Privacy Act of 1974; System of Records, 63287-63288 [2011-26306]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 76, Number 197 (Wednesday, October 12, 2011)]
[Notices]
[Pages 63287-63288]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-26306]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DOD-2011-OS-0110]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, 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.

DATES: This proposed action would be effective without further notice 
on November 14, 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, 4800 Mark Center 
Drive, East Tower, 2nd Floor, Suite 02G09, Alexandria, VA 22350-3100.
    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 (571) 372-0461.

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 October 5, 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: October 6, 2011.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DHA 22

System name:
    Medical Situational Awareness in the Theater (MSAT).

System location:
    Office of the Assistant Secretary of Defense for Health Affairs, 
Force Health Protection & Readiness, Skyline 4, Suite 901, 5113 
Leesburg Pike, Falls Church, VA 22041-3226.

Categories of individuals covered by the system:
    Members of the uniformed services and DoD civilian employees (to 
include non-appropriated fund employees) who receive or have received 
medical or dental care at one or more DoD medical treatment facilities 
in an active theater of operations.

Categories of records in the system:
    Individual's name, age, date of birth, Social Security Number (SSN) 
and/or DoD Identification (DoD ID) number, marital status, phone 
number, address, race, pay grade, personnel code, mobilization status, 
unit identification, and unit phone number.
    An individual's Trauma Number, Register Number, and patient 
encounter data pertaining to symptoms; International Classification of 
Diseases (ICD) diagnosis codes; clinical data elements and codes with 
respect to symptoms, medical history, physical examination, tests, 
diagnosis, and therapy, medications, and vital signs; and treatment 
facility locations.

Authority for maintenance of the system:
    10 U.S.C. Chapter 55, Medical and Dental Care; and E.O. 9397 (SSN), 
as amended.

Purpose(s):
    To provide information to medical commanders and their staff on

[[Page 63288]]

personnel readiness status before and during deployment and 
sustainment, patient tracking from initial point of care and en route 
to CONUS military treatment facilities, medical surveillance of 
illnesses, injury rates and trends for theater, syndromic, and 
chemical, biological, radiological, and nuclear surveillance of 
individuals for early warning alerts.
    To provide information that, when combined with medical 
intelligence, patient tracking, geospatial mapping, logistics, 
personnel, and other information, supports a single identical display 
of relevant information shared by more than one command to facilitate 
collaborative planning and to assist all echelons in achieving 
situational awareness, and for assisting the Combatant Command and 
Joint Task Force Surgeon in assessing risks, mitigating operational 
vulnerabilities, and allocating scarce combat resources during the 
planning and conduct of operations.

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).
    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 and 45 CFR Parts 160 and 
164, Health and Human Services, General Administrative Requirements 
and Security & Privacy, respectively, 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.


    Note 2: Personal identity, diagnosis, prognosis or treatment 
information 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 is, 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:
    Electronic storage media.

Retrievability:
    Individual's name, date of birth, Trauma Number, Register Number, 
SSN and/or DoD ID Number, or any combination of the above.

Safeguards:
    Electronic media, data and/or electronic records are maintained in 
a controlled area. The computer system is accessible only to authorized 
personnel. Entry into these areas is restricted to those personnel with 
a valid requirement and authorization to enter. Physical entry is 
restricted by the use of locks, passwords which are changed 
periodically, and administrative procedures.
    The system provides two-factor authentication including Common 
Access Cards (CAC) and user ID/passwords. Access to personal 
information is restricted to those who require the data in the 
performance of their official duties. All personnel whose official 
duties require access to the information are trained in the proper 
safeguarding and use of the information.

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:
    Product Manager, MSAT, Defense Health Information Management 
System, Skyline 4, Suite 700, 5113 Leesburg Pike, Falls Church, VA 
22041-3226.

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

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

Contesting record procedures:
    The OSD rules for accessing records, for 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:
    Theater Medical Data Store, AHLTA--Theater, and Theater Medical 
Information Program Cache.

Exemptions claimed for the system:
    None.

[FR Doc. 2011-26306 Filed 10-11-11; 8:45 am]
BILLING CODE 5001-06-P