[Federal Register Volume 62, Number 152 (Thursday, August 7, 1997)]
[Notices]
[Pages 42523-42535]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-20796]
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DEPARTMENT OF DEFENSE
Department of the Army
Privacy Act of 1974; System of Records
AGENCY: Department of the Army, DOD.
ACTION: Notice to amend systems of records.
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SUMMARY: The Department of the Army is amending systems of records
notice in its existing inventory of record systems subject to the
Privacy Act of 1974, (5 U.S.C. 552a), as amended.
DATES: This proposed actions will be effective without further notice
on September 8, 1997, unless comments are received which result in a
contrary determination.
ADDRESSES: Privacy Act Officer, Records Management Program Division,
U.S. Army Total Army Personnel Command, ATTN: TAPC-PDR-P, Stop C55, Ft.
Belvoir, VA 22060-5576.
FOR FURTHER INFORMATION CONTACT: Ms. Janice Thornton at (703) 806-4390
or DSN 656-4390.
SUPPLEMENTARY INFORMATION: The Department of the Army systems of
records notices 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 specific changes to the record system being amended are set
forth below followed by the notice, as amended, published in its
entirety. The proposed 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 a new or altered system report.
Dated: July 31, 1997.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
A0025-6USASC
System Name:
Military Affiliate Radio System (March 4, 1997, 62 FR 9757).
Changes:
* * * * *
RETENTION AND DISPOSAL:
Delete entry and replace with `Destroy on each renewal or two years
after termination of membership.'
* * * * *
A0025-6USASC
System Name:
Military Affiliate Radio System.
System location:
U.S. Army Signal Command, Fort Huachuca, AZ 85613-5000.
Categories of individuals covered by the system:
Individuals having a valid amateur radio station license issued by
the Federal Communications Commission who apply for membership in the
Army Military Affiliate Radio System (MARS).
Categories of records in the system:
Applicant's name, home address and telephone number, licensing data
and call-sign provided by Federal Communications Commission, Army MARS
call-sign, relevant inquiries/records and reports.
Authority for maintenance of the system:
10 U.S.C. 3013; DoD Directive 4650.2; and Field Manual 11-490-7.
Purpose(s):
To provide a potential reserve of trained radio communications
personnel for military duty when needed and/or to provide auxiliary
communications for military, civil, and/or disaster officials during
periods of emergency.
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:
Information may be disclosed to Department of Army and Department
of Defense communication agencies and their authorized contractors in
connection with individual's participation in the Army Military
Affiliate Radio System Program and to federal supply agencies in
connection with individual's participation in the Army MARS Equipment
Program.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Cards; paper in file folders, computer tapes, discs, listings.
Retrievability:
By member's name, and amateur and/or MARS call signs.
Safeguards:
Information is maintained in buildings having security guards and
is accessible only to individuals who have need therefor to perform
their duties. Automated records are further protected by a password
assigned to designated persons.
Retention and disposal:
Destroy on each renewal or two years after termination of
membership.
System manager(s) and address:
Commander, U.S. Army Signal Command, ATTN: AFSC-OPT-BC, Fort
Huachuca, AZ 95613-5000.
Notification procedure:
Individual seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, U.S. Army Signal Command, ATTN: AFSC-OPT-BC, Fort
Huachuca, AZ 95613-5000.
Individual should provide the name under which licensed is the Army
MARS program, amateur and or MARS call sign, present address, call
sign, and signature.
Record access procedures:
Individuals seeking to access records about themselves contained in
this record system should address written inquiries to the Commander,
U.S. Army Signal Command, ATTN: AFSC-OPT-BC, Fort Huachuca, AZ 95613-
5000.
Individual should provide the name under which licensed is the Army
MARS program, amateur and or MARS call sign, present address, call
sign, and signature.
Contesting records procedures:
The Army's rules for accessing records, and for contesting contents
and
[[Page 42524]]
appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
Record source categories:
From the individual and the Federal Communications Commission.
Exemptions claimed for the system:
None.
A0040 DASG
System name:
Medical Facility Administration Records (February 22, 1993, 58 FR
10056).
Changes:
* * * * *
System Manager(s)and Address:
Delete entry and replace with `Chief Information Officer, Office of
the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.'
* * * * *
A0040 DASG
System name:
Medical Facility Administration Records.
System location:
Medical centers, hospitals, and health clinics. Official mailing
addresses are published as an appendix to the Army's compilation of
systems of records notices.
Categories of individuals covered by the system:
Individuals who are authorized to use services of an Army medical
facility.
Categories of records in the system:
Information in this system generally relates to administration at a
medical facility, as opposed to an individual's health/care. Typically,
records comprise scheduling of appointments, medical history data used
to locate medical records, individual's name, Social Security Number,
birth, death, accountability of patients (e.g., bad charts; transfer,
leave requests, etc.); receipts for patients' personal property,
prescriptions for medications, eyeglasses, hearing aids, prosthetic
devices, diet/special nourishment plans, blood donor records, charges,
receipts and accounting, documents of payments for medical/dental
services; register number assigned; Social Security Number, and similar
records/reports.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013; and E.O.
