[Federal Register Volume 61, Number 100 (Wednesday, May 22, 1996)]
[Notices]
[Pages 25637-25646]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 96-12855]
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DEPARTMENT OF DEFENSE
Department of the Navy
Privacy Act of 1974; Amend Record System
AGENCY: Department of the Navy, DOD.
ACTION: Amend record system.
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SUMMARY: The Department of the Navy proposes to amend seven system of
records notice in its inventory of record systems subject to the
Privacy Act of 1974 (5 U.S.C. 552a), as amended.
DATES: The amendments will be effective on June 21, 1996, unless
comments are received that would result in a contrary determination.
ADDRESSES: Send comments to the Department of the Navy, PA/FOIA Policy
Branch, Chief of Naval Operations (N09B30), 2000 Navy Pentagon,
Washington, DC 20350-2000.
FOR FURTHER INFORMATION CONTACT: Mrs. Doris Lama at (202) 685-6545 or
DSN 325-6545.
SUPPLEMENTARY INFORMATION: The Department of the Navy's record system
notices for records systems subject to the Privacy Act of 1974 (5
U.S.C. 552a), as amended, have been published in the Federal Register
and are available from the address above.
The Department of the Navy proposes to amend seven system of
records notice in its inventory of record systems subject to the
Privacy Act of 1974 (5 U.S.C. 552a), as amended.
[[Page 25638]]
The specific changes to the system of records are set forth below
followed by the system of records notice published in its entirety, as
amended. The amendments are not within the purview of subsection (r) of
the Privacy Act of 1974 (5 U.S.C. 552a), as amended, which requires the
submission of new or altered systems reports.
Dated: May 16, 1996.
L. M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
N04066-1
System name:
Bad Checks and Indebtedness Lists (September 20, 1993, 58 FR
48862).
Changes:
* * * * *
Categories of individuals covered by the system:
At end of entry, add `includes all holders of NEXCARDs.'
Categories of records in the system:
At end of entry, add `NEXCARD data base.'
Authority for maintenance of the system:
Delete `80 Stat 308 and 88 Stat 393.'
* * * * *
Storage:
Delete entry and replace with `Mainframe magnetic tapes, disk
drives, printed reports, file folders, and PC hard and floppy disks.'
* * * * *
Safeguards:
Delete entry and replace with `Locked file cabinets, supervised
office space, supervised computer tape library which is accessible only
through the data center, entry to which is controlled by a 'cardpad'
security system, for which only authorized personnel are given the
access code. PC entry into the system may only be made through
individual passwords.'
Retention and disposal:
At end of entry, add `NEXCARD customer master records are saved
daily for one month after which they become part of the monthly master
files which are saved for a year. The administrator of the NEXCARD,
Citicorp Retail Services, retains and stores the year-end master files
indefinitely in a vault contained in their mega-data center in Nevada.'
System manager(s) and address:
Delete second paragraph and replace with `Record Holder: Treasurer,
Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia
Beach, VA 23452-5724 (for Navy exchanges).'
* * * * *
N04066-1
System name:
Bad Checks and Indebtedness Lists.
System location:
Navy Exchange Service Command, 3280 Virginia Beach Boulevard,
Virginia Beach, VA 23452-5724 (for all Navy exchanges).
Categories of individuals covered by the system:
Patrons of Navy exchanges who have passed bad checks; recruits who
have open accounts with Navy exchanges; patrons who have made C.O.D.
mail order transactions and those patrons who make authorized charge or
credit purchases where their accounts are maintained on the basis of an
identifying particular such as name and/or Social Security Number,
includes all holders of NEXCARDs.
Categories of records in the system:
Bad Check System (including: Returned Check Ledger; Returned Check
Report; copies of returned checks; bank advice relative to the returned
check(s); correspondence relative to attempt by the Navy exchange to
locate the patron and/or obtain payment; a printed report of names of
those persons who have not made full restitution promptly, or who have
had one or more checks returned through their own fault or negligence);
Accounts Receivable Ledger, detailed by patron; C.O.D. Sales Ledger;
and NEXCARD data base.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 6011; Federal
Claims Collection Act of 1966 (Pub. L. 89-508) and Debt Collection Act
of 1982 (Pub. L. 97-365); and E.O. 9397.
Purpose(s):
To maintain an automated tracking and accounting system for
individuals indebted to the Department of the Navy.
Records in this system are subject to use in approved computer
matching programs authorized under the Privacy Act of 1974, as amended,
for debt collection purposes.
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:
To a commercial credit reporting agency for the purpose of either
adding to a credit history file or obtaining a credit history file for
use in the administration of debt collection.
To a debt collection agency for the purpose of collection services
to recover indebtedness owed to the Department of the Navy.
To the Internal Revenue Service (IRS) to obtain the mailing address
of a taxpayer for the purpose of locating such taxpayer to collect or
to compromise a Federal claim by Navy against the tax payer pursuant to
26 U.S.C. 6103(m)(2) and in accordance with 31 U.S.C. 3711, 3217, and
3718.
