58 FR 51846, 51875 / 10-05-93
JUSTICE/FBI-011
System Name: Employee Health Records
System Location: Federal Bureau of Investigation, Administrative Services Division, Health Service, J. Edgar Hoover Bldg., 10th and Pennsylvania Avenue, NW, Washington, DC 20535 and the following field offices: New York, Newark, Philadelphia, Chicago, Los Angeles, San Francisco, and FBI Academy, Quantico, Virginia.
Categories of Individuals Covered by the System: Current and former employees of the FBI.
Categories of Records in the System: Records of visits to health facilities relating to sickness, injuries or accidents.
Authority for Maintenance of the System: The head of each agency is responsible, under 5 U.S.C. 7902, for keeping a record of injuries and accidents to its employees and for reducing accidents and health risks. These records are maintained under the general authority of 5 U.S.C. 301 so that the FBI can be kept aware of the health related matters of its employees and more expeditiously identify them.
Routine Uses of Records Maintained in the System, Including Categories of Users and the Purposes of Such Uses: These records are maintained by the FBI to identify matters relating to the health of its present and former employees. Information is available to employees of the FBI whose job function relates to identifying and resolving health matters of former and current personnel of the FBI.
In addition, information may be released to the National Archives and Records Administration and the General Services Administration in records management inspections conducted under the authority of 44 U.S.C. 2904 and 2906.
Pursuant to Subsection (b)(3) of the Privacy Act, the Department of Justice May Disclose Relevant and Necessary Information to a Former Employee of the Department for Purposes of: responding to an official inquiry by a federal, state, or local government entity or professional licensing authority, in accordance with applicable Department regulations; or facilitating communications with a former employee that may be necessary for personnel-related or other official purposes where the Department requires information and/or consultation assistance from the former employee regarding a matter within that person's former area of responsibility.
Policies and Practices for Storing, Retrieving, Accessing, Retaining and Disposing of Records in the System:
Storage: Previous procedure of creation and maintenance of 3 x 5 index cards to record individual health service visits has been phased out and a clinical folder is created to maintain an employee health record and SF 510, "Nursing Notes". The information is maintained manually in a file folder.
Retrievability: By name.
Safeguards: These records are maintained by FBI personnel during working hours and in locked file cabinets during non-working hours. Security guards further restrict access to the building to authorized personnel.
Retention and Disposal: Remaining index cards will be destroyed 6 years after date of last entry (GRS #1, Item 19). The folder containing the health record and nursing notes will be transferred to the employee's medical folder, an appendage of the Office Personnel Folder, when Health Unit is notified of resignations or retirements. System manager(s) and address: Director, Federal Bureau of Investigation, 9th and Pennsylvania Avenue, NW, Washington, DC 20535. Notification procedure: Written inquiries, including name, address and social security number, to determine whether this system of records contains records about an individual may be addressed to Director, Federal Bureau of Investigation, 9th and Pennsylvania Avenue, NW, Washington, DC 20535, and/or individually to the field officers which maintain similar records.
Record Access Procedures: N/A
Contesting Record Procedures: Written inquiries, including name, date of birth and social security number, requesting access or contesting the accuracy of records may be addressed to: Director, Federal Bureau of Investigation, 9th and Pennsylvania Avenue, NW, Washington, DC 20535, and the above-mentioned field offices at addresses referred to in system notice Justice/FBI 002. Record source categories: Employees of the Federal Bureau of Investigation originate their own records. Nursing Notes appear on SF 510.
Systems Exempted from Certain Provisions of the Act: None.
