Privacy Act of 1974; System of Records, 5785-5787 [2013-01694]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 78, Number 18 (Monday, January 28, 2013)]
[Notices]
[Pages 5785-5787]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2013-01694]


-----------------------------------------------------------------------

DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2013-OS-0006]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, DoD.

ACTION: Notice to alter a System of Records.

-----------------------------------------------------------------------

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

DATES: This proposed action will be effective on February 28, 2013 
unless comments are received which result in a contrary determination. 
Comments will be accepted on or before February 27, 2013.

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 Service, 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 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on December 27, 2012, 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: January 23, 2013.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DHA 19

System name:
    Defense Occupational & Environmental Health Readiness System--
Industrial Hygiene (DOEHRS-IH) (August 26, 2010, 75 FR 52513).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Defense Information Systems Agency 
(DISA), 3326 General Hudnell Drive, San Antonio, Texas 78226-1834.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Members of the Armed Forces; 
Department of Defense (DoD)-affiliated personnel (includes DoD civilian 
employees, DoD contractors, and DoD foreign national employees) who 
live or work in areas requiring longitudinal data related to 
occupational, environmental, or public health.
    Spouses and dependents of members of the Armed Forces and DoD-
affiliated personnel if such spouse or dependent is in the area of a 
perceived or actual occupational, environmental, or public health 
event.''

Categories of records in the system:
    Delete entry and replace with ``Identifying records: Individual's 
name, Social Security Number (SSN), DoD Identification Number (DoD ID 
Number) (or foreign identification number), date of birth, gender, 
race/ethnicity, citizenship, home and work email address, occupation, 
pay plan, pay grade, rank, service affiliation, assigned unit 
government agency affiliation, business address and telephone number.
    Event-based records include home or local address and telephone 
number.

[[Page 5786]]

    Designated event records: Occupational, environmental, and public 
health data on the nature and/or scope of the event and monitoring and/
or surveillance data; personal protective equipment recommendations and 
usage; observed occupational and environmental health practices; 
individual health education and training data; public health emergency, 
disaster, and incident response occupational and environmental 
monitoring and/or surveillance data; location reporting on an 
individual's location(s) and time at those location(s) within the 
designated threat area; medical countermeasure recommendations and use; 
and population health education data.''

Authority for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 133, Under Secretary of 
Defense for Acquisition, Technology, and Logistics; 10 U.S.C. 136, 
Under Secretary of Defense for Personnel and Readiness; 10 U.S.C 
Chapter 55, Medical and Dental Care; 29 U.S.C 651, Congressional 
Statement of Findings and Declaration of Purpose and Policy; DoDD 
4715.1E, Environment, Safety, and Occupational Health (ESOH); DoDI 
6055.1, DoD Safety and Occupational Health (SOH) Program; DoDI 6055.05, 
Occupational and Environmental Health (OEH); DoDI 6055.17, DoD 
Installation Emergency Management (IEM) Program; DoDI 6200.03, Public 
Health Emergency Management Within the Department of Defense; and E.O. 
9397 (SSN), as amended.''

Purpose(s):
    Delete entry and replace with ``To establish a database for 
longitudinal exposure recordkeeping and reporting to support 
occupational and environmental health surveillance (OEHS), public 
health surveillance, health risk management, and medical surveillance; 
and to provide this data in support of medical treatment, occupational 
and environmental illness evaluations, disability determinations, and 
claims adjudication.
    To complete the collection and analysis of threat exposures for 
designated event areas in all phases of military operations and as a 
result of actual or perceived natural disasters, hazardous material 
releases, chemical/biological/nuclear accidents which may affect DoD-
affiliated personnel.''

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Delete entry and replace with ``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 the Departments of Veterans Affairs (VA) and Labor (DOL), and 
the Social Security Administration, to support the adjudication of 
disability and other pending claims of individuals.
    To the VA, and other federal agencies and private physicians to 
inform and support the medical care of individuals.
    To the Department of Health and Human Services and the Occupational 
Health and Safety Administration, and other federal agencies to comply 
with statutory and regulatory requirements.
    To government and non-government organizations for the conduct of 
health-related research, including epidemiologic studies, following 
review by an Institutional Review Board. 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:  This system of records may contain 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 (HIPAA) 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.''

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Delete entry and replace with ``Electronic storage media.''

Retrievability:
    Delete entry and replace with ``By individual SSN, DoD ID Number, 
foreign identification number (if applicable) and/or name, or any 
combination of the foregoing.''

Safeguards:
    Delete entry and replace with ``Physical access to system location 
restricted by cipher locks, visitor escort, access rosters, and photo 
identification. Adequate locks are on doors and server components are 
secured in a locked computer room with limited access. All visitors and 
other persons are escorted by appropriately screened/cleared personnel 
at all times.
    Access to the system requires two-factor authentication including 
Common Access Card (CAC) or, for some users, a user name and password 
(which must be renewed every sixty (60) days). Authorized personnel 
must have appropriate Information Assurance, HIPAA, and Privacy Act of 
1974 training.''

Retention and disposal:
    Delete entry and replace with ``Disposition pending (treat records 
as permanent until the National Archives and Records Administration 
(NARA) approves the proposed retention and disposition).''

System manager(s) and address:
    Delete entry and replace with ``Program Manager, Defense Health 
Services Systems, Defense Health Headquarters, Suite 5101, 7700 
Arlington Boulevard, Falls Church, VA 22042-5101.''

Notification procedure:
    Delete entry and replace with ``Individuals seeking to determine 
whether information about themselves is contained in this system of 
records should address written inquiries to TMA Privacy Officer, TMA 
Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 
5101, Falls Church, VA 22042-5101.
    Requests should contain the individual's full name and SSN and/or 
DoD ID Number, or foreign identification number, as applicable.
    If requesting the health information of a minor (or legally 
incompetent person), the request must be made by that individual's 
parent, guardian, or person acting in loco parentis. Written proof of 
the capacity of the requester may be required.''

Record access procedures:
    Delete entry and replace with ``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, SSN, DoD ID 
Number, or foreign identification number, as applicable.
    If requesting the health information of a minor (or legally 
incompetent person), the request must be made by that individual's 
parent, guardian, or person acting in loco parentis. Written proof of

[[Page 5787]]

the capacity of the requester may be required.''

Contesting record procedures:
    Delete entry and replace with ``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:
    Delete entry and replace with ``Selected electronic data elements 
extracted from the Defense Enrollment Eligibility Reporting System 
(DEERS), DoD and Service-level accountability systems, as well as 
industrial hygienists, bioenvironmental engineers, public health 
officers, environmental science officers, and other professionals 
supporting the authorities cited.''
* * * * *
[FR Doc. 2013-01694 Filed 1-25-13; 8:45 am]
BILLING CODE 5001-06-P