Privacy Act of 1974; System of Records, 24928-24930 [2010-10671]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 75, Number 87 (Thursday, May 6, 2010)]
[Notices]
[Pages 24928-24930]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2010-10671]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2010-OS-0059]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, DoD.

ACTION: Notice to add a system of records.

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SUMMARY: The Office of the Secretary of Defense proposes to add a 
system of records to its inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This proposed action would be effective without further notice 
on June 7, 2010 unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
    * Federal Rulemaking Portal: https://www.regulations.gov. Follow the 
instructions for submitting comments.
    * Mail: Federal Docket Management System Office, 1160 Defense 
Pentagon, Washington, DC 20301-1160.
    Instructions: All submissions received must include the agency name 
and docket number for this Federal Register document. The general 
policy for comments and other submissions from members of the public is 
to make these submissions available for public viewing on the Internet 
at https://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Ms. Cindy Allard at (703) 588-6830.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
notices for systems of records 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 Chief, OSD/JS Privacy Office, Freedom of 
Information Directorate, Washington Headquarters Services, 1155 Defense 
Pentagon, Washington DC 20301-1155.
    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 26, 2010, to 
the House Committee on Oversight and Government Reform, the Senate 
Committee on 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: May 3, 2010.
Mitchell S. Bryman,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DHA 20 DoD

SYSTEM NAME:
    Department of Defense Suicide Event Report (DoDSER) System.

SYSTEM LOCATION:
    Fort Detrick Network Enterprise Center (NEC), 1422 Sultan Drive, 
Fort Detrick, MD 21702-5020.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Department of Defense active and reserve military personnel (Air 
Force, Army, Navy, Marines), National Guard with reportable suicide and 
self-harm behaviors (to include suicide attempts, self harm behaviors, 
and suicidal ideation). All other DoD active and reserve military 
personnel records collected without evidence of reportable suicide and 
self-harm behaviors will exist as a de-identified control group, and 
are not retrievable.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Type of suicide event (non-fatal suicide events), event details, 
location of event, residence at time of event, circumstance of death, 
psychological, social history, behavioral, economic, education/training 
history, name, Social Security Number (SSN), date of birth, gender, 
race/ethnic group, marital status, rank/pay grade, military service, 
military status, job title, service duty specialty code, duty 
environment/status, Unit Identification Code (UIC), permanent duty 
station, the major command of the permanent duty

[[Page 24929]]

station, temporary duty station (if applicable), residence address, 
deployment history, use of military helping services, information 
regarding the individual's past military experience, medical history, 
medical facility, unit or military treatment facility where suicide was 
attempted, behavioral health provider information and form completer 
information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 136, Under Secretary of Defense for Personnel and 
Readiness; 10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. 5013, 
Secretary of the Navy; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 
chapter 55, Medical and Dental Care; 29 CFR part 1960, Occupational 
Illness/Injury Reporting Guidelines for Federal Agencies; 45 CFR parts 
160 and 164, Health Insurance Portability and Accountability Act, 
General Administrative Requirements and Privacy and Security Rules; DoD 
6490.02, Comprehensive Health Surveillance; AR 600-63, Army Health 
Promotion, Rapid Action Revision 20 Sep 09, Paragraph 4-4 Suicide 
Prevention and Surveillance; OPNAV Instruction 1720.4A, Suicide 
Prevention Program, 5.d, Reporting; AFI 44-154, Suicide and Violence 
Prevention Education and Training; AFPAM 44-160, The Air Force Suicide 
Prevention Program, XI, Epidemiological Database and Surveillance 
System; and E.O. 9397 (SSN), as amended.

