[Federal Register Volume 64, Number 185 (Friday, September 24, 1999)]
[Notices]
[Pages 51807-51808]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-24861]


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OFFICE OF PERSONNEL MANAGEMENT


Privacy Act of 1974; Amendment to a System of Records

AGENCY: Office of Personnel Management (OPM).

ACTION: Notice to amend two systems of records.

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SUMMARY: OPM proposes to amend two systems of records in its inventory 
of record systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), 
as amended. This action is necessary to meet the requirements of the 
Privacy Act to publish in the Federal Register notice of the existence 
and character of record systems maintained by the agency (5 U.S.C. 
552a(e)(4)).

DATES: The changes will be effective without further notice on November 
3, 1999, unless comments are received that would result in a contrary 
determination.

ADDRESSES: Send written comments to Office of Personnel Management, 
ATTN: Mary Beth Smith-Toomey, Office of the Chief Information Officer, 
1900 E Street NW., Room 5415, Washington, DC 20415-7900.

FOR FURTHER INFORMATION CONTACT: Mary Beth Smith-Toomey, (202) 606-
8358.

SUPPLEMENTARY INFORMATION: This notice covers OPM/INTERNAL-4 and OPM/
INTERNAL-9. The location and manager for OPM/INTERNAL-4 have been 
updated to reflect the realignment of the Health Unit from the Office 
of Contracting and Administration Services to the Office of Human 
Resources and EEO. OPM/INTERNAL-9 has been amended to reflect the 
agency's current organizational structure and to delete references to 
obsolete internal publications.

U.S. Office of Personnel Management.
Janice R. Lachance,
Director.
OPM/INTERNAL-4

SYSTEM NAME:
    Health Program Records.

SYSTEM LOCATION:
    Office of Human Resources and EEO, Office of Personnel Management, 
1900 E Street NW., Washington, DC 20415 for individuals receiving 
health services at the central office. Other OPM employees receive 
health services from other agencies, such as the Public Health Service 
or the General Services Administration.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have received health services from OPM's Health 
Unit at 1900 E Street NW.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system is comprised of records developed as a result of an 
individual's utilization of services provided by the OPM Health Unit. 
These records contain the following information:
    a. Medical history and other biographical data on those individuals 
requesting employee health maintenance physical examinations.
    b. Test reports and medical diagnoses based on employee health 
maintenance physical examinations or health screening programs (tests 
for medical conditions or diseases).
    c. History of complaint(s), assessment, and treatment of injuries 
and illness presented to Health Unit staff.
    d. Immunization records.
    e. Medication administered by Health Unit staff. f. Referrals to 
other health care providers.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Includes the following with any revisions or amendments:
    5 U.S.C. 7901, as further defined in OMB Circular No. A-72.

PURPOSE(S):
    These records document utilization of health services provided by 
OPM's Health Unit.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Routine uses 3, 4, and 7 of the Prefatory Statement at the 
beginning of OPM's system notices (60 FR 63075, effective January 17, 
1996) apply to the records maintained within this system. The routine 
uses listed below are specific to this system of records only:
    a. To refer information required by applicable law to be disclosed 
to a Federal, State, or local public health service agency, concerning 
individuals who have contracted certain communicable diseases or 
conditions. Such information is used to prevent further outbreak of the 
disease or condition.
    b. To disclose information to the appropriate Federal, State, or 
local agency responsible for investigation of an accident, disease, 
medical condition, or injury as required by pertinent legal authority.
    c. To disclose to the Office of Workers' Compensation Programs in 
connection with a claim for benefits filed by an employee.

    Note: Disclosure of these records beyond officials of OPM having 
a bona fide need for them or to the person to whom they pertain, is 
rarely made, as disclosures of information pertaining to an 
individual with a history of alcohol or drug abuse must be limited 
in compliance with the restriction of the Confidentiality of Alcohol 
and Drug Abuse Patient Records regulations 42 CFR part 2. Records 
pertaining to the physical and mental fitness of employees are, as a 
matter of OPM policy, afforded the same degree of confidentiality 
and are generally not disclosed.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, RETAINING AND DISPOSING 
OF RECORDS IN THE SYSTEM:
STORAGE:
    These records are maintained as hard copy records.

RETRIEVABILITY:
    These records are retrieved by the name, date of birth, or Social 
Security Number of the individual to whom they pertain.

SAFEGUARDS:
    These records are maintained in lockable file cabinets in a room 
with access limited to Health Unit personnel whose duties require 
access.

