[Federal Register: June 16, 2003 (Volume 68, Number 115)]
[Notices]
[Page 35646-35652]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr16jn03-52]
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DEPARTMENT OF DEFENSE
Department of the Air Force
Privacy Act of 1974; System of Records
AGENCY: Department of the Air Force, DoD.
ACTION: Notice to Amend Systems of Records.
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SUMMARY: The Department of the Air Force is amending six systems of
records notices in its existing inventory of record systems subject to
the Privacy Act of 1974, (5 U.S.C. 552a), as amended.
The amendments are required to alert the users of these systems of
records of the additional requirements of the Health Insurance
Portability and Accountability Act (HIPAA) of 1996, as implemented by
DoD 6025.18-R, DoD Health Information Privacy Regulation. Language
being added under the `Routine Use' category is as follows:
Note: 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 or mentioned in this system
of records notice.
DATES: `This proposed action will be effective without further notice
on July 16, 2003 unless comments are received which result in a
contrary determination.
ADDRESSES: Send comments to the Air Force Privacy Act Manager, Office
of the Chief Information Officer, AF-CIO/P, 1155 Air Force Pentagon,
Washington, DC 20330-1155.
FOR FURTHER INFORMATION CONTACT: Mrs. Anne Rollins at (703) 601-4043.
SUPPLEMENTARY INFORMATION: The Department of the Air Force systems of
records notices 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 specific changes to the records systems being amended are set
forth below followed by the notices, as amended, published in their
entirety. The proposed amendments are not within the purview of
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended,
which requires the submission of a new or altered system report.
Dated: June 5, 2003.
Patricia Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
F044 AF SG J
System name:
Air Force Blood Program (June 11, 1997, 62 FR 31793).
Changes
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add to end of entry `Note: 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 or mentioned in this
system of records notice.'
* * * * *
F044 AF SG J
System name:
Air Force Blood Program.
System location:
Air Force hospitals, medical centers and clinics. Official mailing
addresses are published as an appendix to the Air Force's compilation
of systems of records notices.
Categories of individuals covered by the system:
Active duty and retired military personnel, dependents of military
personnel, government employees.
Categories of records in the system:
Emergency blood donor list, donor record cards, and a roster/list
by blood type and Rh factor.
Authority for maintenance of the system:
42 U.S.C. 262, Regulation of biological products, as implemented by
Air Force Instruction 44-105, The Air Force Blood Program.
Purpose(s):
Used by Air Force medical centers, hospitals and clinics to
control, coordinate and process request for blood donors.
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:
The DoD `Blanket Routine Uses' published at the beginning of the
Air Force's compilation of systems of records notices apply to this
system.
Note: 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 or mentioned in this system
of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders and in card files.
Retrievability:
Retrieved by name. Rosters/lists are filed chronologically.
Safeguards:
Records are accessed by person(s) responsible for servicing the
record system in performance of their official duties, and by
commanders of medical centers, hospitals and clinics. Records are
stored in security file containers/cabinets.
Retention and disposal:
Retained in office files until superseded, obsolete, no longer
needed for reference, or on inactivation, then destroyed by tearing
into pieces, shredding, pulping, macerating, or burning. Donor record
cards are retained in office files for seven years.
System manager(s) and address:
The Surgeon General, Headquarters United States Air Force. Official
mailing addresses are published as an appendix to the Air Force's
compilation of systems of records notices.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to or visit the Surgeon General, Headquarters United States Air Force.
Official mailing
[[Page 35647]]
addresses are published as an appendix to the Air Force's compilation
of systems of records notices.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to or visit
the Surgeon General, Headquarters United States Air Force. Official
mailing addresses are published as an appendix to the Air Force's
compilation of systems of records notices.
Contesting record procedures:
The Air Force rules for accessing records, and for contesting
contents and appealing initial agency determinations are published in
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from
the system manager.
Record source categories:
Documents prepared by the Air Force.
Exemptions claimed for the system:
None.
F044 AF SG L
System name:
Medical Treatment Facility Tumor Registry (June 11, 1997, 62 FR
31793).