PURPOSE(S):
    This data system will provide integrated enterprise and survey data 
to be used for direct reporting of suicide events and ongoing 
population-based health surveillance activities. These surveillance 
activities include the systematic collection, analysis, interpretation, 
and reporting of outcome-specific data for use in planning, 
implementation, evaluation, and prevention of suicide behaviors within 
the Department of Defense. Data is collected on individuals with 
reportable suicide and self-harm behaviors (to include suicide 
attempts, self harm behaviors, and suicidal ideation). All other DoD 
active and reserve military personnel records collected without 
evidence of reportable suicide and self-harm behaviors will exist as a 
control group. Records are integrated from enterprise systems and 
created and revised by civilian and military personnel in the 
performance of their duties.
    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, 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:
    Statistical summary data with no personally identifiable 
information may be provided to Federal, State, and local governments 
for health surveillance and research. The DoD ``Blanket Routine Uses'' 
published at the beginning of the Office of the Secretary of Defense 
compilation of record system notices apply to this system, except as 
stipulated in ``Notes'' below.

    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/drug abuse treatment function conducted, requested, 
or directly or indirectly assisted by any department or agency of 
the United States, shall, except as provided herein, 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 concerning accessibility of 
such records except to the individual to whom the record pertains.


    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:
    Electronic storage media.

RETRIEVABILITY:
    By individual's name and/or Social Security Number (SSN). After 180 
days, records are not retrievable. Control group records are never 
retrievable.

SAFEGUARDS:
    Records are maintained in a controlled facility. Physical entry is 
restricted by the use of locks, guards, and is accessible only to 
authorized personnel. Access to identified records is limited by role-
based access controls (RBAC) to those individuals responsible for 
creating and updating the records and who are properly screened and 
responsible for servicing the record in performance of their official 
duties. Record retrieval from the system is limited to aggregated data 
and access is further restricted by Common Access Cards and passwords 
that are changed periodically. Control group data is not retrievable.
    All personnel with authorized access to the system must have 
appropriate Information Assurance training, Privacy Act training, and 
Health Insurance Portability and Accountability Act training. All 
access to records is tracked by electronic audit logs. Audit logs are 
always on and they are archived for historical review and tracking.

RETENTION AND DISPOSAL:
    Disposition pending (until the National Archives and Records 
Administration approves retention and disposal schedule, records will 
be treated as permanent).

SYSTEM MANAGER(S) AND ADDRESS:
    Dr. Gregory A. Gahm, Director, National Center for Telehealth and 
Technology (T2) Defense Centers of Excellence, 9933 West Hayes Street, 
OMAMC, Joint Base Lewis-McChord, Tacoma, WA 98431-1100.

NOTIFICATION PROCEDURE:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to Director, National Center for Telehealth & 
Technology (T2) Defense Centers of Excellence, 9933 West Hayes Street, 
OMAMC, Joint Base Lewis-McChord, Tacoma, WA 98431-1100.
    Requests should include individual's Social Security Number (SSN), 
date of birth, and current address.
    After 180 days, records are not retrievable. Control group records 
are never retrievable.

RECORD ACCESS PROCEDURES:
    Individuals seeking to access records about themselves contained in 
this system of records should address written inquiries to TRICARE 
Management Activity, Freedom of Information Action Officer, 16401 East 
Centretech Parkway, Aurora, CO 80011-9066.
    Requests should include individual's Social Security Number (SSN), 
date of birth, and current address.
    After 180 days, records are not retrievable. Control group records 
are never retrievable.

CONTESTING RECORD PROCEDURES:
    The rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in Office of the 
Secretary of Defense Administrative instruction 81;

[[Page 24930]]

32 CFR part 311; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:
    Medical and behavioral health records; pre- and post-deployment 
screening records, family advocacy records; personnel records; 
responsible investigative agency records; court martial records; 
records related to manner of death, such as casualty reports; 
toxicology/lab reports; pathology/autopsy reports; suicide notes; 
interviews with coworkers/supervisors; responsible investigative 
agencies; involved professionals such as physicians, behavioral health 
counselors, chaplains, military police, family service personnel; 
family members; and Defense Manpower Data Center (DMDC).

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 2010-10671 Filed 5-5-10; 8:45 am]
BILLING CODE 5001-06-P