Privacy Act of 1974; System of Records, 40072-40074 [2014-16208]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 79, Number 133 (Friday, July 11, 2014)]
[Notices]
[Pages 40072-40074]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2014-16208]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DoD-2014-OS-0105]


Privacy Act of 1974; System of Records

AGENCY: Defense Health Agency, DoD.

ACTION: Notice to add a new System of Records.

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SUMMARY: The Defense Health Agency is proposing to establish a new 
system of records, EDHA 25 DoD, entitled ``Enterprise Blood Management 
System (EBMS)'' in its inventory of record systems subject to the 
Privacy Act of 1974, as amended. This system will be used to obtain 
information from individuals donating blood in order to identify and 
verify donor demographics; determine donor suitability; associate 
donors to blood collections for testing; and create records necessary 
to identify and notify recipients of potential or known infectious 
blood units. Information collected is also used to determine the 
suitability of voluntary blood donations, record time of blood 
donation, and blood type; administer the Armed Services Blood Program 
(ASBP); and in some instances, recommend medical treatment for 
prospective blood donors.

DATES: Comments will be accepted on or before August 11, 2014. This 
proposed action will be effective on the day following the end of the 
comment period 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. Linda S. Thomas, Chief, Defense 
Health Agency Privacy and Civil Liberties Office, 7700 Arlington 
Boulevard, Suite 5101, Falls Church, VA 22042-5101, or by phone at 
(703) 681-7500.

SUPPLEMENTARY INFORMATION: The Defense Health Agency 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 or at the 
Defense Privacy and Civil Liberties Office Web site https://dpclo.defense.gov/.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on July 1, 2014, 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: July 8, 2014.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
EDHA 25 DoD

System name:
    Enterprise Blood Management System (EBMS)

System location:
    Primary location: Enterprise Infrastructure (EI) Military Health 
System (MHS) Enterprise Services Operations Center (MESOC) San Antonio, 
300 Convent Street, Suite 1800, San Antonio, TX 78205-3742.

Secondary locations:
    Enterprise Infrastructure (EI) Military Health System (MHS) 
Enterprise Services Operations Center (MESOC) Aurora, 16401 East 
Centretech Parkway, Aurora, CO 80011-9066.
    For a complete listing of all system location addresses, contact 
the system manager.

Categories of individuals covered by the system:
    Donors: Any member of the Armed Services, Department of Defense 
(DoD) civilian employees (including non-appropriated fund employees), 
DoD contractors, federal employees from other federal agencies, 
civilians, and foreign nationals donating blood at one or more DoD 
blood donor collection sites.
    Recipients: Armed Services medical beneficiaries who receive or 
have received medical care at one or more DoD medical treatment 
facilities and who have a need for a blood services encounter; and DoD 
civilian employees (including non-appropriated fund employees), federal 
employees from other federal agencies, contractors, civilians, and 
foreign nationals who receive or have received care at one or more DoD 
medical treatment facilities and who have a need for a blood services 
encounter.

Categories of records in the system:
    Donors: Name; date of birth; Social Security Number (SSN) and/or 
DoD Identification (DoD ID) number; in the case of a foreign national, 
the foreign national number assigned to that individual; donor family 
member prefix and/or sponsor SSN or DoD ID number; gender; race/
ethnicity; contact phone number(s); home address; personal email 
address; medical history; current health and disability information; 
and employment information (including, for donors who are Armed 
Services members, the donor's organization, station, and duty phone), 
and previous donation history.
    Recipients: Individual's name and other name(s) used, date of 
birth, SSN and/or DoD ID number, gender, race/ethnicity, medical 
information, and recipient's previous donation history (if any).

Authority for maintenance of the system:
    10 U.S.C. Chapter 55, Medical and Dental Care; 32 CFR Part 199, 
Civilian Health and Medical Program of the Uniformed Services 
(CHAMPUS); DoD Directive 6000.12E, Health Service Support; DoD 
Instruction (DoDI) 6015.23, Delivery of Healthcare at Military 
Treatment Facilities: Foreign Service Care; Third-Party Collection; 
Beneficiary Counseling and Assistance Coordinators (BCACs); DoDI 
6480.04, Armed Services Blood Program Operational Procedures; and E.O. 
9397 (SSN), as amended.