Changes
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add to end of entry `Note: 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 or mentioned in this
system of records notice.'
* * * * *
F044 AF SG L
System name:
Medical Treatment Facility Tumor Registry.
System location:
Air Force medical centers, hospitals, and clinics.
Categories of individuals covered by the system:
All individuals who were diagnosed as having or were treated for
cancer in an armed forces medical treatment facility.
Categories of records in the system:
Files contain summaries of treatment provided cancer patients, to
include tumor board evaluations, comprehensive chronological summaries
of care rendered, a locator system, suspense files for required follow-
up treatment and/or evaluation.
Authority for maintenance of the system:
10 U.S.C. Chapter 55, Medical and Dental Care.
Purpose(s):
Used by the military departments for clinical and statistical
analysis of designated medical and dental cases, their treatment and
results. The files serve as the repository of clinical information
relating to individuals evaluated and/or treated in Air Force medical
facilities. It is used to conduct statistical analysis and to provide
clinical information to other federal medical services, scientific
institutions and qualified members of the medical and dental
professions (information identifiable by name is released only with
permission of the patient). Information is used by the medical
facilities to promote education programs and to develop statistics
designed to be used as a basis for developing improved diagnostic and
therapeutic standards. Used by the individual physician or scientist to
develop and write professional papers, and is used by hospital tumor
registries to update their case records as to status and quality of
survival of individual patients.
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:
Information may be provided to other hospital tumor registries,
physicians, scientific institutions.
The DoD ``Blanket Routine Uses'' published at the beginning of the
Air Force's compilation of systems of records notices apply to this
system.
Note: 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 or mentioned in this system
of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders, card files, on computer and computer
paper printouts, roll microfilm or microfiche.
Retrievability:
Retrieved by name or Social Security Number.
Safeguards:
Records are accessed by custodian of record system and by person(s)
responsible for servicing the record system in performance of their
official duties. Records are stored in locked cabinets or rooms and
controlled by computer system software.
Retention and disposal:
Records located at medical facilities are retained in the office
files until inactivation of the tumor board or the facility, then
forwarded to facility assuming patient responsibility.
System manager(s) and address:
Commanders of armed forces medical facilities. Official mailing
addresses are published as an appendix to the Air Force's compilation
of systems of records notices.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to or visit the Commanders of armed forces medical facilities. Official
mailing addresses are published as an appendix to the Air Force's
compilation of systems of records notices.
Requests must include full name, Social Security Number of sponsor,
accession number.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to or visit
the Commanders of armed forces medical facilities. Official mailing
addresses are published as an appendix to the Air Force's compilation
of systems of records notices.
Contesting record procedures:
The Air Force rules for accessing records, and for contesting
contents and appealing initial agency determinations are published in
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from
the system manager.
[[Page 35648]]
Record source categories:
Information obtained from medical institutions and from source
documents such as reports.
Exemptions claimed for the system:
None.
F044 AF SG R
System name:
Reporting of Medical Conditions of Public Health and Military
Significance (March 23, 2001, 66 FR 16188).
Changes
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add to end of entry `Note: 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 or mentioned in this
system of records notice.'
* * * * *
F044 AF SG R
System name:
Reporting of Medical Conditions of Public Health and Military
Significance.
System location:
Epidemiology Services Branch, Epidemiologic Research Division,
Armstrong Laboratory, 2601 West Gate Road, Suite 114, Brooks City-Base,
TX 78235-5241, medical centers, hospitals and clinics, medical aid
stations, Air National Guard activities, and Air Force Reserve units.
Official mailing addresses are published as an appendix to the Air
Force's compilation of systems of records notices.
Categories of individuals covered by the system:
Active duty Air Force members and their dependents, civilian Air
Force employees, retired Air Force members and their dependents, Air
Force Reserve and Air National Guard personnel and foreign national Air
Force employees.
Categories of records in the system:
Name, Social Security Number, home address, home phone, date of
birth, and records relating to communicable diseases, occupational
illnesses, animal bites.