9397 (SSN).
Purpose(s):
To locate medical records and personnel, schedule appointments;
provide research and statistical data.
To enhance efficient management practices and effective patient
administration.
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:
Birth records are disclosed to states' Bureau of Vital Statistics
and overseas birth records are disclosed to the Department of State to
provide the official certificates of birth. Birth records may also be
used for statistical purposes.
Death records are disclosed to federal, state and private sector
authorities to provide the official certificates of death. Death
records may also be used for statistical purposes.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Cards; paper records in file holders or other computerized or
machine readable media.
Retrievability:
By individual's surname or Social Security Number.
Safeguards:
Records are maintained within secured buildings in areas accessible
only to persons having official need therefor who are properly trained
and screened. Automated segments are protected by controlled system
passwords governing access to data.
Retention and disposal:
Nominal index files, including register numbers assigned, are
destroyed after 20 years. Records of transient value (e.g., issuance of
spectacles/prosthetics, diet/food plan, etc.) are destroyed within 3
months of patient's release. Other records have varying periods of
retention: Record of birth/death 2 years; patient accountability
(admission/discharge) 5 years; blood donor 5 years or when no longer
needed for medical/legal reasons whichever is longer; record of
patient's personal property 3 years.
System manager(s) and address:
Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Patient Administrator at the medical facility where service/care
was provided. Official mailing addresses are published as an appendix
to the Army's compilation of systems of records notices.
For verification purposes, individual should provide the full name,
Social Security Number, details which will assist in locating record,
and signature.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Patient Administrator at the medical facility where service/care was
provided. Official mailing addresses are published as an appendix to
the Army's compilation of systems of records notices.
For verification purposes, individual should provide the full name,
Social Security Number, details which will assist in locating record,
and signature.
Contesting record procedures:
The Army's rules for accessing records, and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
Record source categories:
From the individual; medical facility records and reports.
Exemptions claimed for the system:
None.
A0040-1 DASG
System name:
Professional Consultant Control Files (February 22, 1993, 58 FR
10056).
Changes:
* * * * *
System Manager(s)and Address:
Delete entry and replace with `Chief Information Officer, Office of
the
[[Page 42525]]
Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.'
* * * * *
A0040-1 DASG
System name:
Professional Consultant Control Files.
System location:
Office of the Surgeon General, Headquarters, Department of the
Army; U.S. Army Health Services Command; U.S. Army Medical Command,
Europe; U.S. Army Medical Command, Korea. Official mailing addresses
are published as an appendix to the Army's compilation of system of
records notices.
Categories of individuals covered by the system:
Any individual who has been used or appointed as a professional
consultant in the professional medical services.
Categories of records in the system:
Documents containing name, curriculum vitae of professional
qualifications and experience, appointment, utilization, duties,
responsibilities, and compensation of appointed consultants.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations and 10 U.S.C., Chapter 55.
Purpose(s):
To appoint and monitor utilization of designated consultants.
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:
Information on individuals may be provided to civilian and military
medical facilities, Federation of State Medical boards of the United
States, State Licensure Authorities and other appropriate professional
regulating bodies for use in considering and selecting individuals for
panels or boards or for speaking engagements.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders.
Retrievability:
By last name of consultant.
Safeguards:
Records are maintained in secured areas accessible only to
authorized individuals having official need therefor in the performance
of assigned duties.
Retention and disposal:
Records are destroyed 1 year after termination of consultant's
appointment.
System manager(s) and address:
Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
For verification purposes, the individual should provide the full
name, current address and telephone number, and signature.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to Chief
Information Officer, Office of the Surgeon General, U.S. Army Medical
Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX
78234-6013.
For verification purposes, the individual should provide the full
name, current address and telephone number, and signature.
Contesting record procedures:
The Army's rules for accessing records, and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
Record source categories:
From the individual, Army records and reports.
Exemptions claimed for the system:
None.
A0040-3a DASG
System name:
Medical Review Files (February 22, 1993, 58 FR 10058).
Changes:
* * * * *
System Location:
Delete entry and replace with `The Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.'
* * * * *
System Manager(s) and Address:
Delete entry and replace with `Chief Information Officer, Office of
the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.'
* * * * *
A0040-3a DASG
System name:
Medical Review Files.
System location:
The Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050
Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013.
Categories of individuals covered by the system:
Applicants and registrants who are being considered for Army
service and whose medical fitness is questionable; Army members being
considered for continuance in service, promotion, special assignment,
or separation whose medical fitness is questioned either by the medical
evaluating authority or by the individual.
Categories of records in the system:
Files contain documents relating to medical fitness of individuals
for appointment, enlistment, retention in service, promotion, special
assignment, or separation. Included are reports of medical examination
and evaluation, psychological evaluation reports, and similar or
related documents.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations and 10 U.S.C., Chapter 55.
Purpose(s):
To evaluate medical fitness of marginally qualified personnel for
Army program with strict regard to established medical standards.
[[Page 42526]]
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' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders.
Retrievability:
By individual's name.
Safeguards:
Records are maintained in secured areas accessible only to
designated personnel having official need therefor in the performance
of assigned duties.