Note:Redisclosure of a mailing address from the IRS may be made
only for the purpose of debt collection, including to a debt collection
agency in order to facilitate the collection or compromise of a Federal
claim under the Debt Collection Act of 1982, except that a mailing
address to a consumer reporting agency is for the limited purpose of
obtaining a commercial credit report on the particular taxpayer. Any
such address information obtained from the IRS will not be used or
shared for any other Navy purpose or disclosed to another Federal ,
state, or local agency which seeks to locate the same individual for
its own debt collection purpose.
The `Blanket Routine Uses' that appear at the beginning of the
Navy's compilation of systems notices also apply to this system.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to consumer reporting agencies as defined in the Fair Credit
Reporting Act of 1966 (15 U.S.C. 1681a(f)) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
The disclosure is limited to information necessary to establish the
identity of the individual, including name, address, and taxpayer
identification number (Social Security Number); the amount, status, and
history of the claim; and the agency or program under which the claim
arose for the sole purpose of allowing the
[[Page 25639]]
consumer reporting agency to prepare a commercial credit report.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Mainframe magnetic tapes, disk drives, printed reports, file
folders, and PC hard and floppy disks.
Retrievability:
Name and Social Security Number.
Safeguards:
Locked file cabinets, supervised office space, supervised computer
tape library which is accessible only through the data center, entry to
which is controlled by a 'cardpad' security system, for which only
authorized personnel are given the access code. PC entry into the
system may only be made through individual passwords.
Retention and disposal:
Records are kept for ten years and then destroyed. NEXCARD customer
master records are saved daily for one month after which they become
part of the monthly master files which are saved for a year. The
administrator of the NEXCARD, Citicorp Retail Services, retains and
stores the year-end master files indefinitely in a vault contained in
their mega-data center in Nevada.
System manager(s) and address:
Policy Official: Commander, Navy Exchange Service Command, 3280
Virginia Beach Boulevard, Virginia Beach, VA 23452-5724.
Record Holder: Treasurer, Navy Exchange Service Command, 3280
Virginia Beach Boulevard, Virginia Beach, VA 23452-5724 (for Navy
exchanges).
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the Commander, Navy Exchange Service Command, 3280 Virginia Beach
Boulevard, Virginia Beach, VA 23452-5724.
In the initial inquiry, the requester must provide full name,
Social Security Number, and the activity where they had their dealings.
A list of other offices the requester may visit will be provided after
initial contact is made at the office listed above. At the time of a
personal visit, requesters must provide proof of identity containing
the requester's signature.
Record access procedures:
Individuals seeking access to records about themselves should
address written inquiries to the Commander, Navy Exchange Service
Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724.
In the initial inquiry, the requester must provide full name,
Social Security Number, and the activity where they had their dealings.
A list of other offices the requester may visit will be provided after
initial contact is made at the office listed above. At the time of a
personal visit, requesters must provide proof of identity containing
the requester's signature.
Contesting record procedures:
The Navy's rules for accessing records, and for contesting contents
and appealing initial agency determinations are published in Secretary
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained
from the system manager.
Record source categories:
The individual; the bank involved; activity sales records; Internal
Revenue Service; credit bureaus; and the Defense Manpower Data Center.
Exemptions claimed for the system:
None.
N05300-2
System name:
Administrative Personnel Management System (August 17, 1995, 60 FR
42853).
Changes:
* * * * *
System location:
Add two addresses as follows ``Commander in Chief, U.S. Atlantic
Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488 and
Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M.
Smith, HI, 96861-4028.''
* * * * *
Categories of records in the system:
In line 16, after the words, `biographical data;' add `date of
birth;'.
* * * * *
N05300-2
System name:
Administrative Personnel Management System.
System location:
Organizational elements of the Department of the Navy. Official
mailing addresses are published as an appendix to the Navy's
compilation of systems of records notices. Included in this notice are
those records duplicated for maintenance at a site closer to where the
employee works (e.g., in an administrative office or a supervisor's
work area).
Commander in Chief, U.S. Atlantic Command, 1562 Mitscher Avenue,
Suite 200, Norfolk, VA 23551-2488.
Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M.
Smith, HI, 96861-4028.
Categories of individuals covered by the system:
All civilian, (including former members and applicants for civilian
employment), military and contract employees.
Categories of records in the system:
Correspondence/records concerning personnel identification,
location (assigned organization code and/or work center code); MOS;
labor code; payments for training, travel advances and claims, hours
assigned and worked, routine and emergency assignments, functional
responsibilities, clearance, access to secure spaces and issuance of
keys, educational and experience characteristics and training
histories, travel, retention group, hire/termination dates; type of
appointment; leave; trade, vehicle parking, disaster control, community
relations, (blood donor, etc), employee recreation programs; grade and
series or rank/rate; retirement category; awards; biographical data;
date of birth; property custody; personnel actions/dates; violations of
rules; physical handicaps and health/safety data; veterans preference;
postal address; location of dependents and next of kin and their
addresses; mutual aid association memberships; union memberships;
qualifications; computerized modules used to track personnel data; and
other data needed for personnel, financial, line, safety and security
management, as appropriate.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations and E.O. 9397.