Authority for maintenance of the system:
10 U.S.C. 55, Medical and Dental Care; 10 U.S.C. 8013, Secretary of
the Air Force; 29 CFR part 1960, Occupational Illness/Injury Reporting
Guidelines for Federal Agencies; Air Force Instruction 48-105,
Surveillance, Prevention, and Control of Diseases and Conditions of
Public Health or Military Significance; and E.O. 9397 (SSN).
Purpose(s):
Records from this system of records will be used for ongoing public
health surveillance, which is the systematic collection, analysis, and
interpretation of outcome-specific data for use in the planning,
implementation, and evaluation of public health practice within the Air
Force.
Primary users include appropriate Air Force activity/installation
preventive medicine and public health personnel and their major command
and Air Force counterparts. Records are used and reviewed by health
care personnel in the performance of their duties.
Health care personnel include military and civilian personnel
assigned to the Air Force facility where the records are maintained.
Students participating in a USAF training program may also use and
review records as part of their training program.
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 officials and employees of the National Research Council and
the Department of Veterans Affairs in cooperative studies of the
natural history of disease and epidemiology. Each study in which the
records of members and former members of the Air Force are used must be
approved by the Surgeon General of the Air Force.
To officials and employees of local and state governments in the
performance of their official duties pursuant to the laws and
regulations governing local control of communicable diseases,
preventive medicine and safety programs, and other public health and
welfare programs.
The DoD `Blanket Routine Uses' published at the beginning of the
Air Force's compilation of record system notices apply to this system,
except as stipulated in `Note' below.
Note: Records of identity, diagnosis, prognosis or treatment of
any client/patient, irrespective of whether or when he/she ceases to
be a client/patient, maintained in connection with the performance
of any alcohol/drug abuse treatment function conducted, requested,
or directly or indirectly assisted by any department or agency of
the United States, shall, except as provided herein, be confidential
and be disclosed only for the purposes and under the circumstances
expressly authorized in 42 U.S.C. 290dd-2. This statute takes
precedence over the Privacy Act of 1974 in regard to accessibility
of such records except to the individual to whom the record
pertains. The DoD `Blanket Routine Uses' do not apply to these types
of records.
Note: 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 or mentioned in this system
of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in machine readable form.
Retrievability:
Records are retrieved by name, Social Security Number, reportable
event, location, or any combination of these.
Safeguards:
Records are accessed by custodians of the record system and by
person(s) responsible for servicing the record system in performance of
their official duties and who are properly screened. Except when under
direct physical control by authorized individuals, records will be
electronically stored in computer storage devices protected by computer
system software. Computer terminals are located in supervised areas
with terminal access controlled by password or other user code systems.
Retention and disposal:
Local retention may vary, but will be no less than 5 years after
the fiscal year to which the records relate. After that time, records
may be destroyed by erasing, deleting, or overwriting.
System manager(s) and address:
Chief, Epidemiology Services Branch, Epidemiologic Research
Division, Armstrong Laboratory (AL/AOES), 2601 West Gate Road, Suite
114, Brooks City-Base, TX 78235-5241, or comparable official of the
Public Health Office
[[Page 35649]]
serving the Air Force activity/installation. Official mailing addresses
are published as an appendix to the Air Force's compilation of systems
of records notices.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information on themselves should address written inquiries to
Chief, Epidemiology Services Branch, Epidemiologic Research Division,
Armstrong Laboratory (AL/AOES), 2601 West Gate Road, Suite 114, Brooks
City-Base, TX 78235-5241, or comparable official of the Public Health
Office serving the Air Force activity/installation. Official mailing
addresses are published as an appendix to the Air Force's compilation
of systems of records notices.
Written requests should contain the full name and signature of the
requester.
Requests in person must be made during normal office duty hours
Monday through Friday, excluding national and/or local holidays.
Record access procedures:
Individuals seeking to access records about themselves contained in
this system should address written requests to the Chief, Epidemiology
Services Branch, Epidemiologic Research Division, Armstrong Laboratory
(AL/AOES), 2601 West Gate Road, Suite 114, Brooks City-Base, TX 78235-
5241, or comparable official of the Public Health Office serving the
Air Force activity/installation. Official mailing addresses are
published as an appendix to the Air Force's compilation of systems of
records notices.