Retention and disposal:
Destroyed after 3 years.
System manager(s) and address:
Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
For verification purposes, the individual should provide the full
name, place and date of medical examination, additional details that
will facilitate locating the record, and signature.
Record access procedures
Individuals seeking access to information about themselves
contained in this system should address written inquiries to Chief
Information Officer, Office of the Surgeon General, U.S. Army Medical
Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX
78234-6013.
For verification purposes, the individual should provide the full
name, place and date of medical examination, additional details that
will facilitate locating the record, and signature.
Contesting record procedures:
The Army's rules for accessing records, and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
Record source categories:
From clinical records, health records, medical boards, civilian
physicians, consultation reports, other Army records and reports.
Exemptions claimed for the system.
None.
A0040-3b DASG
System name:
Medical Evaluation Files (February 22, 1993, 58 FR 10058).
Changes:
* * * * *
System Manager(s)and Address:
Delete entry and replace with `Chief Information Officer, Office of
the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.'
* * * * *
A0040-3b DASG
System name:
Medical Evaluation Files.
System location:
Primary location: Army Medical Department medical facilities
convening a medical board.
A segment exists at the U.S. Army Physical Evaluation Board and the
U.S. Army Physical Disability Agency.
Categories of individuals covered by the system:
Army members whose medical fitness for continued service has been
questioned either by the member or his/her commander.
Categories of records in the system:
Personal information concerning the member; certain codes of
specific types of injuries for research study purposes; Department of
Veterans Affairs Schedule for Rating Disability Diagnostic Codes;
documents reflecting determination by an Army board of medical fitness
for continued Army active service; board proceedings and related
documents.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapters 55 and
61; and E.O. 9397 (SSN).
Purpose(s):
Records are used by Medical Boards to determine medical fitness for
continued Army active service. They are used by the Physical Evaluation
Board to review board findings when required and to determine if the
individual should be discharged, temporarily or permanently retired for
disability, or retained for active service. The U.S. Physical
Disability Agency reviews determinations and dispositions, and responds
to inquiries.
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' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders; magnetic diskettes.
Retrievability:
By individual's name.
Safeguards:
Records are maintained in areas accessible only to authorized
personnel who are properly screened and trained. Operation of data
processing equipment and magnetic tapes are limited strictly to
authorized personnel. Computer has key lock and key is controlled.
Magnetic diskettes are stored and controlled to ensure they do not
result in unauthorized disclosure of personal information.
Retention and disposal:
Records of Medical Boards are retained for 5 years and then
destroyed. Records of the U.S. Army Physical Evaluation Boards are
retained for 2 years or until discontinued, whichever occurs first.
Records at the U.S. Army Physical Disability Agency are retained for 5
years and then destroyed. Destruction of all records is by shredding.
[[Page 42527]]
System manager(s) and address:
Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
For verification purposes, the individual should provide the full
name, Social Security Number, details which will assist in locating
pertinent records, and signature.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to Chief
Information Officer, Office of the Surgeon General, U.S. Army Medical
Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX
78234-6013.
For verification purposes, the individual should provide the full
name, Social Security Number, details which will assist in locating
pertinent records, and signature.
Contesting record procedures:
The Army's rules for accessing records, and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
Record source categories:
From the individual; medical records and reports.
Exemptions claimed for the system:
None.
A0040-3c DASG
System name:
Medical Regulating Files (February 22, 1993, 58 FR 10059).
Changes:
* * * * *
System Manager(s)and Address:
Delete entry and replace with `Chief Information Officer, Office of
the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.'
* * * * *
A0040-3c DASG
System name:
Medical Regulating Files.
System location:
Primary location: The Surgeon General, U.S. Army Medical Command,
ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013.
Segments exist at Army medical treatment facilities, evacuation
units and medical regulating offices.
Categories of individuals covered by the system:
Any patient requiring transfer to another medical treatment
facility who is reported to the Armed Services Medical Regulating
Office by U.S. Government medical treatment facilities for designation
of the receiving medical facility.
Categories of records in the system:
File contains information reported by the transferring medical
treatment facility and includes, but is not limited to, patient
identity, service affiliation and grade or status, sex, medical
diagnosis, medical condition, special procedures or requirements
needed, medical specialties required, administrative considerations,
personal considerations, the patient's home town and/or duty station
and other information having an impact on the transfer.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations.
Purpose(s):
To properly determine the appropriate medical treatment facility to
which the reported patient will be transferred; to notify the reporting
U.S. Government medical treatment facility of the transfer destination;
to notify the receiving medical treatment facility of the transfer; to
notify evacuation units, medical regulating offices and other
government offices for official reasons; to evaluate the effectiveness
of reported information; to establish further the specific needs of the
reported patient; for statistical purposes; and when required by law
and official 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:
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
NOTE: Record of the identity, diagnosis, prognosis, or treatment of
any client/patient, irrespective of whether or when he ceases to be a
client/patient, maintained in connection with the performance of any
alcohol or drug abuse prevention and treatment function conducted,
regulated, or directly or indirectly assisted by any department or
agency of the United States, shall, except as provided therein, be
confidential and be disclosed only for the purposes and under the
circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute
takes precedence over the Privacy Act of 1974, in regard to
accessibility of such records except to the individual to whom the
record pertains. The Army's `Blanket Routine Uses' do not apply to
these types records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders; index cards.
