Privacy Act of 1974; System of Records, 51002-51004 [2011-20914]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 76, Number 159 (Wednesday, August 17, 2011)]
[Notices]
[Pages 51002-51004]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-20914]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DOD-2011-OS-0091]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, Department of Defense 
(DoD).

[[Page 51003]]


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 September 16, 2011 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, Chief, OSD/JS 
Privacy Office, Freedom of Information Directorate, Washington 
Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-
1155, or by phone 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 address in FOR FURTHER INFORMATION CONTACT.
    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 11, 2011, 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 12, 2011.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DHA 24

System Name:
    Defense and Veterans Eye Injury and Vision Registry (DVEIVR).

System location:
    Primary location: Deputy Assistant Secretary of Defense, Force 
Health Protection and Readiness, Four Skyline Place, 5113 Leesburg 
Pike, Suite 901, Falls Church, VA 22041-3204.
    Secondary locations: Department of Defense (DoD)/Department of 
Veterans Affairs (VA) Vision Center of Excellence, 2900 Crystal Drive, 
2nd Floor, Arlington, VA 22208-3567, or the contractors under contract 
to TRICARE. For a complete listing of all system locations, write to 
the system manager.

Categories of individuals covered by the system:
    Members of the Armed Forces who, while serving on active duty on or 
after September 11, 2001, incurred a significant eye injury, including 
such an individual with visual dysfunction related to traumatic brain 
injury, with an eye injury and a visual acuity in the injured eye of 
20/200 or less, or with a loss of peripheral vision resulting in 20 
degrees or less of visual field in the injured eye.

Categories of records in the system:
    Individual's full name, Social Security Number (SSN), DoD 
Identification (ID) Number (DoD ID number), date of birth, gender, 
other names used, mailing address, email address, telephone numbers 
(home and/or cell), marital status, and race or ethnicity; alternate 
contact or personal representative name and phone number; an 
individual's service and employment information, including rank, 
service branch, job category, and disability information; and an 
individual's medical information, including information on diagnosis, 
treatment, surgical interventions or other operative procedures, follow 
up services and treatment, visual outcomes, and records with respect to 
on-going eye care and visual rehabilitation benefits and services 
received, whether treatments, benefits and services were provided on an 
inpatient or outpatient basis, inpatient service dates, outpatient 
visit dates, and information on where eye or traumatic brain injury 
occurred.

Authority for maintenance of the system:
    10 U.S.C. 1071 note, Centers of Excellence in the Prevention, 
Diagnosis, Mitigation, Treatment, and Rehabilitation of Military Eye 
Injuries; 10 U.S.C. chapter 55, Medical and Dental Care; 45 CFR Part 
160, Health and Human Services; 45 CFR Part 164, General Administrative 
Requirements and Security and Privacy; and E.O. 9397 (SSN), as amended.

Purposes:
    To establish a registry of information for tracking the diagnosis, 
surgical intervention or other operative procedure, other treatment, 
and follow up for cases of significant eye injury incurred by a member 
of the Armed Forces while serving on active duty.
    To ensure the electronic exchange of information in the registry 
with the VA, and enable the VA to access the registry and add 
information pertaining to additional treatments or surgical procedures 
and outcomes for veterans entered in the registry and who received 
treatment through the Veterans Health Administration (VHA).
    To encourage and facilitate the conduct of studies, and the 
development of best practices and clinical education, on eye injuries 
incurred by members of the Armed Forces.
    To support a cooperative DoD and VA program for members of the 
Armed Forces and veterans with eye injuries and post traumatic eye 
syndrome associated with traumatic brain injury at military medical 
treatment facilities and VA medical centers for vision screening, 
diagnosis, rehabilitative management, and vision research, including 
visual dysfunction related to traumatic brain injury.
    Also used as a management tool for statistical analysis, tracking, 
reporting, evaluating program effectiveness and conducting research.