[[Page 51808]]

RETENTION AND DISPOSAL:
    Records of the central office Health Unit are maintained up to six 
years from the date of the last entry. Employees are given their 
records on request upon separation. Otherwise, the records are burned 
approximately three months after separation.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief, Health Unit, Office of Human Resources and EEO, Office of 
Personnel Management, 1900 E Street NW., Washington, DC 20415.

NOTIFICATION PROCEDURE:
    Individuals wishing to inquire whether this system of records 
contains information about them should contact the system manager. 
Individuals must furnish the following information for their records to 
be located and identified:
    a. Full Name.
    b. Any former name.
    c. Date of birth.
    d. Social Security Number.

RECORD ACCESS PROCEDURE:
    Individuals wishing to request access to records about them should 
contact the system manager. Individuals must furnish the following 
information for their records to be located and identified:
    a. Full name.
    b. Any former name.
    c. Date of birth.
    d. Social Security Number.
    Any individual requesting access must also follow OPM's Privacy Act 
regulation regarding verification of identity and access to records (5 
CFR part 297).

CONTESTING RECORD PROCEDURE:
    Individuals wishing to request amendment of their records should 
contact the system manager. Individuals must furnish the following 
information for their records to be located and identified:
    a. Full name.
    b. Any former name.
    c. Date of birth.
    d. Social Security Number.
    An individual requesting amendment must also follow OPM's Privacy 
Act regulation verification of identity and amendment of records (5 CFR 
part 297).

RECORD SOURCE CATEGORIES:
    Information in this system of records is obtained from:
    a. The individual to whom the information pertains.
    b. Laboratory reports and test results.
    c. OPM Health Unit physicians, nurses and other medical technicians 
who have examined, tested, or treated the individual.
    d. The individual's coworkers or supervisors.
    e. The individual's personal physician.
    f. Other Federal employee health units.
OPM/INTERNAL-9

SYSTEM NAME:
    Employee Locator Card Files.

SYSTEM LOCATION:
    Office of Human Resources and EEO, Office of Personnel Management, 
1900 E Street NW., Washington, DC 20415-0001.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees of OPM.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains information regarding the organizational 
location and telephone extension of individual OPM employees. The 
system also contains the home address and telephone number of the 
employee and the name, address, and telephone number of an individual 
to contact in the event of a medical or other emergency involving the 
employee.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Includes the following with any revisions or amendments:
    5 U.S.C. 301.

PURPOSE(S):
    Information is collected for this system in order to identify an 
individual for OPM officials to contact, should an emergency of a 
medical or other nature involving the employee occur while the employee 
is on the job. These records may be used to locate individuals for 
personnel research.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Routine uses 1 through 11 of the Prefatory Statement at the 
beginning of OPM's system notices apply to the records maintained 
within this system. There are no routine uses unique to this system of 
records.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, RETAINING AND DISPOSING 
OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are maintained on cards or in an automated format.

RETRIEVABILITY:
    Records are retrieved by the name of the individual on whom they 
are maintained.

SAFEGUARDS:
    Records are maintained in secured areas and are available only to 
authorized personnel whose duties require access.

RETENTION AND DISPOSAL:
    Records are maintained as long as the individual is an employee of 
OPM. Expired records are destroyed by burning, shredding, or erasure of 
tapes/disks.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Office of Human Resources and EEO, Office of Personnel 
Management, 1900 E Street NW., Washington, DC 20415.

NOTIFICATION PROCEDURE:
    OPM employees wishing to inquire whether this system contains 
information about them should contact the system manager.
    Individuals must furnish the following information for their 
records to be located and identified:
    a. Full name.

RECORD ACCESS PROCEDURE:
    OPM employees wishing to request access to records about them 
should contact the system manager. Individuals must furnish the 
following information for their records to be located and identified:
    a. Full name.
    Individuals requesting access must also comply with OPM's Privacy 
Act regulations regarding verification of identity and access to 
records (5 CFR part 297).

CONTESTING RECORD PROCEDURE:
    OPM employees may amend information in these records at any time by 
resubmitting updated information. Individuals wishing to request 
amendment of their records under the provisions of the Privacy Act 
should contact the system manager. Individuals must furnish the 
following information for their records to be located and identified:
    a. Full name.
    Individuals requesting amendment must also follow OPM's Privacy Act 
regulations regarding verification of identity and amendment of records 
(5 CFR part 297).

RECORD SOURCE CATEGORIES:
    Information is provided by the individual who is the subject of the 
record.

[FR Doc. 99-24861 Filed 9-23-99; 8:45 am]
BILLING CODE 6325-01-P