Retrievability:
By individual's name.
Safeguards:
Records are maintained in secured areas accessible only to
authorized personnel who are properly screened and trained.
Retention and disposal:
Destroyed 1 year following the end of the calendar year in which
the patient was reported to the Armed Services Medical Regulating
Office.
System manager(s) and address:
Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013 or to the Patient Administrator at the medical
treatment facility where service was provided.
Individual should provide full name, rank or status and parent
service, approximate date of transfer, medical
[[Page 42528]]
treatment facility from which transferred, and current address and
telephone number.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to Chief
Information Officer, Office of the Surgeon General, U.S. Army Medical
Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX
78234-6013 or to the Patient Administrator at the medical treatment
facility where service was provided.
Individual should provide full name, rank or status and parent
service, approximate date of transfer, medical treatment facility from
which transferred, and current address and telephone number.
Contesting record procedures:
The Army's rules for accessing records, and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
Record source categories:
From transferring and receiving treatment facilities, medical
regulating offices, evacuation offices, and other U.S. Government
offices, agencies and commands relevant to the patient transfer.
Exemptions claimed for the system:
None.
A0040-5 DASG
System name:
Occupational Health Records (February 22, 1993, 58 FR 10060).
Changes:
* * * * *
System Location:
Delete address and replace with `The Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.'
* * * * *
System Manager(s)and Address:
Delete entry and replace with `Chief Information Officer, Office of
the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.'
* * * * *
A0040-5 DASG
System name:
Occupational Health Records.
System location:
Army medical treatment facilities. Addresses may be obtained from
the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.
Categories of individuals covered by the system:
Department of the Army employees; active duty military personnel
and their dependents who are treated on an out-patient basis by medical
treatment facilities for whom specific occupational health examinations
have been requested.
Categories of records in the system:
Name, Social Security Number, date and place of birth, marital
status, dates of medical surveillance tests and their results;
documents reflecting the training, experience and certification to work
within hazardous environments; external exposures to chemicals,
radiation, physical stress, non-human primates, including personnel
monitoring results, work area monitoring readings, and similar and
related documents; personnel protective equipment and medical programs
required to limit exposure to environmental safety and health hazards.
Authority for maintenance of the system:
5 U.S.C. 7902; 29 U.S.C. 668; 29 CFR Chapter XVII, Occupational
Safety and Health Standards; E.O.s 12223 and 12608; and E.O. 9397
(SSN).
Purpose(s):
To determine persons listed in the `Individual-Category' above,
pursuant to appropriate preventive medicine programs; to ensure that
employees are qualified to perform duties under environmental stress
and that such stress is limited to lowest level practical.
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:
Information may be disclosed to appropriate Government agencies
whose responsibility falls within the above occupational health
statutes.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records; magnetic tapes, discs, and printouts.
Retrievability:
By individual's name and/or Social Security Number.
Safeguards:
Access to all records is restricted to designated individuals whose
official duties dictate need therefor. Information in automated media
are further protected by storage in locked rooms. All individuals
afforded access are given periodic orientations concerning sensitivity
of personal information and requirement to prevent unauthorized
disclosure.
Retention and disposal:
Personnel exposure files/monitoring data are retained 5 years after
evaluation and recorded on permanent medical records. Records relating
to individual's health are incorporated in the individual's medical
record.
System manager(s) and address:
Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013, or to the Patient Administrator at the
appropriate medical treatment facility.
Individual must provide full name, Social Security Number, current
address and telephone number, sufficient details to permit locating
records, and signature.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to Chief
Information Officer, Office of the Surgeon General, U.S. Army Medical
Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX
78234-6013, or to the Patient Administrator at the appropriate medical
treatment facility.
Individual must provide full name, Social Security Number, current
address and telephone number, sufficient details
[[Page 42529]]
to permit locating records, and signature.
Contesting record procedures:
The Army's rules for accessing records, and for contesting contents
and appealing initial determination are contained in Army Regulation
340-21; 32 CFR part 505; or may be obtained from the system manager.
Record source categories:
From Army Medical records and reports.
Exemptions claimed for the system:
None.
A0040-14 DASG
System name:
Radiation Exposure Records (February 22, 1993, 58 FR 10060).
Changes:
* * * * *
System Manager(s) and Address:
Delete entry and replace with `Chief Information Officer, Office of
the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.'
* * * * *
A0040-14 DASG
System name:
Radiation Exposure Records.
System location:
Army installations, activities, laboratories, etc., which use or
store radiation producing devices or radioactive materials or
equipment. An automated segment exists at Lexington Blue Grass Depot,
KY 40511-5000.
Categories of individuals covered by the system:
Persons employed by the Army, including employees of contractors,
who are occupationally exposed to radiation or radioactive materials.