Purpose(s):
To manage, supervise, and administer programs for all Navy civilian
and military personnel such as preparing rosters/locators; contacting
appropriate personnel in emergencies; training; identifying routine and
special work assignments; determining clearance for access control;
record handlers of hazardous materials; record rental of welfare and
recreational equipment; track beneficial suggestions and awards;
controlling the budget; travel claims; manpower and grades; maintaining
statistics for minorities; employment; labor costing; watch bill
preparation;
[[Page 25640]]
projection of retirement losses; verifying employment to requesting
banking; rental and credit organizations; name change location;
checklist prior to leaving activity; payment of mutual aid benefits;
safety reporting/monitoring; and, similar administrative uses requiring
personnel data. Arbitrators and hearing examiners in civilian personnel
matters relating to civilian grievances and appeals.
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:
The 'Blanket Routine Uses' that appear at the beginning of the
Navy's compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records:
Storage:
File folders, card files, magnetic tape, magnetic disc, personal
computer.
Retrievability:
Name, Social Security Number, employee badge number, case number,
organization, work center and/or job order, supervisor's shop and code.
Safeguards:
Password controlled system, file, and element access based on
predefined need to know. Physical access to terminals, terminal rooms,
buildings and activities' grounds are controlled by locked terminals
and rooms, guards, personnel screening and visitor registers.
Retention and disposal:
Normally retained for two years and then destroyed.
System manager(s) and address:
Commanding officer of the activity in question. Official mailing
addresses are published as an appendix to the Navy's compilation of
systems of records notices.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the commanding officer of the activity in question. Official mailing
addresses are published as an appendix to the Navy's compilation of
systems of records notices.
The request should include full name, Social Security Number, and
address of the individual concerned and should be signed.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system of records should address written inquiries to the
commanding officer of the activity in question. Official mailing
addresses are published as an appendix to the Navy's compilation of
systems of records notices.
The request should include full name, Social Security Number, and
address of the individual concerned and should be signed.
Contesting record procedures:
The Navy's rules for accessing records, and for contesting contents
and appealing initial agency determinations are published in Secretary
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained
from the system manager.
Record source categories:
Individual, employment papers, other records of the organization,
official personnel jackets, supervisors, official travel orders,
educational institutions, applications, duty officer, investigations,
OPM officials, and/or members of the American Red Cross.
Exemptions claimed for the system:
None.
N05330-1
System name:
Manhour Accounting System (February 22, 1993, 58 FR 10753).
Changes:
* * * * *
System location:
Add two addresses as follows `Commander in Chief, U.S. Atlantic
Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488 and
Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M.
Smith, HI, 96861-4028.'
* * * * *
N05330-1
System name:
Manhour Accounting System.
System location:
Organizational elements of the Department of the Navy. Official
mailing addresses are published as an appendix to the Navy's
compilation of systems of records notices.
Commander in Chief, U.S. Atlantic Command, 1562 Mitscher Avenue,
Suite 200, Norfolk, VA 23551-2488.
Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M.
Smith, HI, 96861-4028.
Categories of individuals covered by the system:
Military and civilian personnel.
Categories of records in the system:
Record contains such information as name, grade/rate, Social
Security Number, organizational code, work center code, grade code, pay
rate, labor code, type transaction, hours assigned. Data base includes
scheduling and assignment of work; skill level; tools issued; leave;
temporary assignments to other areas.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations and E.O. 9397.
Purpose(s):
To effectively manage the work force.
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:
The `Blanket Routine Uses' that appear at the beginning of the
Navy's 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:
Magnetic tape and paper.
Retrievability:
Name, organization code, Social Security Number, and work center.
Safeguards:
Files are stored in a limited access area. Information provided via
batch processing is of a predetermined and strictly formatted nature.
Retention and disposal:
Individual personal data are retained only for that period of time
that an individual is assigned. Upon departure of an individual,
personal data are deleted from the records and history records are not
maintained.
System manager(s) and address:
The commanding officer of the activity in question. Official
mailing
[[Page 25641]]
addresses are published as an appendix to the Navy's compilation of
systems of records notices.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the commanding officer of the naval activity where currently
employed. Official mailing addresses are published as an appendix to
the Navy's compilation of systems of records notices.
The request should include full name, Social Security Number,
address of individual concerned, and should be signed.
Record access procedure:
Individuals seeking access to records about themselves contained in
this system of records should address written inquiries to the
commanding officer of the naval activity where currently employed.
Official mailing addresses are published as an appendix to the Navy's
compilation of systems of records notices.
The request should include full name, Social Security Number,
address of individual concerned, and should be signed.
Contesting record procedure:
The Navy's rules for accessing records, and for contesting contents
and appealing determinations are published in Secretary of the Navy
Instruction 5211.5; 32 CFR part 701; or may be obtained from the system
manager.
Record source categories:
Individual, correspondence, and personnel records.
Exemptions claimed for the system:
None.
N05340-1
System name:
Combined Federal Campaign/Navy Relief Society (February 22, 1993,
58 FR 10754).
Changes:
* * * * *
System location:
Add two addresses as follows `Commander in Chief, U.S. Atlantic
Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488 and
Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M.
