SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

USUHS Occupational Physical Examination Program (February 22, 1993, 58 FR 10920).

SYSTEM LOCATION:

Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Records will be maintained on University personnel who are assigned duties in areas requiring preplacement and/or occupational physical examinations.

CATEGORIES OF RECORDS IN THE SYSTEM:

Information in the system includes name, Social Security Number, department, date of employment, date of baseline physical examination, frequency of examination, date examinations due, special tests required, frequency of special tests, date of special tests, and date special tests due.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 2112, 2113, 21 CFR part 1910, 10 CFR part 19, 10 CFR part 20, NAVMED P-5055; and E.O. 9397 (SSN).

PURPOSE(S):

The occupational health nurse and staff maintain the record system to record and file pertinent information and use the results in determining possible exposure to occupational hazards in excess of allowable limits. The Director, EHS, and representatives may review such records as are necessary to correlate exposure data and physical examination results.

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:

Records may be reviewed by the Occupational Health Nurse and staff, the Director, EHS, and representative; and the Office of Occupational Safety and Health Administration (OSHA) for the purpose of determining exposure to occupational health hazards.

The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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 stored in the University's main computer system.

RETRIEVABILITY:

Records are accessed by name, Social Security Number, department, or other data fields.

Safeguards:

Records in the data base may be accessed only by EHS staff members who have been granted access to the University computer.

RETENTION AND DISPOSAL:

Records are kept permanently on file. Upon termination of an individual's employment at the University, copies of the records are sent, with the employee's written consent, to the gaining employer.

System Manager(s) and Address:

Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.

Contesting Record Procedures:

The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager.

Record Source Categories:

Individual, previous employers, medical records, physical examination results.

Exemptions Claimed for the System:

None.