Categories of records in the system:
Documents reflecting individual's training, experience, and
certification to work within hazardous environments such as require the
handling of or exposure to radioactive materials or equipment, exposure
to radiation. Records may include DD Form 1852 (Dosimeter Application
and Record of Occupational Radiation Exposure), DD Form 1141 (Dosimetry
Record), DA Form 3484 (Photodosimetry Report), SF 11-206, exposed
dosimetry film; investigative reports of harmful chemical, biological,
and radiological exposures; relevant management reports.
Automated records contain data elements such as individual's name,
Social Security Number, date of birth, film badge number, coded cross-
reference to place of assignment at time of exposure, dates of exposure
and radiation dose, cumulative exposure, type of measuring device, and
coded cross-reference to qualifying data regarding exposure readings.
Authority for maintenance of the system:
29 U.S.C. 668; U.S. Nuclear Regulatory Commission Regulation (10
CFR part 19); Department of Labor Regulation (29 CFR part 1910); and
E.O. 9397 (SSN).
Purpose(s):
To ensure individual qualifications to handle radioactive materials
and/or to work under management identified stressful conditions; to
monitor, evaluate, and control the risks of individual exposure to
ionizing radiation or radioactive materials by comparison of short and
long term exposures; to conduct investigations of occupational health
hazards and relevant management studies; to determine safety standards.
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:
Information from this system of records may be disclosed to Federal
agencies, academic institutions, and non-governmental agencies such as
the National Council on Radiation Protection and Measurement, and the
National Research Council which are authorized to conduct research,
evaluation, and monitorship.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Papers in file folders, film packets, magnetic/tapes/discs.
Retrievability:
By individual's name and/or Social Security Number.
Safeguards:
Access to all records is restricted to designated individuals
having official need therefor in the performance of assigned duties. In
addition, access to automated records is controlled by Card Key System,
which requires positive identification and authorization.
Retention and disposal:
Personnel dosimetry and bioassay records are permanent.
Investigative reports of harmful chemical, biological, and radiological
exposures are retained for 30 years. Processed film showing individual
exposure is retained 5 years after evaluation and recorded on permanent
records. Medical test results are transferred to military members
medical records or, in the case of civilians, to their civilian
personnel records on reassignments, transfer, or separation.
System manager(s) and address:
Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
Individual must furnish full name, Social Security Number, dates
and locations at which exposed to radiation or radioactive materials,
etc., and signature.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to Chief
Information Officer, Office of the Surgeon General, U.S. Army Medical
Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX
78234-6013.
Individual must furnish full name, Social Security Number, dates
and locations at which exposed to radiation or radioactive materials,
etc., and signature.
Contesting record procedures:
The Army's rules for accessing records, and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
[[Page 42530]]
Record source categories:
From the individual, dosimetry film, Army and/or DoD records and
reports.
Exemptions claimed for the system:
None.
A0040-31a DASG
System name:
Pathology Consultation Record Files (February 22, 1993, 58 FR
10061).
Changes:
* * * * *
System Manager(s)and Address:
Delete entry and replace with `Chief Information Officer, Office of
the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.'
* * * * *
A0040-31a DASG
System name:
Pathology Consultation Record Files.
System location:
Armed Forces Institute of Pathology, Walter Reed Army Medical
Center, Washington, DC 20307-5001.
Categories of individuals covered by the system:
Individuals treated in military or civilian medical facilities
whose cases were reviewed on a consultative basis by members of the
staff of the Armed Forces Institute of Pathology.
Categories of records in the system:
Documents, tissue blocks, microscopic slides, X-rays and
photographs reflecting outpatient or inpatient treatment or observation
of all individuals on whose cases consultation has been requested.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 55; and
E.O. 9397 (SSN).
Purpose(s):
To ensure complete medical data are available to pathologist
providing consultative diagnosis to requesting physician in order to
improve quality of care provided to individuals; to provide a data base
for education of medical personnel; to provide a data base for medical
research and statistical purposes and when required by law or for
official 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:
Individual records may be released to referring physician, to
physicians treating the individual, to qualified medical researchers
and students, and to other Federal agencies and law enforcement
personnel when requested for official purposes involving criminal
prosecution, civil court action or regulatory orders.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records, X-rays, photographs in paper file folders,
microfiche, magnetic tape, printout; tissue blocks in appropriate
storage containers; and microscopic slides in cardboard file folders.
Retrievability:
By last name or terminal digit number (Social Security Number) or
accession number assigned when case is received for consultation.
Safeguards:
Access to the Armed Forces Institute of Pathology is controlled.
Records are maintained in areas accessible only to authorized personnel
who are properly screened and trained.
Retention and disposal:
Retained as long as case material has value for medical research or
education. Individual cases are reviewed periodically and materials no
longer of value to the Institute are destroyed.
System manager(s) and address:
Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Chief, Patient Records and Tissue Repository Division, Armed
Forces Institute of Pathology, Walter Reed Army Medical Center,
Washington, DC 20307-5001.
Requesting individual must submit full name, name, Social Security
Number or service number of military sponsor and branch of military
service, if applicable, or accession number assigned by the Armed
Forces Institute of Pathology, if known. For requests made in person,
identification such as military ID card or valid driver's license is
required.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the Chief,
Patient Records and Tissue Repository Division, Armed Forces Institute
of Pathology, Walter Reed Army medical Center, Washington, DC 20307-
5001.
