SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary of Defense

SYSTEM NAME

Defense Medical Human Resources System internet (DMHRSi) (September 13, 2012, 77 FR 56627)

SYSTEM LOCATION:

Department of Defense, TRICARE Management Activity, 7700 Arlington Boulevard, Falls Church, VA 22042-5101.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Active duty Military, Reserve, National Guard, and Department of Defense (DoD) civilian employees who are part of the Military Health System (MHA) or assigned to or employed by the TRICARE Management Activity (TMA), to include non-appropriated fund employees,foreign nationals, DoD contractors, and volunteers.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, date of birth, Social Security Number (SSN) and/or DoD Identification (ID) Number, National Provider Identifier (NPI), gender, place of birth, citizenship, home address, home telephone number, business e-mail address, military rank, medical credentials including class names and class dates, specialty, licensure, educational background, immunization history, and medical readiness training.

Authority for maintenance of the system:

10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; DoDD 5136.01, Assistant Secretary of Defense for Health Affairs (ASD(HA)); DoDI 1322.24, Military Medical Readiness Skills Training; DoD 6013.13-M, Medical Expense Performance Reporting System (MEPRS) for Fixed, Medical/Dental Treatment Facilities; DoD 5136.1-P, Medical Readiness Strategic Plan (MRSP); E.O. 12656, Assignment of Emergency Preparedness Responsibilities; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To consolidate all of the human resources functions, including readiness, manpower, labor cost assignment, education, and training, for personnel across the DoD medical enterprise, thereby providing a single database source of instant query/access for all personnel types and the readiness posture of all DoD medical personnel. This system of records permits ready access to essential manpower, personnel, labor cost assignment, education and training, and personnel readiness information across the DoD medical enterprise.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

In addition to the disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records 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 set forth at the beginning of the Office of the Secretary of Defense (OSD) 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:

Electronic storage media.

RETRIEVABILITY:

Individual's name and SSN and/or DoD ID Number.

SAFEGUARDS:

Electronic media, data and/or electronic records are maintained in a secure, limited access, or monitored area. Physical entry is restricted by the use of locks, passwords which are changed periodically, and administrative procedures. The system provides a two-factor authentication, using a Common Access Card and Personal Identification Number. Access to personally identifiable information in this system of records is restricted to those who require the data in the performance of their official duties, and have received proper training relative to the Privacy Act of 1974, as amended, and DoD Information Assurance Regulations.

RETENTION AND DISPOSAL:

Disposition pending (until the National Archives and Records Administration approves retention and disposal schedule, records will be treated as permanent).

System manager(s) and address:

Program Manager, Defense Health Services System, 7700 Arlington Boulevard, Falls Church, VA 22042-5101.

Notification procedure:

Individuals seeking to determine whether information about themselves is contained within this system of records should address written inquiries to the TRICARE Management Activity, Department of Defense, ATTN: 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.

Record access procedures:

Individuals seeking access to records about themselves contained within this system of records should address written inquiries to the TRICARE Management Activity, ATTN: Freedom of Information Act Requester Service Center, 16401 Centretech Parkway, Aurora, CO 80011-9066.

Requests should contain the individual's full name and SSN and/or DoD ID Number.

Contesting record procedures:

The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81 (as amended, November 2009); 32 CFR Part 311; or may be obtained from the system manager.

Record source categories:

DoD pay and personnel systems, DoD medical facilities personnel, DoD supervisors, and DoD operational records.

Exemptions claimed for the system:

None.

Federal Register History:

December 12, 2005, 70 FR 73454; September 13, 2012, 77 FR 56627