Smith, HI, 96861-4028.'
* * * * *
N05340-1
System name:
Combined Federal Campaign/Navy Relief Society.
System location:
Organizational elements of the Department of the Navy. Official
mailing addresses are published as an appendix to the Navy's
compilation of systems of records notices.
Commander in Chief, U.S. Atlantic Command, 1562 Mitscher Avenue,
Suite 200, Norfolk, VA 23551-2488.
Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M.
Smith, HI, 96861-4028.
Categories of individuals covered by the system:
All assigned personnel.
Categories of records in the system:
Names, addresses, Social Security Numbers, payroll identifying
data, contributor cards and lists.
Authority for maintenance of the system:
E.O.s 9397 and 10927.
Purpose(s):
To manage the Combined Federal Campaign and Navy Relief Society
Fund drives and provide the respective campaign coordinator with
necessary information.
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:
The `Blanket Routine Uses' that appear at the beginning of the
Navy's 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:
File folders, card files, and magnetic tape.
Retrievability:
Name, Social Security Number, and organization.
Safeguards:
Access is limited and provided on a need to know basis only.
Records are locked in safes and/or guarded offices.
Retention and disposal:
Records are maintained for one year or completion of next
equivalent campaign and then destroyed.
System manager(s) and address:
Commanding officer of the activity in question. Official mailing
addresses are published as an appendix to the Navy's compilation of
systems of records notices.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the commanding officer of the naval activity where currently or
previously employed. Official mailing addresses are published as an
appendix to the Navy's compilation of systems of records notices.
The request should include full name, Social Security Number,
address of the individual concerned, and should be signed.
Record access procedure:
Individuals seeking access to records about themselves contained in
this system of records should address written inquiries to the
commanding officer of the naval activity where currently or previously
employed. Official mailing addresses are published as an appendix to
the Navy's compilation of systems of records notices.
The request should include full name, Social Security Number,
address of the individual concerned, and should be signed.
Contesting record procedure:
The Navy's rules for accessing records, and for contesting contents
and appealing determinations are published in Secretary of the Navy
Instruction 5211.5; 32 CFR part 701; or may be obtained from the system
manager.
Record source categories:
Payroll files, administrative personnel files, contributors.
Exemptions claimed for the system:
None.
N05354-1
System name:
Equal Opportunity Management Information System (February 22, 1993,
58 FR 10757).
Changes:
* * * * *
System location:
Add two addresses as follows `Commander in Chief, U.S. Atlantic
Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488 and
Commander in Chief, U.S. Pacific
[[Page 25642]]
Command, PO Box 64028, Camp H.M. Smith, HI, 96861-4028.'
* * * * *
N05354-1
System name:
Equal Opportunity Management Information System.
System location:
Primary location: Bureau of Naval Personnel, 2 Navy Annex,
Washington, DC 20370-5001; local activity to which individual is
attached. Official mailing addresses are published as an appendix to
the Navy's compilation of system of record notices.
Commander in Chief, U.S. Atlantic Command, 1562 Mitscher Avenue,
Suite 200, Norfolk, VA 23551-2488.
Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M.
Smith, HI, 96861-4028.
Secondary location: Department of the Navy activities in the chain
of command between the local activity and the headquarters level.
Official mailing addresses are published as an appendix to the Navy's
compilation of system of record notices.
Categories of individuals covered by the system:
Military personnel who are involved in formal or informal
complaints or investigations involving aspects of equal opportunity;
and/or who have initiated, or were the subject of correspondence
concerning aspects of equal opportunity.
Categories of records in the system:
Correspondence and records concerning incident data, endorsements
and recommendations, formal and informal complaints and investigations
concerning aspects of equal opportunity.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations.
Purpose(s):
To assist in equal opportunity measures, including but not limited
to, complaints, investigations, and correspondence.
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:
The `Blanket Routine Uses' that appear at the beginning of the
Navy's compilation of systems notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Automated records may be stored on magnetic tapes, disc, and drums.
Manual records may be stored in paper files, microfiche, or microform.
Retrievability:
Filed alphabetically by last name of individual concerned.
Safeguards:
Computer facilities are located in restricted areas accessible only
to authorized persons that are properly screened, trained and cleared.
Manual records and computer printouts are available only to authorized
personnel having a need to know.
Retention and disposal:
Records maintained for two years and then destroyed.
System manager(s) and address:
Chief of Naval Personnel (Pers 06), Bureau of Naval Personnel, 2
Navy Annex, Washington, DC 20370-5001.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the Chief of Naval Personnel (Pers 06), Bureau of Naval Personnel, 2
Navy Annex, Washington, DC 20370-5001; or to the local activity where
assigned. Official mailing addresses are published as an appendix to
the Navy's compilation of system of record notices.
The letter should contain full name and signature of the requester.
The individual may visit the Chief of Naval Personnel, Bureau of Naval
Personnel, 2 Navy Annex, Washington, DC 20370-5001, for assistance with
records located in that building; or the individual may visit the local
activity to which attached for access to locally maintained records.