Requesting individual must submit full name, name, Social Security
Number or service number of military sponsor and branch of military
service, if applicable, or accession number assigned by the Armed
Forces Institute of Pathology, if known. For requests made in person,
identification such as military ID card or valid driver's license is
required.
Contesting record procedures:
The Army's rules for accessing records, and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
Record source categories:
Interview, diagnostic test, other available administrative or
medical records obtained from civilian or military sources.
Exemptions claimed for the system:
None.
A0040-31b DASG
System name:
Research and Experimental Case Files (February 22, 1993, 58 FR
10062).
Changes:
* * * * *
System Location:
After `1 copy will be located at' replace address with `The Surgeon
General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite
13, Fort Sam Houston, TX 78234-6013.'
* * * * *
System Manager(s)and Address:
Delete entry and replace with `Chief Information Officer, Office of
the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.'
* * * * *
[[Page 42531]]
A0040-31b DASG
System name:
Research and Experimental Case Files.
System location:
U.S. Army Medical Research Institute of Chemical Defense, Aberdeen
Proving Ground, MD 21010-5425.
Individual research/test/medical documents (paper records) are
contained in individual's health record which, for reserve and retired
military members, is at the U.S. Army Reserve Components Personnel and
Administration Center, St. Louis, MO; for other separated military
members, is at the National Personnel Records Center, 9700 Page
Boulevard, St. Louis, MO 63132-5200; for military members on active
duty, is at the servicing medical facility/center; for civilians (both
Federal employees and prisoners) is in a special file at the National
Personnel Records Center.
As paper records are converted to microfiche, the original (silver
halide) and 1 copy of the microfiche will be located at the Washington
National Records Center; 1 copy will be located at Chief Information
Officer, Office of the Surgeon General, U.S. Army Medical Command,
ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013;
1 copy will reside with the Army contractor-the National Academy of
Sciences; and 1 copy retained at the U.S. Army Medical Research
Institute of Chemical Defense.
Historical 16mm film and audio visual tapes are at Norton Air Force
Base, CA.
Categories of individuals covered by the system:
Volunteers (military members, Federal civilian employees, state
prisoners) who participated in Army tests of potential chemical agents
and/or antidotes from the early 1950's until the program ended in 1975.
Categories of records in the system:
Individual pre-test physical examination records and test records
of performance and biomedical parameters measured during and after test
exposure.
Authority for maintenance of the system:
10 U.S.C. 3013; Pub.L. 103-160; and E.O. 9397 (SSN).
Purpose(s):
To follow up on individuals who voluntarily participated in Army
chemical/biological agent research projects for the purpose of
assessing risks/hazards to them, and for retrospective medical/
scientific evaluation and future scientific and legal significance.
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:
Information may be disclosed to the Department of Veterans Affairs
in connection with benefits determinations.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in individual's medical file folders; see `system
location' above for storage of microfiche, computer magnetic tapes and
paper printouts, video tapes and 16mm film.
Retrievability:
Paper records in individual's health record are retrieved by
surname and/or service number/Social Security Number. Microfiche are
retrieved by individual's surname. Film/video tape is accessed by case
number and/or volunteer's number. Automated records are accessed by
volunteer's number or case number.
Safeguards:
Paper records and microfiche are kept in locked rooms/compartments
with access limited to authorized personnel. Access to computerized
data is by use of a valid site ID number assigned to the individual
terminal and by a valid user ID and password code assigned to
authorized user, changed periodically to avoid compromise. Data entry
is on-line using a dial-up terminal. Computer files are controlled by
keys known only to U.S. Army Medical Research Institute of chemical
Defense personnel assigned to work on the data base. Data base output
is available only to designated computer operators at the Institute.
Computer facility has double barrier physical protection. The remote
terminal is in a room which is locked when vacated and the building is
secured when unoccupied. The contractor (National Academy of Sciences)
employs equal safeguards which meet Army standards for Privacy Act
data.
Retention and disposal:
Records stored in the computer and on microfiche are retained
indefinitely at the sites identified under `system location'. Paper
medical records in an individual's health record are retained
permanently.
System manager(s) and address:
Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, U.S. Army Medical Research Institute of Chemical
Defense, Aberdeen Proving Ground, MD 21010-5425.
Individual should provide full name, Social Security Number,
current address and telephone number of the requester.
For personal visits, the individual should be able to provide
acceptable identification such as valid driver's license, employer or
other individually identifying number, building pass, etc.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, U.S. Army Medical Research Institute of Chemical Defense,
Aberdeen Proving Ground, MD 21010-5425.
Individual should provide full name, Social Security Number,
current address and telephone number of the requester.
For personal visits, the individual should be able to provide
acceptable identification such as valid driver's license, employer or
other individually identifying number, building pass, etc.
Contesting record procedures:
The Army's rules for accessing records, and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
Record source categories:
From the individual through test/questionnaire forms completed at
test location; from medical authorities/sources by evaluation of data
collected previous to, during, and following tests while individual was
in this research program.
Exemptions claimed for the system:
None.