Purpose(s):
    To obtain information from individuals donating blood in order to

[[Page 40073]]

identify and verify donor demographics; determine donor suitability; 
associate donors to blood collections for testing; and create records 
necessary to identify and notify recipients of potential or known 
infectious blood units. Information collected is also used to determine 
the suitability of voluntary blood donations, record time of blood 
donation, and blood type; administer the Armed Services Blood Program 
(ASBP); and in some instances, recommend medical treatment for 
prospective blood donors.
    To permit verification and authentication of the individuals 
receiving blood transfusions.
    To trace blood units and blood products that are unsuitable to 
transfer, and previous units donated by the same donor, for review and 
possible recipient notifications.
    To obtain information on individuals receiving blood transfusions 
through the ASBP, and the donor(s) of that blood for use in an 
automated and standardized quality information system to ensure the 
safety and quality of the blood supply in support of the Military 
Health System's medical readiness and healthcare treatment activities.
    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 be 
specifically disclosed outside the DoD as a routine use pursuant to 5 
U.S.C. 552a(b)(3) as follows:
    To the Department of Health and Human Services (HHS) and its 
components for the purpose of conducting research and analytical 
projects, and to facilitate collaborative research activities between 
DoD and HHS.
    To the Department of Veterans Affairs (VA) for the purpose of 
providing medical care to former Armed Services members and retirees 
and facilitating collaborative research activities between the DoD and 
VA.
    To the National Research Council, National Academy of Sciences, and 
similar institutions for authorized health research in the interest of 
the Federal Government and the public.
    To other federal, local, and state government agencies for 
compliance with federal, state, and local laws and regulations 
governing blood supply safety, control of communicable diseases, 
preventive medicine and safety, and other public health and welfare 
mandates relating to blood supplies.
    To federal offices and agencies involved in the documentation and 
review of defense occupational and environmental exposure data.
    The DoD Blanket Routine Uses may apply to this system of records, 
except as stipulated in the Notes below.

    Note 1: This system of records contains individually 
identifiable health information. The DoD Health Information Privacy 
Regulation (DoD 6025.18-R) or any successor DoD issuances 
implementing 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, within the DoD applies to most such health 
information. DoD 6025.18-R or any successor issuance 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: Except as provided under 42 U.S.C. 290dd-2, records of 
identity, diagnosis, prognosis or treatment of any patient 
maintained in connection with the performance of a program or 
activity relating to substance abuse education, prevention, 
training, treatment, rehabilitation, or research which is conducted, 
regulated, or directly or indirectly assisted, by a department or 
agency of the United States, will be treated as confidential and 
disclosed only for the purposes and under the circumstances 
expressly authorized in 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:
    Donor: Donor name, SSN and/or DoD ID number, and date of birth.
    Recipient: Recipient name, SSN and/or DoD ID number, and date of 
birth.

Safeguards:
    Systems are maintained in controlled areas 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 with pin number 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 (treat records as permanent until the National 
Archives and Records Administration has approved the retention and 
disposal schedule).

System manager(s) and address:
    EBMS Program Manager, Defense Health Clinical Systems (DHCS)/
Deployment and Readiness System (D&RS), 5109 Leesburg Pike, Skyline 6, 
Suite 817, Falls Church, VA 22041-3240.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the Chief, Freedom of Information Act (FOIA) 
Service Center, Defense Health Agency Privacy and Civil Liberties 
Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-
5101.
    Requests should contain the name and number of this system of 
records notice, the individual's full name, current address, telephone 
number, and signature.
    If requesting information about a minor or legally incompetent 
person, the request must be made by the custodial parent, legal 
guardian, or party acting in loco parentis of such individual. Written 
proof of that status may be required before the existence of any 
information will be confirmed.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system of records should address written inquiries to 
the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil 
Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, 
VA 22042-5101.
    Requests should contain the name and number of this system of 
records notice, the individual's full name, current address, telephone 
number, and signature.
    If requesting records about a minor or legally incompetent person, 
the request must be made by the custodial parent, legal guardian, or 
party acting in loco parentis of such individual. Written proof of that 
status may be required before any records will be provided.

Contesting record procedures:
    The Office of the Secretary of Defense (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.

[[Page 40074]]

Record source categories:
    Individuals, information printed on blood samples, the Composite 
Health Care System, and AHLTA.

Exemptions claimed for the system:
    None.

[FR Doc. 2014-16208 Filed 7-10-14; 8:45 am]
BILLING CODE 5001-06-P