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, as amended, these records may 
specifically be disclosed outside the DoD as a routine use pursuant to 
5 U.S.C. 552a(b)(3) as follows:
    To institutions of higher education, and other appropriate public 
and private entities (including international entities) to encourage 
and facilitate the conduct of research and the development of best 
practices and clinical education on eye injuries incurred by members of 
the Armed Forces.
    To the VA for the purpose of ensuring the electronic exchange of 
information

[[Page 51004]]

in the registry and enabling the VA to access the registry and add 
information pertaining to additional treatments or surgical procedures 
and outcomes for veterans entered in the registry and who received 
treatment through the VHA.
    To VA and individual providers of care, including non-governmental 
care providers for the purpose of analysis of continued case management 
related to significant eye injury or loss of visual acuity.
    To the VA Blind Rehabilitation Service and to the eye care services 
of the VHA for the purposes of analysis of the coordination of the 
provision of ongoing eye care and visual rehabilitation benefits and 
services by the VA after separation or release from the Armed Forces.
    To the VA for the purpose of encouraging and facilitating the 
conduct of studies, and the development of best practices and clinical 
education, on eye injuries incurred by members of the Armed Forces.
    To the VA to ensure coordination of ongoing eye care and visual 
rehabilitation benefits and services by the VA both before and after 
separation of individuals from the Armed Forces.
    The DoD `Blanket Routine Uses' set forth at the beginning of the 
Office of the Secretary of Defense (OSD) compilation of systems of 
records notices apply to this system.

    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 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, as amended, 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:
    Records may be retrieved by the individual's name, SSN, and/or DoD 
ID number.

Safeguards:
    Physical access to system locations is restricted by cipher locks, 
visitor escort, access rosters, and photo identification. Adequate 
locks are on doors and server components will be secured in locked 
computer room(s) with limited access. Each system end user device will 
be protected within a locked storage container, room, or building 
outside of normal business hours.
    All visitors and other persons who require access to facilities 
that house servers and other network devices supporting the system but 
who do not have authorization for access will be escorted by 
appropriately screened/cleared personnel at all times.
    Approved system users will have role-based access to the system 
and, as appropriate, will be provided role-based access to query the 
system for single patient look-up and reporting purposes. On a system 
level, all access will be tracked to ensure that only appropriate and 
approved personnel have access to personally identifiable information 
and protected health information. The system provides two-factor 
authentication, using either a Common Access Card (CAC) and personal 
identification number or a unique logon identification and password. 
Passwords must currently 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:
    Disposition pending (treat records as permanent until the National 
Archives and Records Administration approves the proposed retention and 
disposition).

System manager(s) and address:
    Director of Deployment of Systems, Force Health Protection and 
Readiness, Four Skyline Place, 5113 Leesburg Pike, Suite 901, Falls 
Church, VA 22041-3204.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the TRICARE Management Activity, Department of 
Defense, Attn: TMA Privacy Officer, Skyline 5, Suite 810, 5111 Leesburg 
Pike, Falls Church, VA 22041-3206.
    Requests should contain the individual's full name, SSN, and/or DoD 
ID number.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system of records should address written inquiries to 
the TRICARE Management Activity, Attention: Freedom of Information Act 
Requester Service Center, 16401 East Centretech Parkway, Aurora, CO 
80011-9066.
    Written requests must contain the individual's full name, SSN and/
or DoD ID number, current address, telephone number, the name and 
number of this system of records notice and be signed.

Contesting record procedures:
    The OSD rules for accessing records, contesting contents, and 
appealing initial agency determinations, are published in OSD 
Administrative Instruction 81; 32 CFR part 311; or may be obtained from 
the system manager.

Record source categories:
    The Defense Enrollment Eligibility Reporting System, medical 
treatment records maintained at DoD medical treatment facilities, VA 
medical care facilities, and facilities contracted by DoD and/or VA to 
perform medical care, VA Eye Injury Data Store, the Clinical Data 
Repository, AHLTA, Theater Medical Data Store, Joint Theater Trauma 
Registry Combat Trauma Registry, and VA Eye Data Store.

Exemptions claimed for the system:
    None.

[FR Doc. 2011-20914 Filed 8-16-11; 8:45 am]
BILLING CODE 5001-06-P