Written requests should contain the full name and signature of the
requester.
Requests in person must be made during normal office duty hours
Monday through Friday, excluding national and/or local holidays.
Contesting record procedures:
The Air Force rules for accessing records, and for contesting and
appealing initial agency determinations are published in Air Force
Instruction 37-132; 32 CFR part 806b; or may be obtained from the
system manager.
Record source categories:
Records in this system are obtained from DOD and Air Force
employees involved in the surveillance, prevention, control, and
reporting of diseases and conditions of public health or military
significance.
Database is compiled using information from personnel, medical, and
casualty records, investigative reports, and environmental sampling
data.
Exemptions claimed for the system:
None.
F044 AF SG S
System name:
Alcohol and Drug Abuse Prevention and Treatment Program (December
23, 1999, 64 FR 72072).
Changes
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add to end of entry `NOTE: 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 or mentioned in this
system of records notice.'
* * * * *
F044 AF SG S
System name:
Alcohol and Drug Abuse Prevention and Treatment Program.
System location:
At servicing Air Force installation Alcohol and Drug Abuse
Prevention and Treatment Program (ADAPT) office. Official mailing
addresses are published as an appendix to the Air Force's compilation
of systems of records notices.
Categories of individuals covered by the system:
Air Force active duty military personnel and dependents, Air Force
civilian employees, and Air Force Reserve personnel, who are enrolled
in the Alcohol and Drug Abuse Prevention and Treatment Program.
Categories of records in the system:
As a minimum, the file contains referral information, evaluative
materials, diagnostic assessment, treatment plan, counseling case
notes, treatment summary, and automated data base, documenting entry
and participation in the Air Force ADAPT Program, to include: date and
means of identification and substance of abuse.
Authority for maintenance of the system:
42 U.S.C. 290dd-2, Confidentiality of Patient Records; Air Force
Instruction 44-121, Alcohol and Drug Abuse Prevention and Treatment
(ADAPT) Program; Air Force Instruction 36-810, Substance Abuse
Prevention and Control; and E.O. 9397 (SSN).
Purpose(s):
The file is used to process members in the ADAPT Program; to
develop a treatment plan; to assist medical providers in decisions for
program disposition; to document progress for individuals enrolled in
the ADAPT program; and to prepare recurring reports.
Disclosure within the Air Force is limited to those individuals who
need the records in connection with programs relating to abuse
treatment, rehabilitation, research, health, and assignment to duty.
Only persons authorized by 42 U.S.C. 290dd-2 may review, handle or have
access to the file.
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 officials and employees
of the Department of Veterans Affairs in the performance of their
official duties relating to the adjudication of veterans' claims and in
providing medical care to Air Force members.
Note: Record of the identity, diagnosis, prognosis, or treatment
of any client/patient, irrespective of whether or when he ceases to
be a client/patient, maintained in connection with the performance
of any alcohol or drug abuse prevention and treatment function
conducted, regulated, or directly or indirectly assisted by any
department or agency of the United States, shall, except as provided
therein, be confidential and be disclosed only for the purposes and
under the circumstances expressly authorized in 42 U.S.C. 290dd-2.
The results of a drug test of civilian employees may be disclosed
only as expressly authorized under 5 U.S.C. 7301. These statutes
take precedence over the Privacy Act of 1974, in regard to
accessibility of such records except to the individual to whom the
record pertains. The DoD ``Blanket Routine Uses'' do not apply to
these types records.
Note: 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
[[Page 35650]]
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 or
mentioned in this system of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders and computer and on computer output
products.
Retrievability:
Retrieved by name, by Social Security Number, by other
identification number or system identifier.
Safeguards:
Records are accessed by custodian of the record system and by
person(s) responsible for servicing the record system in performance of
their official duties and who are properly screened and cleared for
need-to-know. Records are stored and secured in lockable receptacles
and are controlled by personnel screening. Those in computer storage
devices are protected by computer system software.
Retention and disposal:
Destroy 5 years after the end of the calendar year the case is
closed or when a minor child reaches 23 years old.