[[Page 42532]]
A0040-66a DASG
System name:
Medical Staff Credentials File (April 28, 1993, 58 FR 25813).
Changes:
* * * * *
System Manager(s) and Address:
Delete entry and replace with `Chief Information Officer, Office of
the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.'
* * * * *
A0040-66a DASG
System name:
Medical Staff Credentials File.
System location:
Medical treatment facilities at Army commands, installations and
activities. Official mailing addresses are published as an appendix to
the Army's compilation of record systems notices.
Categories of individuals covered by the system:
Individuals performing clinical practice in medical treatment
facilities.
Categories of records in the system:
Documents reflecting delineation of clinical privileges and
clinical performance and medical malpractice case files.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 55; and
E.O. 9397 (SSN).
Purpose(s):
To determine and assess capability of practitioner's clinical
practice.
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:
In specific instances, clinical privileged information from this
system of records may be provided to civilian and military medical
facilities, Federation of State Medical Boards of the United States,
State Licensure Authorities and other appropriate professional
regulating bodies for use in assuring high quality health care.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders.
Retrievability:
By individual's surname.
Safeguards:
Records are maintained in areas accessible only to the medical
treatment facility commander and credentials committee members.
Retention and disposal:
Records are retained in medical treatment facility of individual's
last assignment. Records of military members are transferred to
individual's Military Personnel Records Jacket upon separation or
retirement. Records on civilian personnel are destroyed 5 years after
employment terminates.
Medical malpractice case files are destroyed after 10 years.
System manager(s) and address:
Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the commander of the medical treatment where practitioner provided
clinical service. Official mailing addresses are published as an
appendix to the Army's compilation of record systems notices.
For verification purposes, the individual should provide the full
name, Social Security Number, and signature.
Record access procedures:
Individuals seeking access to records about themselves contained in
this record system should address written inquiries to the commander of
the medical treatment where practitioner provided clinical service.
Official mailing addresses are published as an appendix to the Army's
compilation of record systems notices.
For verification purposes, the individual should provide the full
name, Social Security Number, and signature.
Contesting record procedures:
The Army's rules for accessing records, and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
Record source categories:
Interviewer, individual's application, medical audit results, other
administrative or investigative records obtained from civilian or
military sources.
Exemptions claimed for the system:
None.
A0040-400 DASG
System name:
Entrance Medical Examination Files (February 22, 1993, 58 FR
10065).
Changes:
* * * * *
System Manager(s) and Address:
Delete entry and replace with `Chief Information Officer, Office of
the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.'
* * * * *
A0040-400 DASG
System name:
Entrance Medical Examination Files.
System location:
Army medical examining facilities; Military Enlistment Processing
Stations (for enlistees); Department of Defense Medical Review Board,
U.S. Academy, CO 80840-2200 (except for reservists). Official mailing
addresses are published as an appendix to the Army's compilation of
record systems notices.
Categories of individuals covered by the system:
Individuals who enroll in the Reserve Officers Training Corps
program, enlist or are appointed in the U.S. Army or U.S. Army
Reserves, or are appointed as a cadet to the U.S. Military Academy.
Categories of records in the system:
Entrance medical examination and resulting documentation such as SF
88, Report of Medical Examination, and SF 93, Report of Medical
History, together with relevant and supporting documents.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 55; and
E.O. 9397 (SSN).
Purpose(s):
To determine medical acceptance of applicant for military service
and
[[Page 42533]]
thereafter to properly assign and use individual. Management data are
derived and used by Health Services Command to evaluate effectiveness
of procurement medical standards.
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' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders; selected management data are stored
on word processing or magnetic discs and tapes.
Retrievability:
By individual's surname.
Safeguards:
Records are maintained in buildings using security guards,
accessible only to authorized personnel having official need for the
information who are properly screened and trained.
Retention and disposal:
Original SF 88 and 93 become permanent documents in individual's
Health Record; 1 copy of these forms and supporting documentation is
retained by the Army or Military Enlistment Processing Station
examining Facility for 1 year; 1 copy is forwarded to the Department of
Defense Medical Review Board where it is retained for 5 years. Records
of individuals rejected for military service are retained for
statistical analyses, but for no longer than 2 years, after which they
are destroyed.
System manager(s) and address:
Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the commander of the medical examining facility where physical
examination was given. Official mailing addresses are published as an
appendix to the Army's compilation of systems of records notices.
For verification purposes, the individual should provide the full
name, Social Security Number, home address, approximate date of the
examination, and signature.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
commander of the medical examining facility where physical examination
was given. Official mailing addresses are published as an appendix to
the Army's compilation of systems of records notices.
For verification purposes, the individual should provide the full
name, Social Security Number, home address, approximate date of the
examination, and signature.
Contesting record procedures:
The Army's rules for accessing records, and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
Record source categories:
From the individual; from the physician and other medical
personnel.
Exemptions claimed for the system:
None.
A0040-407 DASG
System name:
Army Community Health Nursing Records - Family Records (February
22, 1993, 58 FR 10065).
Changes:
* * * * *
System Manager(s) and Address:
Delete entry and replace with `Chief Information Officer, Office of
the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.'
