SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

Personnel Radiation Exposure Records (August 1, 1996, 61 FR 40202).

SYSTEM LOCATION:

Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799;

Armed Forces Radiobiology Research Institute, Bethesda, MD 20889-5603; and

Field Command, Defense Special Weapons Agency, Kirtland Air Force Base, NM 87115-5000.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Employees, contractors, or visitors who enter a facility or area requiring the wearing of a radiation dosimeter.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, Social Security Number, sex, date of birth, current and previous radiation exposure history, dates and places of employment, records of individual's training in radiation safety, dates of exposures, citizenship, information on pregnancy, areas visited or worked, dates of arrival and departure, organization, assigned department, bioassay information, grade/rank, work phone and location.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 2113, Uniformed Services University of the Health Sciences; Atomic Energy Act of 1954, 42 U.S.C. 2013, Military Construction Act of 1977 (Pub.L. 94-367), and E.O. 9397 (SSN).

PURPOSE(S):

For use by university or institute officials, employees, and authorized contractors, to provide documentation of any exposure to radiation which might be experienced by an individual.

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 U.S. Nuclear Regulatory Commission (NRC) as part of NRC's on-going administration of the Materials License, and by the Radiation Safety Committee or the Radiation Safety Officer and his/her staff to review an individual's qualifications and/or expertise in conducting experiments using radioiodine compounds.

The `Blanket Routine Uses' set forth at the beginning of the USUHS compilation of systems of records notices apply to this record system.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Card files, paper records in file folders, microfiche/film and automated records on magnetic tapes, disks and computer products.

RETRIEVABILITY:

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

Safeguards:

Computer equipment and records are in controlled access areas protected by guards, intrusion alarms, and coded locks. Manual records are secured in locked cabinets or vaults. Automated records are protected by user identification codes and passwords which limit access to the system.

RETENTION AND DISPOSAL:

For students or employees, records are kept for 75 years. For visitors, records are retired after two years to a record holding area for 75 year retention.

System Manager(s) and Address:

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

Written requests should include full name, Social Security Number, address, and signature of the requester.

Record Access Procedures:

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

Written requests should include full name, Social Security Number, address, and signature of the requester.

Contesting Record Procedures:

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

Record Source Categories:

Information from individual's and/or their dosimetry or bioassay records, previous educational facilities or employers, and other personal medical or radiation-related records.

Exemptions Claimed for the System:

None.