System manager(s) and address:
Air Force Alcohol and Drug Abuse Prevention and Treatment (ADAPT)
Program Manager, Air Force Medical Operations Agency, (AFMOA/SGOC),
5203 Leesburg Pike, Suite 702, Falls Church VA 22041-3410; and ADAPT
Program Mangers in the office of the command surgeon at major command
headquarters; and ADAPT Program Managers at Air Force installations.
Official mailing addresses are published as appendix to the Air Force's
compilation of systems of records notices.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information on themselves should address inquires to the ADAPT
Program Manager at the servicing Air Force installation. Official
mailing addresses are published as an appendix to the Air Force's
compilation of systems of records notices.
Requests to determine existence of a file should include full name,
grade, and unit of assignment. Personal visit proof of identify
requires full name and possession of Department of Defense Armed Forces
Identification Card; or driver's license and personal recognition of
ADAPT staff member.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address requests to the ADAPT Program
Manager servicing AF installation. Official mailing addresses are
published as an appendix to the Air Force's compilation of systems of
records notices.
Contesting record procedures:
The Air Force rules for accessing records, and for contesting
contents and appealing initial agency determinations are published in
Air Force Instruction 37'132; 32 CFR part 806b; or may be obtained from
the system manager.
Record source categories:
Information obtained from medical institutions, personnel records,
individual.
Exemptions claimed for the system:
None.
F044 AF SG T
System name:
Suicide Event Surveillance System (SESS) (April 13, 2001, 66 FR
19145).
Changes
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add to end of entry `Note: 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 or mentioned in this
system of records notice.'
* * * * *
F044 AF SG T
System name:
Suicide Event Surveillance System (SESS).
System location:
Defense Enterprise Computing Center, Defense Information Systems
Agency Detachment San Antonio, Building 200, 450 Duncan Drive, San
Antonio, TX 78241-5940, on behalf of the Air Force Medical Support
Agency (AFMSA/SGMID), 2510 Kennedy Circle, Suite 208, Brooks City-Base,
TX 78235-5123.
Categories of individuals covered by the system:
Air Force active duty, retired, reserve and guard personnel; Air
Force civilians; dependents; and any DoD military or civilian personnel
that are treated at an Air Force medical treatment facility.
Categories of records in the system:
Type of suicide event (completed and nonfatal suicide events),
event details, psychological, social, behavioral, relationship,
economic and other information, including name, Social Security Number,
date of birth, gender, race/ethnic group, marital status, rank,
military service, military status, job title, duty Air Force specialty
code, permanent duty station, the major command of the permanent duty
station, temporary duty station (if applicable), use of military
helping services.
Authority for maintenance of the system:
10 U.S.C. 55, Medical and Dental Care; 10 U.S.C. 8013, Secretary of
the Air Force; 29 CFR part 1960, Occupational Illness/Injury Reporting
Guidelines for Federal Agencies; Air Force Instruction 48-105,
Surveillance, Prevention, and Control of Diseases and Conditions of
Public Health or Military Significance; and E.O. 9397 (SSN).
Purpose(s):
Records from this data system will be used for direct reporting of
suicide events and ongoing public health surveillance, which is the
systematic collection, analysis, and interpretation of outcome-specific
data for use in the planning, implementation, evaluation and prevention
within the Air Force. Primary users include authorized Air Force
activity/installation mental health personnel, their major command and
Air Force counterparts, and Headquarters Air Force Office of Special
Investigations (AFOSI), Death Investigations Section personnel. Records
are created and revised by mental health and AFOSI personnel in the
performance of their duties.
Mental health personnel include military and/or civilian staff
assigned to the mental health department of the Air Force medical
treatment facility where the medical and/or mental health records are
maintained.
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
[[Page 35651]]
outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as
follows:
Statistical summary data with no identifiers may be provided to
federal, state and local governments for public health surveillance and
research.
The DoD `Blanket Routine Uses' published at the beginning of the
Air Force's compilation of record system notices apply to this system,
except as stipulated in `Note' below.
