[Federal Register: June 15, 2004 (Volume 69, Number 114)]
[Notices]
[Page 33376-33378]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr15jn04-34]
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DEPARTMENT OF DEFENSE
Defense Logistics Agency
Privacy Act of 1974; Systems of Records
AGENCY: Defense Logistics Agency.
ACTION: Notice to alter a system of records.
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SUMMARY: The Defense Logistics Agency proposes to alter a system of
records notice in its inventory of record systems subject to the
Privacy Act of 1974 (5 U.S.C. 552a), as amended.
The alteration to S322.50 DMDC adds a routine use to permit the
release of records to the American Red Cross for purposes of providing
emergency notification and assistance to members of the Armed Forces,
retirees, family members or survivors.
DATES: This action will be effective without further notice on July 15,
2004 unless comments are received that would result in a contrary
determination.
ADDRESSES: Send comments to the Privacy Act Officer, Headquarters,
Defense Logistics Agency, ATTN: DSS-B, 8725 John J. Kingman Road, Stop
6220, Fort Belvoir, VA 22060-6221.
FOR FURTHER INFORMATION CONTACT: Ms. Susan Salus at (703) 767-6183.
SUPPLEMENTARY INFORMATION: The Defense Logistics 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 above.
The proposed system report, as required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was submitted on June 3, 2004, to the
House Committee on 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: June 7, 2004.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S322.50 DMDC
System Name
Defense Eligibility Records (May 11, 2004, 69 FR 26081).
Changes:
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add a new paragraph ``To the American Red Cross for purposes of
providing emergency notification and assistance to members of the Armed
Forces, retirees, family members or survivors.''
* * * * *
S322.50 DMDC
System name:
Defense Eligibility Records.
System location:
Primary location: Naval Postgraduate School Computer Center, Naval
Postgraduate School, Monterey, CA 93943-5000.
Back-up location: Defense Manpower Data Center, DoD Center Monterey
Bay, 400 Gigling Road, Seaside, CA 93955-6771.
Categories of individuals covered by the system:
Active duty Armed Forces and reserve personnel and their family
members; retired Armed Forces personnel and their family members; 100
percent disabled veterans and their dependents or survivors; surviving
family members of deceased active duty or retired personnel; active
duty and retired Coast Guard personnel and their family members; active
duty and retired Public Health Service personnel (Commissioned Corps)
and their family members; active duty and retired National Oceanic and
Atmospheric Administration employees (Commissioned Corps) and their
family members; and State Department employees employed in a foreign
country and their family members; civilian employees of the Department
of Defense; contractors; and any other individuals entitled to care
under the health care program or to other DoD benefits and privileges;
providers and potential providers of health care; and any individual
who submits a health care claim.
Categories of records in the system:
Computer files containing beneficiary's name, Service or Social
Security Number, enrollment number, relationship of beneficiary to
sponsor, residence address of beneficiary or sponsor, date of birth of
beneficiary, sex of beneficiary, branch of Service of sponsor, dates of
beginning and ending eligibility, number of family members of sponsor,
primary unit duty location of sponsor, race and ethnic origin of
beneficiary, occupation of sponsor, rank/pay grade of sponsor,
disability documentation, Medicare eligibility and enrollment data,
index fingerprints and photographs of beneficiaries, blood test
results, dental care eligibility codes and dental x-rays.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. Chapters 53, 54,
55, 58, and 75; 10 U.S.C. 136; 31 U.S.C. 3512(c); 50 U.S.C. Chapter 23
(Internal Security); DoD Directive 1341.1, Defense Enrollment/
Eligibility Reporting System; DoD Instruction 1341.2, DEERS Procedures;
and E.O. 9397 (SSN).
Purpose(s):
The purpose of the system is to provide a database for determining
eligibility to DoD entitlements and privileges; to support DoD health
care management programs; to provide identification of deceased
members; to record the issuance of DoD badges and identification cards;
and to detect fraud and abuse of the benefit programs by claimants and
providers to include appropriate collection actions arising out of any
debts incurred as a consequence of such programs.
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, these records or information contained therein may specifically be
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; Department of
Veterans Affairs; Department of Commerce; Department of Transportation
for the conduct of health care studies, for the planning and allocation
of medical facilities and providers, for support of the DEERS
enrollment process, and to identify individuals not entitled to health
care. The data provided includes Social Security Number, name, age,
sex, residence and demographic parameters of each Department's
enrollees and family members.
To the Social Security Administration (SSA) to perform computer
data matching against the SSA Wage and Earnings Record file for the
purpose of identifying employers of Department of Defense (DoD)
beneficiaries eligible for health care. This employer data will in turn
be used to identify those employed beneficiaries who have employment-
related group health insurance, to coordinate insurance benefits
provided by DoD with those provided by the other insurance. This
information will also be used to perform computer data
[[Page 33377]]
matching against the SSA Master Beneficiary Record file for the purpose
of identifying DoD beneficiaries eligible for health care who are
enrolled in the Medicare Program, to coordinate insurance benefits
provided by DoD with those provided by Medicare.
To other Federal agencies and state, local and territorial
governments to identify fraud and abuse of the Federal agency's
programs and to identify debtors and collect debts and overpayment in
the DoD health care programs.
