SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

USUHS Civilian Employee Health Records (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 maintained on University civilian personnel.

CATEGORIES OF RECORDS IN THE SYSTEM:

Information in the system includes name, Social Security Number, department, date of employment, physical examination results, medical test results, reports by physicians, nurses, and other medical personnel.

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.

PURPOSE(S):

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 the 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 Occupational Safety and Health Administration (OSHA), to review an individual's possible exposure to occupational hazards in excess of allowable limits.

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 medical records folders.

RETRIEVABILITY:

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

Safeguards:

Records in the system may be accessed only by EHS staff members. The file cabinets are kept locked when not in use.

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, or given to the employees.

System Manager(s) and Address:

Occupational Health Nurse, 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 Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of the 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 the 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:

Information contained in the file is furnished by the individual, previous employers, physicians, physical examination results.

Exemptions Claimed for the System:

None.