Proof of identification will consist of Military Identification Card
for persons having such cards, or other picture-bearing identification.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system of records should address written inquiries to the Chief of
Naval Personnel (Pers 06), Bureau of Naval Personnel, 2 Navy Annex,
Washington, DC 20370-5001; or, in accordance with the Directory of
Department of the Navy Mailing Addresses (i.e., local activities).
The letter should contain full name and signature of the requester.
The individual may visit the Chief of Naval Personnel, Bureau of Naval
Personnel, 2 Navy Annex, Washington, DC 20370-5001, for assistance with
records located in that building; or the individual may visit the local
activity to which attached for access to locally maintained records.
Proof of identification will consist of Military Identification Card
for persons having such cards, or other picture-bearing identification.
Contesting record procedures:
The Navy's rules for accessing records, and for contesting contents
and appealing initial agency determinations are published in Secretary
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained
from the system manager.
Record source categories:
Federal, state, and local court documents; military investigatory
reports; general correspondence concerning individual.
Exemptions claimed for the system:
Parts of this system may be exempt under the provisions of 5 U.S.C.
552a(k)(1) and (k)(5), as applicable.
An exemption rule for this system has been promulgated in
accordance with the requirements of 5 U.S.C. 553(b)(1), (2) and (3),
(c) and (e) and published in 32 CFR Part 701, subpart G. For additional
information contact the system manager.
N05370-2
System name:
Financial Interest Disclosure Statements (February 22, 1993, 58 FR
10758).
Changes:
* * * * *
System location:
Add two addresses as follows `Commander in Chief, U.S. Atlantic
Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488 and
Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M.
Smith, HI, 96861-4028.'
* * * * *
N05370-2
System name:
Financial Interest Disclosure Statements.
System location:
Organizational elements of the Department of the Navy. Official
mailing addresses are published as an
[[Page 25643]]
appendix to the Navy's compilation of systems of records notices.
Commander in Chief, U.S. Atlantic Command, 1562 Mitscher Avenue,
Suite 200, Norfolk, VA 23551-2488.
Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M.
Smith, HI, 96861-4028.
Categories of individuals covered by the system:
Individuals required to file SF 450, SF 278, and/or DD Form 1787.
Categories of records in the system:
SF 450, Confidential Statement of Affiliations and Financial
Interests; SF 278, Financial Disclosure Report; DD Form 1787, Report of
DOD and Defense Related Employment; Position Descriptions; and related
information.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; Public Law 95-521, Ethics
in Government Act of 1978; E.O. 11222; and E.O. 9397.
Purpose(s):
To permit supervisors, counselors, and other responsible DON
officials to determine whether there are actual or apparent conflicts
of interests between members' or employees' present and prospective
official duties and their nonfederal affiliations and financial
interests.
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:
The `Blanket Routine Uses' that appear at the beginning of the
Navy's 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:
File folders and card files.
Retrievability:
Name.
Safeguards:
Information is locked in a file cabinet accessible to authorized
personnel only.
Retention and disposal:
SF 450 and a complete record of all action taken thereon are
retained for a period of six years in a central location within the
command or activity to which the reporting official was assigned at the
time of filing, after which they will be destroyed.
SF 278 and DD Forms 1787 are retained for six years from the date
of filing, and then destroyed unless needed for any investigation in
which case they shall be held pending completion of the investigation.
System manager(s) and address:
Policy Officials: General Counsel, Navy Department, Washington, DC
20360-5110 and Judge Advocate General, 200 Stovall Street, Alexandria,
VA 22332-2400.
Record Holder: Commanding Officer or head of the organization in
question. Official mailing addresses are published as an appendix to
the Navy's compilation of systems of records notices.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the Commanding Officer or head of the activity where they filed the
forms.
Written requests should contain full name and must be signed by the
individual.
Record access procedures:
Individuals seeking access to records about themselves should
address written inquiries to the Commanding Officer or head of the
activity where they filed the forms.
Written requests should contain full name and must be signed by the
individual.
Contesting record procedures:
The Navy's rules for accessing records, and for contesting contents
and appealing initial agency determinations are published in Secretary
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained
from the system manager.
Record source categories:
Individual concerned, his/her supervisor, and ethics counselor.
Exemptions claimed for the system:
None.
N06150-2
System name:
Health Care Record System (August 17, 1995, 60 FR 42855).
Changes:
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In paragraph nine, first line, replace the word `physicians' with
`health care providers.'
* * * * *
N06150-2
System name:
Health Care Record System.
System location:
Military outpatient health (medical and dental) records of active
duty individuals are retained at the member's medical or dental
treatment facility. Official mailing addresses are published as an
appendix to the Navy's compilation of systems of records notices.
Military outpatient health (medical and dental) records of current
reservists are retained by the member's command. Military outpatient
health (medical and dental) records of retired and separated
individuals are retained at the National Personnel Records Center, 9700
Page Avenue, St. Louis, MO 63132-5100; Naval Reserve Personnel Center,
4400 Dauphine Street, New Orleans, LA 70149-7800; Marine Corps Reserve
Support Center, 10905 El Monte, Overland Park, KS 66211-1408; Bureau of
Medicine and Surgery, 2300 E Street, Northwest, Washington, DC 20372-
5300; or Commandant of the Marine Corps, Headquarters, U.S. Marine
Corps, 2 Navy Annex, Washington, DC 20380-0001.
