Privacy Act of 1974; System of Records, 39502-39503 [2010-16794]

Agencies

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

[Federal Register Volume 75, Number 131 (Friday, July 9, 2010)]
[Notices]
[Pages 39502-39503]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2010-16794]


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DEPARTMENT OF DEFENSE

Department of the Army

[Docket ID: USA-2010-0017]


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 notice in its existing inventory of records systems subject to 
the Privacy Act of 1974, (5 U.S.C. 552a), as amended.

DATES: The changes will be effective on August 9, 2010, unless comments 
are received that would 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: Mr. Leroy Jones at (703) 428-6185.

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 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.
    The specific changes to the records system being amended are set 
forth below followed by the notice, as amended, published in its 
entirety. The proposed amendments are 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.


[[Page 39503]]


    Dated: July 6, 2010.
Mitchell S. Bryman,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
A0040 DASG

System name:
    Medical Facility Administration Records (March 27, 2003; 68 FR 
14959).

Changes:
* * * * *

Retrievability:
    Delete and replace with ``By individual's surname/Social Security 
Number (SSN) and sponsor's Social Security Number (SSN).''
* * * * *
A0040 DASG

System name:
    Medical Facility Administration Records

System location:
    Medical centers, hospitals, and health clinics. Official mailing 
addresses are published as an appendix to the Army's compilation of 
systems of records notices.

Categories of individuals covered by the system:
    Individuals who are authorized to use services of an Army medical 
facility.

Categories of records in the system:
    Information in this system generally relates to administration at a 
medical facility, as opposed to an individual's healthcare. Typically, 
records comprise scheduling of appointments, medical history data used 
to locate medical records, patient's name, Social Security Number 
(SSN), birth, death, sponsor's Social Security Number (SSN), 
accountability of patients (e.g., bad charts; transfer, leave requests, 
etc.); receipts for patients' personal property, prescriptions for 
medications, eyeglasses, hearing aids, prosthetic devices, diet/special 
nourishment plans, blood donor records, charges, receipts and 
accounting, documents of payments for medical/dental services; register 
number assigned; and similar records/reports.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013, Secretary 
of the Army; Army Regulation 40-2, Army Medical Facilities General 
Admission; and E.O. 9397 (SSN), as amended.

Purpose(s):
    To locate medical records and personnel, schedule appointments; 
provide research and statistical data.
    To enhance efficient management practices and effective patient 
administration.

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:
    Birth records are disclosed to states' Bureau of Vital Statistics 
and overseas birth records are disclosed to the Department of State to 
provide the official certificates of birth. Birth records may also be 
used for statistical purposes.
    Death records are disclosed to Federal, State and private sector 
authorities to provide the official certificates of death. Death 
records may also be used for statistical purposes.
    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.

    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 in file folders and electronic storage media.

Retrievability:
    By individual's surname/Social Security Number (SSN) and sponsor's 
Social Security Number (SSN).

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

Retention and disposal:
    Nominal index files, including register numbers assigned, are 
destroyed after 5 years. Records of transient value (e.g., issuance of 
spectacles/prosthetics, diet/food plan, etc.) are destroyed within 3 
months of patient's release. Other records have varying periods of 
retention: Record of birth/death 2 years; patient accountability 
(admission/discharge) 5 years; blood donor 5 years or when no longer 
needed for medical/legal reasons whichever is longer; record of 
patient's personal property 3 years.

System manager(s) and address:
    Chief Information Officer, Office of the Surgeon General, U.S. Army 
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam 
Houston, TX 78234-6013.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Patient Administrator at the medical facility where service/care 
was provided. Official mailing addresses are published as an appendix 
to the Army's compilation of systems of records notices.
    For verification purposes, individual should provide the full name, 
Social Security Number (SSN), details which will assist in locating 
record, and signature.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Patient Administrator at the medical facility where service/care was 
provided. Official mailing addresses are published as an appendix to 
the Army's compilation of systems of records notices.
    For verification purposes, individual should provide the full name, 
Social Security Number (SSN), details which will assist in locating 
record, and 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; medical facility records and reports.

Exemptions claimed for the system:
    None.

[FR Doc. 2010-16794 Filed 7-8-10; 8:45 am]
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