* * * * *
A0040-407 DASG
System name:
Army Community Health Nursing Records - Family Records.
System location:
Army Medical Centers and hospitals. Official mailing addresses are
published as an appendix to the Army's compilation of systems of
records notices.
Categories of individuals covered by the system:
Individuals eligible for Army military medical care.
Categories of records in the system:
Family Record Form (DA Form 3762) Case Referral Form (DA Form
3763); Medical diagnosis, observations, socioeconomic plans and goals
for nursing care, summarization of consultations, and similar relevant
documents and reports.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 55; and
E.O. 9397 (SSN).
Purpose(s):
To identify family members who receive Army community health
nursing care.
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' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders retained in the Army Community Health
Nursing Office; copy of DA Forms 3762 and 3763 is filed in individual's
outpatient medical record.
Retrievability:
By surname of eligible military member or sponsor.
Safeguards:
Records are maintained in areas accessible only to authorized
personnel having official need therefor. Facilities are locked during
non-duty hours.
Retention and disposal:
Records are destroyed 3 years after case is closed.
System manager(s) and address:
Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
[[Page 42534]]
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Patient Administrator of the Army medical treatment facility
which provided the health nursing care. Official mailing addresses are
published as an appendix to the Army's compilation of systems of
records notices.
For verification purposes, the individual should furnish the full
name, Social Security Number, name and Social Security Number of
sponsor, if applicable, relationship to military member, current
address and telephone number, and signature.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Patient Administrator of the Army medical treatment facility which
provided the health nursing care. Official mailing addresses are
published as an appendix to the Army's compilation of systems of
records notices.
For verification purposes, the individual should furnish the full
name, Social Security Number, name and Social Security Number of
sponsor, if applicable, relationship to military member, current
address and telephone number, and signature.
Contesting record procedures:
The Army's rules for accessing records, and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
Record source categories:
From the individual, family members, other persons having
information relevant to health of family members; educational
institutions; civilian health, welfare, and recreational agencies;
civilian law enforcement agencies.
Exemptions claimed for the system:
None.
A0040-905 DASG
System name:
Privately Owned Animal Record Files (April 28, 1993, 58 FR 25814).
Changes:
* * * * *
System Manager(s) and Address:
Delete entry and replace with `Chief Information Officer, Office of
the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth
Road, Suite 13, Fort Sam Houston, TX 78234-6013.'
* * * * *
A0040-905 DASG
System name:
Privately Owned Animal Record Files.
System location:
Veterinary service at medical facilities on Army installations and
activities. Official mailing addresses are published as an appendix to
the Army's compilation of systems of records notices.
Categories of individuals covered by the system:
Persons whose privately owned animals receive veterinary care.
Categories of records in the system:
Name, Social Security Number, home address and telephone number of
animal's owner; record of treatment of animal; and related information.
Authority for maintenance of the system:
10 U.S.C. 3013; and E.O. 9397 (SSN).
Purpose(s):
To record registration, vaccination, and/or treatment of animals;
to compile statistical data; and to identify animals registered with
the Veterinary Treatment Facility.
Used by veterinarians and health care authorities to identify the
animal, verify ownership, record history, and to insure veterinary
care, treatment and immunizations provided to animals of authorized
owners is recorded; to compile statistical data; conduct research;
teach; assist in law enforcement, to include investigation and
litigation; and evaluate the care provided.
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 information may be used to aid in preventive health and
communicable disease control programs, report medical conditions
required by law to Federal, state, and local agencies.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices also apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders and other computerized or machine
readable media.
Retrievability:
By name and Social Security Number of the animal's owner.
Safeguards:
Records are maintained in buildings which are locked when
unattended and are accessed only by authorized personnel having an
official need-to-know.
Retention and disposal:
Destroy upon death of the animal, transfer of owner, or 2 years
after last entry in the record.
System manager(s) and address:
Chief Information Officer, Office of the Surgeon General, U.S. Army
Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam
Houston, TX 78234-6013.
Notification procedure:
Individuals seeking to determine if information about themselves is
contained in this record system should address written inquiries to the
veterinary facility at the installation where the animal was treated or
euthanized. Official mailing addresses are published in the Army's
compilation of record systems notices.
Animal owner should provide the full name, Social Security Number,
home address and telephone number and the animal's rabies vaccination
number.
Record access procedures:
Individuals seeking access to records about themselves contained in
this record system should address written inquiries to the veterinary
facility at the installation where the animal was treated or
euthanized. Official mailing addresses are published in the Army's
compilation of record systems notices.
Animal owner should provide the full name, Social Security Number,
home address and telephone number and the animal's rabies vaccination
number.
Personal visits may be made to the veterinary facility where animal
was treated. Owner must provide personal identification such as a valid
military identification card or driver's license.
Contesting record procedures:
The Army's rules for accessing records, and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-
[[Page 42535]]
21; 32 CFR part 505; or may be obtained from the system manager.
Record source categories:
From the animal owner, veterinarian reports, and similar or related
documents.
Exemptions claimed for the system:
None.
[FR Doc. 97-20796 Filed 8-6-97; 8:45 am]
BILLING CODE 5000-04-F