Inpatient health records are retained at the originating naval
medical treatment facility (official mailing addresses are published as
an appendix to the Navy's compilation of system of records notices);
Department of Veterans Affairs Hospitals; other medical treatment
facilities such as PRIMUS; National Personnel Records Center
(Military), 9700 Page Avenue, St. Louis, MO 63132-5100; National
Personnel Records Center (Civilian), 111 Winnebago Street, St. Louis,
MO 63118-4199; Naval Reserve Personnel Center, 4400 Dauphine Street,
New Orleans, LA 70149-7800; Marine Corps Reserve Support Center, 10950
El Monte, Overland Park, KS 66211-1408; Medical Director, American Red
Cross, Washington, DC 20226; Bureau of Medicine and Surgery, 2300 E
Street, Northwest, Washington, DC 20372-5300; or Commandant of the
Marine Corps, Headquarters, U.S. Marine Corps, 2 Navy Annex,
Washington, DC 20380-0001.
Outpatient health (medical and dental) treatment records of
civilians are
[[Page 25644]]
retained at the originating naval medical or dental treatment facility
(official mailing addresses are published as an appendix to the Navy's
compilation of system of records notices); Department of Veterans
Affairs Hospitals; other medical treatment facilities such as PRIMUS;
National Personnel Records Center, (Military Personnel Records), 9700
Page Avenue, St. Louis, MO 63132-5100; National Personnel Records
Center, (Civilian Personnel Records), 111 Winnebago Street, St. Louis,
MO 63118-4199; Medical Director, American Red Cross, Washington, DC
20226; Bureau of Medicine and Surgery, 2300 E Street, Northwest,
Washington, DC 20372-5300; or Commandant of the Marine Corps,
Headquarters, U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380-
0001.
Categories of individuals covered by the system:
Navy and Marine Corps personnel, other military personnel,
dependents, retired and separated military personnel and dependents,
civilian employees, Red Cross personnel, foreign personnel, VA
beneficiaries, humanitarian patients, and all other individuals who
receive treatment at a Navy medical or dental treatment facility. All
commercial insurance carriers with whom the Department of the Navy has
filed a claim under the Third Party Payers Act.
Categories of records in the system:
Outpatient and inpatient health (medical and dental) records
contain forms documenting care and treatment. These records contain
patient and sponsor demographic data.
Secondary health records contain forms documenting care and
treatment at specific departments or clinics.
Subsidiary health records contain information from individual
health records and supporting documentation. Examples are: X-ray files;
electrocephalogram tracing files; laboratory or secondary treatment
record with supporting documentation or they may be based on the files;
pharmacy files, social work case files; alcohol rehabilitation files;
psychiatric or psychology case files, including psychology files
documenting the clinical psychological evaluation of individuals for
suitability for certain assignments; nursing care plans; medication and
treatment cards, stat/daily orders; patient intake and output forms;
ward reports; day books; nursing service reports; pathology and
clinical laboratory reports; tumor registries; autopsy reports;
laboratory information system (LABIS); blood transfusion reaction
records; blood donor and blood donor center records; pharmacy records,
surgery records, and vision records and reports; communicable disease
case files, statistics, and reports; occupational health, industrial,
and environmental control records, statistics, and reports, including
data concerning periodic and total lifetime accumulated exposure to
occupational/environmental hazards; emergency room and sick call logs;
family advocacy case files, statistics, reports, and registers;
psychiatric workload statistics and unit evaluations; gynecology
malignancy data, etc.
Aviation physical examinations and evaluation case files contain
medical records documenting fitness for admission or retention in
aviation programs.
Marine Security Guard Battalion psychological examination,
evaluation, and treatment case files contain medical records
documenting suitability for assignment as Embassy Guards.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1095, Collection
from Third Party Payers Act; 10 U.S.C. 5131 (as amended); 10 U.S.C.
5132; 44 U.S.C. 3101; 10 CFR part 20, Standards for Protection Against
Radiation; and, E.O. 9397.
Purpose(s):
This system is used by officials, employees and contractors of the
Department of the Navy (and members of the National Red Cross in naval
medical treatment facilities) in the performance of their official
duties relating to the health and medical treatment of Navy and Marine
Corps members; physical and psychological qualifications and
suitability of candidates for various programs; personnel assignment;
law enforcement; dental readiness; claims and appeals before the
Council of Personnel Boards and the Board for Correction of Naval
Records; member's physical fitness for continued naval service;
litigation involving medical care; performance of research studies and
compilation of statistical data; implementation of preventive medicine
programs and occupational health surveillance programs; implementation
of communicable disease control programs; and management of the Bureau
of Medicine and Surgery's Radiation program and to report data
concerning individual's exposure to radiation.
This system is also used for the initiation and processing,
including litigation, of affirmative claims against potential third
party payers.
