiring or retention of an employee, the issuance of a security 
clearance, the letting of a contract, or the issuance of a license, 
grant, or other benefit.
    Standard Routine Use No. 3--DISCLOSURE OF REQUESTED 
INFORMATION--A record from this SOR may be disclosed to a Federal 
agency, in response to its request, in connection with the hiring or 
retention of an employee, the issuance of a security clearance, the 
reporting of an investigation of an employee, the letting of a 
contract, or the issuance of a license, grant, or other benefit by 
the requesting agency, to the extent that the information is 
relevant and necessary to the requesting agency's decision on the 
matter.
    Standard Routine Use No. 4--DISCLOSURE TO THE DEPARTMENT OF 
JUSTICE FOR USE IN LITIGATION:
    It shall be a routine use of the records in this system of 
records to disclose them to the Department of Justice when (a) the 
Agency, or any component thereof; or (b) any employee of the Agency 
in his or her official capacity; or (c) any employee of the Agency 
in his or her individual capacity where the Department of Justice or 
the Agency has agreed to represent the employee; or (d) the United 
States, where the Agency determines that litigation is likely to 
affect the Agency or any of its components, is a party to litigation 
or has an interest in such litigation, and the use of such records 
by the Department of Justice or the Agency is deemed by the Agency 
to be relevant and necessary to the litigation provided, however, 
that in each case it has been determined that the disclosure is 
compatible with the purpose for which the records were collected.
    Standard Routine Use 5: ROUTINE USE FOR AGENCY DISCLOSURE IN 
LITIGATION:
    It shall be a routine use of the records in this system of 
records to disclose them in a proceeding before a court or 
adjudicative body before which the agency is authorized to appear, 
when: (a) The Agency, or any component thereof; or (b) any employee 
of the Agency in his or her official capacity; or (c) any employee 
of the Agency in his or her individual capacity where the Agency has 
agreed to represent the employee; or (d) the United States, where 
the Agency determines that litigation is likely to affect the Agency 
or any of its components, is a party to litigation or has an 
interest in such litigation, and the use of such records by the 
Agency is deemed to be relevant and necessary to the litigation, 
provided, however, that in each case, the Agency has determined that 
the disclosure is compatible with the purpose for which the records 
were collected.
    Standard Routine Use No. 6--SUSPECTED OR CONFIRMED 
CONFIDENTIALITY COMPROMISE--A record from this SOR may be disclosed 
to appropriate agencies, entities, and persons when (1) NASA 
suspects or has confirmed that the security or confidentiality of 
information in the system of records has been compromised; (2) NASA 
has determined that as a result of the suspected or confirmed 
compromise there is a risk of harm to economic or property 
interests, identity theft or fraud, or harm to the security or 
integrity of this system or other systems or programs (whether 
maintained by NASA or another agency or entity) that rely upon the 
compromised information; and (3) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with NASA's efforts to respond to the suspected or 
confirmed compromise and prevent, minimize, or remedy such harm.

[FR Doc. E9-23371 Filed 9-25-09; 8:45 am]
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