Note: Records of identity, diagnosis, prognosis or treatment of
any client/patient, irrespective of whether or when he/she ceases to
be a client/patient, maintained in connection with the performance
of any alcohol/drug abuse treatment function conducted, requested,
or directly or indirectly assisted by any department or agency of
the United States, shall, except as provided herein, be confidential
and be disclosed only for the purposes and under the circumstances
expressly authorized in 42 U.S.C. 290dd-2. This statute takes
precedence over the Privacy Act of 1974 in regard to accessibility
of such records except to the individual to whom the record
pertains. The DoD `Blanket Routine Uses' do not apply to these types
of records.
Note: 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 or mentioned in this system
of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on computer and computer output products.
Retrievability:
Authorized users retrieve records by case identification number
which is Social Security Number, plus year, month, day of event date.
Safeguards:
Records are accessed by custodians of the record system and by
person(s) responsible for servicing the record system in performance of
their official duties and who are properly authorized. When under
direct physical control by authorized individuals, records will be
electronically stored in computer storage devices protected by computer
system software. Computer terminals are located in supervised areas
with terminal access controlled by password or other user code systems.
Retention and disposal:
Disposition pending (until NARA disposition is approved, treat as
permanent).
System manager(s) and address:
Chief, Force Health Protection and Surveillance Branch, Air Force
Institute for Environment, Safety and Occupational Health Risk
Analysis, 2513 Kennedy Circle, Brooks City-Base, TX 78235-5123.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information on themselves should address written inquiries to
Chief, Force Health Protection and Surveillance Branch, Air Force
Institute for Environment, Safety and Occupational Health Risk
Analysis, 2513 Kennedy Circle, Brooks City-Base, TX 78235-5123.
Written requests should contain the full name, Social Security
Number, and signature of the requester.
Record access procedures:
Individuals seeking to access records about themselves contained in
this system should address written requests to the Chief, Force Health
Protection and Surveillance Branch, Air Force Institute for
Environment, Safety and Occupational Health Risk Analysis, 2513 Kennedy
Circle, Brooks City-Base, TX 78235-5123.
Written requests should contain the full name, Social Security
Number, and signature of the requester.
Contesting record procedures:
The Air Force rules for accessing records, and for contesting
contents and appealing initial agency determinations are published in
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from
the system manager.
Record source categories:
Records in this system are obtained from DOD and Air Force
employees and compiled using information from personnel, medical, and
casualty records, investigative reports, and environmental sampling
data.
Exemptions claimed for the system:
None.
F044 AF TRANSCOM A
System name:
Joint Medical Evacuation System (TRAC2ES) (February 26,
2002, 67 FR 8789).
Changes
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add to end of entry `Note: 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 or mentioned in this
system of records notice.'
* * * * *
F044 AF TRANSCOM A
System name:
Joint Medical Evacuation System (TRAC2ES).
System location:
United States Transportation Command, Global Patient Movement
Requirements Center, Building 505, Rimkus Drive, Room 100, Scott AFB,
IL 62225-5049, and Department of Defense medical treatment facilities,
evacuation units and medical regulating offices.
Categories of individuals covered by the system:
All active duty, Air National Guard, Army National Guard, Reserve
components of the Air Force, Army, Marine Corps, Coast Guard, Public
Health Services or National Oceanic and Atmospheric Administration who
have been called to Federal Service, and retired personnel of all seven
uniformed services as well as their family members, employees of any
agency of the U.S. Government including non-appropriated fund and Army
and Air Force Exchange Service employees, Air Reserve technicians
performing duties as civil servants, and family members (dependents)
who reside overseas and whose civil service personnel sponsor is
stationed overseas requiring transfer to another medical treatment at
the request of U.S. Government medical treatment facilities through
Patient Movement Requirements Centers.
Categories of records in the system:
TRAC2ES contains information reported by the
transferring medical facility which includes, but is not limited to,
patient identity, service affiliation and grade or status, sex, medical
diagnosis, medical condition, special procedures or requirements
needed, medical specialties required, administrative considerations,
personal considerations, home address of patient
[[Page 35652]]
and/or duty station, and other information having an impact on the
transfer.