This system is used by officials and employees of other components
of the Department of Defense in the performance of their official
duties relating to the health and medical treatment of those
individuals covered by this record system; physical and psychological
qualifications and suitability of candidates for various programs; and
the performance of research studies and the compilation of medical
data.
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:
To officials and employees of the Department of Veterans Affairs in
the performance of their official duties relating to the adjudication
of veterans' claims and in providing medical care to Navy and Marine
Corps members.
To officials and employees of other departments and agencies of the
Executive Branch of Government upon request in the performance of their
official duties related to review of the physical qualifications and
medical history of applicants and employees who are covered by this
record system and for the conduct of research studies.
To private organizations (including educational institutions) and
individuals for authorized health research in the interest of the
Federal Government and the public. When not considered mandatory,
patient identification data shall be eliminated from records used for
research studies.
To officials and employees of the National Research Council in
cooperative studies of the National History of Disease.To officials and
employees of local and state governments and agencies in the
performance of their official duties relating to public health and
welfare, communicable disease control, preventive medicine, child and
spouse abuse prevention and public safety.
To officials and employees of local and state governments and
agencies in the performance of their official duties relating to
professional certification, licensing and accreditation of health care
providers.
To law enforcement officials to protect the life and welfare of
third parties. This release will be limited to necessary information.
Consultation
[[Page 25645]]
with the hospital or regional judge advocate is advised.
To spouses of service members (including reservists) who are
infected with the Human Immunodeficiency Virus. This release will be
limited to HIV positivity information. Procedures for informing spouses
will be published by the Director, Naval Medicine and must be used.
To military and civilian health care providers to further the
medical care and treatment of the patient.
To release radiation data per 10 CFR part 20.
To third parties in those cases where the Government is seeking
reimbursement under the Third Party Payers Act.
When required by federal statute, by executive order, or by treaty,
medical record information will be disclosed to the individual,
organization, or government agency, as necessary.
The 'Blanket Routine Uses' that appear at the beginning of the
Navy's compilation of system of records notices also apply to this
system.
Note: Records of identity, diagnosis, prognosis or treatment of any
patient which are maintained in connection with the performance of any
program or activity relating to substance abuse education, prevention,
training, treatment, rehabilitation, or research, which is conducted,
regulated, or directly or indirectly assisted by any department or
agency of the United States, except as provided in 42 U.S.C. 290dd-
2(e), be confidential and be disclosed only for the purposes and under
the circumstances expressly authorized under 42 U.S.C. 290dd-2(b). The
'Blanket Routine Uses' do not apply to these types of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Primary, secondary, and subsidiary medical health records are
stored in file folders, microform, on magnetic tape, personal
computers, machine listings, discs, and other computerized or machine
readable media.
Retrievability:
Military health (medical and dental) treatment records are filed
and maintained by the last four digits of the military member's Social
Security Number, the member's last name, or the member's Social
Security Number. A locator case file cross-references the patient's
name with the location of his/her record.
Inpatient (clinical) health records are filed and maintained by the
last four digits of the sponsor's Social Security Number or a register
number. A manual or automatic register of patients is kept at each Navy
medical treatment facility. The location of the file can be determined
by a seven-digit register number or the patient's name.
Outpatient (medical and dental) health records are filed and
maintained by the sponsor's Social Security Number or date of birth,
relationship to the sponsor, and name. A locator file cross-references
the patient's name with the location of his/her record.
Treatment records retired to a Federal Records Center prior to 1971
are retrieved by the name and service number or file number. After that
date, records are retrieved by name and Social Security Number.
Aviation medical records are filed and maintained by Social
Security Number and name.
Marine Security Guard Battalion psychological examination,
evaluation, and treatment case files contain medical records
documenting fitness for assignment as Embassy Guards and are filed and
maintained by Social Security Number and name. Subsidiary health care
records may or may not be identified by patient identifier. When they
are, they may be retrieved by name and Social Security Number.
Safeguards:
Records are maintained in various kinds of filing equipment in
specific monitored or controlled access rooms or areas; public access
is not permitted. Computer terminals are located in supervised areas.
Access is controlled by password or other user code system. Utilization
reviews ensure that the system is not violated. Access is restricted to
personnel having a need for the record in providing further medical
care or in support of administrative/clerical functions. Records are
controlled by a charge-out system to clinical and other authorized
personnel.
Retention and disposal:
Health care records are retained, retired, and disposed of in
accordance with Secretary of the Navy Instruction 5215.5 (Disposal of
Navy Marine Corps Records) and Bureau of Medicine and Surgery
Instruction 6150.1 (Health Care Treatment Records). Specifics are given
below:
Military health (medical and dental) records, are transferred with
the member upon permanent change of duty station to his/her new duty
station. These records are retired to the National Personnel Records
Center, (Military Personnel Records), 9700 Page Avenue, St. Louis, MO
63132-5100; Naval Reserve Personnel Center, 4400 Dauphine Street, New
Orleans, LA 70149-7800; and, Marine Corps Reserve Support Center, 10950
El Monte, Overland Park, KS 66211-1408.