To each of the fifty states and the District of Columbia for the
purpose of conducting an on going computer matching program with state
Medicaid agencies to determine the extent to which state Medicaid
beneficiaries may be eligible for Uniformed Services health care
benefits, including CHAMPUS, TRICARE, and to recover Medicaid monies
from the CHAMPUS program.
To provide dental care providers assurance of treatment
eligibility.
To Federal agencies and/or their contractors, in response to their
requests, for purposes of authenticating the identity of individuals
who, incident to the conduct of official DoD business, present the
Common Access Card or similar identification as proof of identity to
gain physical or logical access to government and contractor
facilities, locations, networks, or systems.
To State and local child support enforcement agencies for purposes
of providing information, consistent with the requirements of 29 U.S.C.
1169(a), 42 U.S.C. 666(a)(19), and E.O. 12953 and in response to a
National Medical Support Notice (NMSN) (or equivalent notice if based
upon the statutory authority for the NMSN), regarding the military
status of identified individuals and whether, and for what period of
time, the children of such individuals are or were eligible for DoD
health care coverage.
Note: Information requested by the States is not disclosed when
it would contravene U.S. national policy or security interests (42
U.S.C. 653(e)).
To the Department of Health and Human Services (HHS) for purposes
of providing information, consistent with the requirements of 42 U.S.C.
653 and in response to a HHS request, regarding the military status of
identified individuals and whether, and for what period of time, the
children of such individuals are or were eligible for DoD healthcare
coverage.
Note: Information requested by HHS is not disclosed when it
would contravene U.S. national policy or security interests (42
U.S.C. 653(e)).
To the Department of Health and Human Services for purposes of
providing information so that specified Medicare determinations,
specifically late enrollment and waiver of penalty, can be made for
eligible (1) DoD military retirees and (2) spouses (or former spouses)
and/or dependents of either military retirees or active duty military
personnel, pursuant to section 625 of the Medicare Prescription Drug,
Improvement, and Modernization Act of 2002 (as codified at 42 U.S.C.
1395p and 1395r).
To the American Red Cross for purposes of providing emergency
notification and assistance to members of the Armed Forces, retirees,
family members or survivors.
The DoD `Blanket Routine Uses' published at the beginning of DLA's
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on magnetic tapes and disks, and are housed
in a controlled computer media library.
Retrievability:
Records about individuals are retrieved by an algorithm which uses
name, Social Security Number, date of birth, rank, and duty location as
possible inputs. Retrievals are made on summary basis by geographic
characteristics and location and demographic characteristics.
Information about individuals will not be distinguishable in summary
retrievals. Retrievals for the purposes of generating address lists for
direct mail distribution may be made using selection criteria based on
geographic and demographic keys.
Safeguards:
Computerized records are maintained in a controlled area accessible
only to authorized personnel. Entry to these areas is restricted to
those personnel with a valid requirement and authorization to enter.
Physical entry is restricted by the use of locks, guards, and
administrative procedures (e.g., fire protection regulations).
Access to personal information is restricted to those who require
the records in the performance of their official duties, and to the
individuals who are the subjects of the record or their authorized
representatives. Access to personal information is further restricted
by the use of passwords, which are changed periodically.
Retention and disposal:
Data is destroyed when superseded or when no longer needed for
operational purposes, whichever is later.
System manager(s) and address:
Deputy Director, Defense Manpower Data Center, DoD Center Monterey
Bay, 400 Gigling Road, Seaside, CA 93955-6771.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Privacy Act Officer, Headquarters, Defense Logistics Agency,
DSS-B, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-
6221.
Written requests for the information should contain full name and
Social Security Number of individual and sponsor, date of birth, rank,
and duty location.
For personal visits the individual should be able to provide full
name and Social Security Number of individual and sponsor, date of
birth, rank, and duty location. Identification should be corroborated
with a driver's license or other positive identification.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Privacy Act Officer, Headquarters, Defense Logistics Agency, DSS-B,
8725 John J. Kingman Road, Stop 6220, 2533 Fort Belvoir, VA 22060-6221.
Written requests for the information should contain full name and
Social Security Number of individual and sponsor, date of birth, rank,
and duty location.
For personal visits the individual should be able to provide full
name and Social Security Number of individual and sponsor, date of
birth, rank, and duty location. Identification should be corroborated
with a driver's license or other positive identification.
Contesting record procedures:
The DLA rules for accessing records, for contesting contents and
appealing initial agency determinations are contained in 32 CFR part
323, or may be obtained from the Privacy Act Officer, Headquarters,
Defense Logistics Agency, ATTN: DSS-B, 8725 John J. Kingman Road, Stop
6220, Fort Belvoir, VA 22060-6221.
Record source categories:
Individuals, personnel pay, and benefit systems of the military and
civilian departments and agencies of the
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Defense Department, the Coast Guard, the Public Health Service,
Department of Commerce, the National Oceanic and Atmospheric
Administration, Department of Commerce, and other Federal agencies.
Exemptions claimed for the system:
None.
[FR Doc. 04-13352 Filed 6-14-04; 8:45 am]
BILLING CODE 5001-06-P