Authority for maintenance of the system:
10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. Chapter 55,
Medical and Dental Care; 10 U.S.C. 2641, Transportation of Certain
Veterans on DoD Aeromedical Evacuation Aircraft; DoD Directive 5154.6,
Armed Services Medical Regulating; DoD Instruction 6000.11, Patient
Movement; and E.O. 9397 (SSN).
Purpose:
Information collected is used to determine the appropriate medical
treatment facility to which the reported patient will be transferred;
to notify the reporting U.S. Government medical treatment facility of
the transfer destination; to notify medical treatment facilities of the
transfer; to notify evacuation units and medical regulating offices; to
evaluate the effectiveness of reported information; to establish the
specific needs of the reported patient; for statistical purposes; and
when required by law and official purposes.
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 civilian hospitals for medical reference to ensure proper care
is provided.
The DoD `Blanket Routine Uses' set forth at the beginning of the
Air Force's compilation of systems of records notices also apply to
this system.
Note: Records of identity, diagnosis, prognosis or treatment of
any client/patient, irrespective of whether or when he/she ceases to
be a client/patient, maintained in connection with the performance
of any alcohol/drug abuse treatment function conducted, requested,
or directly or indirectly assisted by any department or agency of
the United States, shall, except as provided herein, be confidential
and be disclosed only for the purposes and under the circumstances
expressly authorized in 42 U.S.C. 290dd-2. These statutes take
precedence over the Privacy Act of 1974 in regard to accessibility
of such records except to the individual to whom the record
pertains. The DoD `Blanket Routine Uses' do not apply to these types
of records.
Note: 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 or mentioned in this system
of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders and electronic back-up tape storage
media.
Retrievability:
By individual's name and Social Security Number.
Safeguards:
Records are accessed by custodians of the record system and by
person(s) responsible for servicing the record system in performance of
their official duties and who are properly authorized. When under
direct physical control by authorized individuals, records will be
electronically stored in computer storage devices protected by computer
system software, or in locked file cabinets, locked desk drawers, or
locked offices. Computer terminals are located in supervised areas with
terminal access controlled by password or other user code systems.
Retention and disposal:
Medical records of active duty U.S. military members are maintained
at the medical unit at which the person receives treatment. On
separation or retirement, records are forwarded to National Personnel
Records Center (NPRC), St. Louis MO or other designated depository,
such as Commandant, U.S. Coast Guard for that agency's personnel, to
appropriate Department of Veterans Affairs Regional Office if a VA
claim has been filed. Records of non-active duty personnel may be hand
carried or mailed to the next military medical facility at which
treatment will be received or the records are retained at the treating
facility for a minimum of 1 year after date of last treatment then
retire to NPRC or other designated depository. At NPRC records for
military personnel are retained for 50 years after date of last
document, for all others 25 years.
System manager(s) and address:
System Administrator, United States Transportation Command, Global
Patient Movement Requirements Center, Building 505, Rimkus Drive, Room
100, Scott AFB, IL 62225-5049.
Notification procedures:
Individuals seeking to determine whether information about them is
contained in this system should address written inquiries to Chief,
Patient Administration of the Military Treatment Facility where
treatment was provided.
Individuals requesting information should provide full name, rank
or status and parent service, approximate date of transfer, medical
treatment facility from which transferred, and current address and
telephone number.
Record access procedures:
Individuals requesting information should provide full name, rank
or status and parent service, approximate date of transfer, medical
treatment facility from which transferred, and current address and
telephone number. Forward request to Chief, Patient Administration of
the Military Treatment Facility where treatment was provided.
Contesting record procedures:
The Air Force rules for accessing records, and for contesting
contents and appealing initial agency determinations are published in
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from
the system manager.
Record source categories:
Transferring and receiving treatment facilities, medical regulating
offices, evacuation offices, agencies and commands relevant to the
patient transfer, and from the subject individual.
Exemptions claimed for the system:
None.
[FR Doc. 03-15044 Filed 6-13-03; 8:45 am]
BILLING CODE 5001-08-P