Inpatient health records are transferred to the National Personnel
Records Center, (Military Personnel Records), 9700 Page Avenue, St.
Louis, MO 63132-5100 or to the National Personnel Records Center,
(Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO
63118-4199, two years after the calendar year of the last date of
treatment.
Outpatient health records of civilians are transferred to the
National Personnel Records Center, (Military Personnel Records), 9700
Page Avenue, St. Louis, MO 63132-5100 or to the National Personnel
Records Center, (Civilian Personnel Records), 111 Winnebago Street, St.
Louis, MO 63118-4199, two years after the calendar year of the last
date of treatment.
X-ray files are retained on-site and destroyed three years after
the last x-ray in the file. Asbestos x-rays are retained on site
indefinitely.
Secondary health record may be retained separate from the health
record. A notation is made in the health record that these records
exist and where they are being kept. When the health record is retired
or the patient transfers, these records should be entered in the health
record.
Aviation medical records are retained at the activity and destroyed
when 30 years old.
Marine Security Guard Battalion psychological examination,
evaluation, and treatment case files containing medical records
documenting fitness for assignment as Embassy Guards are retained at
the activity and destroyed after 50 years.
Clinical psychology case files documenting suitability for special
assignment will be retained at the originating medical treatment
facility and destroyed when 50 years old.
Radiation exposure records for personnel are maintained
indefinitely in the health record, and in a centralized exposure
registry held by the Navy Environmental Health Center Detachment, Naval
Dosimetry Center, Bethesda, MD 20889-5614.
System manager(s) and address:
Service medical (health and dental) records for active and reserve,
Navy and Marine Corps: Chief, Bureau of Medicine and Surgery, 2300 E
Street, Northwest, Washington, DC 20372-5300; Commanding Officers,
Naval Activities, Ships and Stations; and, Director, National Personnel
Records
[[Page 25646]]
Center, Military Personnel Records, 9700 Page Avenue, St. Louis, MO
63132-5100. Official mailing addresses are published as an appendix to
the Navy's compilation of system of record notices.
Inpatient and outpatient treatment records: Chief, Bureau of
Medicine and Surgery, 2300 E Street, Northwest, Washington, DC 20372-
5300; Commanding Officers and Officers-in-Charge of naval medical
treatment facilities; and, Director, National Personnel Records Center,
Military Personnel Records, 9700 Page Avenue, St. Louis, MO 63132-5100.
Official mailing addresses are published as an appendix to the Navy's
compilation of system of record notices.
Notification procedure:
Active duty Navy and Marine Corps personnel and drilling members of
the Navy and Marine Corps Reserves seeking to determine whether this
system of records contains information about themselves should address
written inquiries to the originating medical or dental treatment
facility. Official mailing addresses are published as an appendix to
the Navy's compilation of system of record notices.
Inactive Naval Reservists should address requests for information
to the Naval Reserve Personnel Center, 4400 Dauphine Street, New
Orleans, LA 70149-7800. Marine Reservists should address requests for
information to Marine Corps Reserve Support Center, 10950 El Monte,
Overland Park, KS 66211-1408. Former members who have no further
reserve or active duty obligations should address requests for
information to the Director, National Personnel Records Center,
(Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132-
5100.
All written requests should contain the full name and Social
Security Number of the individual, his/her signature, and in those
cases where his/her period of service ended before 1971, his/her
service or file number. In requesting records for personnel who served
before 1964, information provided to the National Personnel Records
Center should also include date and place of birth and dates of periods
of active Naval service.
Records may be requested in person. Proof of identification will
consist of the Armed Forces Identification Card or by other types of
identification bearing picture and signature.
Requests for inpatient records within two years of inpatient stay
should be addressed to the Commanding Officer of the hospital where the
individual was treated.
Requests for inpatient records after two years after inpatient stay
should be addressed to the Director, National Personnel Records Center,
(Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO
63118-4199 or to the Director, National Personnel Records Center,
(Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132-
5100.
Requests for subsidiary medical records should be addressed to the
Commanding Officer of medical or dental center where treatment was
received.
The following data should be provided: Full name, Social Security
Number, status, date(s) of treatment or period of hospitalization,
address at time of medical treatment, and service number.
Full name, date, and place of birth, I.D. card or driver's license,
or other identification to sufficiently identify the individual with
the medical records held by the treatment facility must be presented.
Record access procedure:
Individuals seeking access to record about themselves contained in
this system of records should address written inquiries to the medical
or dental treatment facility where treatment was received or to the
officials listed under `Notification procedure'.
Contesting record procedure:
The Navy's rules for accessing records, and for contesting contents
and appealing initial agency determinations are published in Secretary
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained
from the system manager.
Record source categories:
Reports from attending and previous physicians and other medical
personnel regarding the results of physical, dental, and mental
examinations, treatment, evaluation, consultation, laboratory, x-rays,
and special studies conducted to provide health care to the individual
or to determine the individual's physical and dental qualification.
Exemptions claimed for the system:
None.
[FR Doc. 96-12855 Filed 5-21-96; 8:45 am]
BILLING CODE 5000-04-F