Privacy Act of 1974; System of Records, 52513-52515 [2010-21270]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 75, Number 165 (Thursday, August 26, 2010)]
[Notices]
[Pages 52513-52515]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2010-21270]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DOD-2010-OS-0116]


Privacy Act of 1974; System of Records

AGENCY: Department of Defense (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.

[[Page 52514]]


DATES: This proposed action would be effective without further notice 
on September 27, 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, Room 3C843 
Pentagon, 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 August 16, 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: August 23, 2010.
Mitchell S. Bryman,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DHA 19

SYSTEM NAME:
    Defense Occupational & Environmental Health Readiness System--
Industrial Hygiene (DOEHRS-IH).

System Location:
    Defense Information Systems Agency, Defense Enterprise Computing 
Center--Detachment, Kelly Air Force Base, 450 Duncan Drive, San 
Antonio, Texas 78241-5940.

Categories of Individuals Covered by the System:
    Active duty members, Reserve members, National Guard members, DoD 
employees, foreign affiliates, DoD OCONUS hires, and Foreign Nationals 
who work in areas which require longitudinal data related to 
occupational health.

Categories of Records in the System:
    Environmental monitoring data, military theater environmental 
monitoring data, personal protective equipment usage data, observation 
of work practices data, and employee health hazard educational data.
    Records include the name, Social Security Number (SSN), date of 
birth, gender, address, telephone number, and Department of Defense 
(DoD) Electronic Data Interchange Personal Identifier (EDIPI) of 
individuals.

Authority for Maintenance of the System:
    10 U.S.C Chapter 55, Medical and Dental Care; 29 CFR 1910.1020, 
Access to Employee Exposure and Medical Records; 45 CFR Parts 160 and 
164, Health Insurance Portability and Accountability Act, Privacy and 
Security Rules; DoDI 6055.1, Sec. 4.1, DoD Safety and Occupational 
Health Program; DoDI 6055.5, Industrial Hygiene and Occupational 
Health, reissued May 6, 1996; and E.O. 9397 (SSN), as amended.

Purpose(s):
    For longitudinal exposure recordkeeping and reporting to support 
the risk management process and occupational illness evaluation during 
all phases of military operations.

Routine uses of Records Maintained, 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 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'' statement set forth at the 
beginning of the Office of the Secretary of Defense compilation of 
systems of records notices apply to this system, except as identified 
below:

    Note 1: 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 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.


    Note 2: Personal identity, diagnosis, prognosis of any patient 
maintained in connection with the performance of any program or 
activity relating to substance abuse education, prevention, 
training, treatment, rehabilitation, or research, which is 
conducted, regulated, or directly or indirectly assisted by any 
department or agency of the United States, except as per 42 U.S.C. 
290dd-2, treated as confidential and disclosed only for the purposes 
and under the circumstances expressly authorized under 42 U.S.C. 
290dd-2.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Paper records and electronic storage media.

Retrievability:
    By individual Social Security Number (SSN) and/or name.

Safeguards:
    Physical access to system location restricted by cipher locks, 
visitor escort, access rosters, and photo identification. Adequate 
locks on doors and server components secured in a locked computer room 
with limited access. Each system end user device protected within a 
locked storage container, room, or building outside of normal business 
hours. All visitors and other persons that require access to facilities 
that house servers and other network devices supporting the system that 
do not have authorization for access escorted by appropriately 
screened/cleared personnel at all times.
    The system provides two-factor authentication. The environment is 
Common Access Card enforced. Passwords must be renewed every sixty (60) 
days. Authorized personnel must have appropriate Information Assurance 
training, Health Insurance Portability and Accountability Act training, 
and Privacy Act of 1974 training.

Retention and Disposal:
    Review each file at the end of the calendar year and cut off 
inactive materials; retire in the current files area for ten (10) years 
and retire to Washington National Records Center; destroy forty (40) 
years after cut-off.

System Manager(s) and Address:
    Program Manager, Defense Health Services Systems, 5201 Leesburg 
Pike,

[[Page 52515]]

Suite 900, Falls Church, Virginia 22041-3208.

Notification Procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the TRICARE Management Activity, Department of Defense, Attn: TMA 
Privacy Officer, 5111 Leesburg Pike, Suite 810, Falls Church, Virginia, 
22041-3206.
    Requests must contain the individual's full name, Social Security 
Number (SSN), current address and telephone number.

Record Access Procedures:
    Individuals seeking access to information about themselves 
contained in this system of records should address written requests to 
the TRICARE Management Activity, Attn: Freedom of Information Act 
Requester Service Center, 16401 Centretech Parkway, Aurora, Colorado 
80011-9066.
    Requests should contain the individual's full name, Social Security 
Number (SSN), and date of birth.

Contesting Record Procedures:
    OSD Administrative Instruction 81; 32 CFR Part 311, contains the 
published rules for records access, contests to content, and appeals to 
initial agency determinations. The system manager is also a resource 
for requests for this publication.

Record Source Categories:
    Selected electronic data elements extracted from the Defense 
Enrollment Eligibility Reporting System.

Exemptions Claimed:
    None.

[FR Doc. 2010-21270 Filed 8-25-10; 8:45 am]
BILLING CODE 5001-06-P