[Federal Register Volume 68, Number 97 (Tuesday, May 20, 2003)]
[Notices]
[Pages 27540-27545]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-12508]


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DEPARTMENT OF DEFENSE

Department of the Air Force


Privacy Act of 1974; System of Records

AGENCY: Department of the Air Force, DoD.

ACTION: Notice to delete and amend systems of records.

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SUMMARY: The Department of the Air Force is deleting four systems of 
records notices from its existing inventory of record systems and 
amending four notices subject to the Privacy Act of 1974, (5 U.S.C. 
552a), as amended.
    Three of the amendments are required to alert the users of these 
systems of records of the additional requirements of the Health 
Insurance Portability and Accountability Act (HIPAA) of 1996, as

[[Page 27541]]

implemented by DoD 6025.18-R, DoD Health Information Privacy 
Regulation. Language being added under the `Routine Use' category is as 
follows:


    Note: This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.''



DATES: This proposed actions will be effective without further notice 
on June 19, 2003, unless comments are received which result in a 
contrary determination.

ADDRESSES: Send comments to the Air Force Privacy Act Manager, Office 
of the Chief Information Officer, AF-CIO/P, 1155 Air Force Pentagon, 
Washington, DC 20330-1155.

FOR FURTHER INFORMATION CONTACT: Mrs. Anne Rollins at (703) 601-4043.

SUPPLEMENTARY INFORMATION: The Department of the Air Force 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 records systems being amended are set 
forth below followed by the notices, as amended, published in their 
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: May 13, 2003.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
Deletions
F033 AFSG A

System Name:
    High Level Inquiry File (June 11, 1997, 62 FR 31793).
    Reason: Records are now being maintained under the Air Force 
Privacy Act system of records notice F033 AFSG B, entitled 
`Professional Inquiry Records System'.
F036 AETC C

System Name:
    Air Force Reserve Officer Training Corps Qualifying Test Scoring 
System (June 11, 1997, 62 FR 31793).
    Reason: The system of records is no longer needed. All records have 
been destroyed.
F036 AETC Q

System Name:
    Institutional Research Analysis System (June 11, 1997, 62 FR 
31793).
    Reason: The system of records was never established.
F044 AFSGA

System Name:
    United States Air Force Hearing Conservation Record System (June 
11, 1997, 62 FR 31793).
    Reason: Records are now being maintained under the Air Force 
Privacy Act systems of records notices F044 AF SG D, entitled 
`Automated Medical/Dental Record System'' and F044 AF SG E, entitled 
`Medical Record System'.
Amendments
F044 AF SG H

System Name:
    Air Force Aerospace Physiology Training Programs (June 11, 1997, 62 
FR 31793).
    Changes:
* * * * *

Categories of Records in the System:
    Delete `quality performance, training flight profiles'; after 
`location of training' add `Social Security Number, rank, crew 
position, aero rating, organization, base assigned, MAJCOM, phone 
number; delete `age, height, weight'.

Purpose(s):
    After `trainees' add `academic grade'; delete `performance'; delete 
`Physiological' and add `Aerospace Physiology'; delete `Unit'; add 
`Flight'; delete `Coordinator'; add `Consultant'; delete `Human System 
Center, Data Science Division'; add `Air Force Research Laboratory, 
Biodynamic and Protection Division'; delete `Armstrong Laboratory'; add 
`USAF School of Aerospace Medicine, Performance Enhancement 
Department,'
* * * * *

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add to end of entry `Note: This system of records contains 
individually identifiable health information. The DoD Health 
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the 
Health Insurance Portability and Accountability Act of 1996, applies to 
most such health information. DoD 6025.18-R may place additional 
procedural requirements on the uses and disclosures of such information 
beyond those found in the Privacy Act of 1974 or mentioned in this 
system of records notice.'
* * * * *

Storage:
    Replace entry with `Maintained in file folders, on computers, and 
on computer output products.''

Safeguards:
    Replace entry with `Records are accessed by person(s) responsible 
for servicing the record system in performance of their official duties 
and by authorized personnel who are properly screened and cleared for 
need-to-know. Records are stored in locked rooms and cabinets. Those in 
computer storage devices are protected by computer system software.'
* * * * *

Record Source Categories:
    Replace entry with `Aerospace Physiology Training Flight (APTF)'.
* * * * *
F044 AF SG H

System Name: Air Force Aerospace Physiology Training Programs.
System Location:
    Chamber Flight Records located at Human Systems Center, Data 
Sciences Branch, 2510 Kennedy Circle, Suite 3, Brooks Air Force Base, 
TX 78235-5199; Aerospace Physiology Training monthly reports at each 
Air Force Physiological Training Flight; Headquarters Air Force Medical 
Operation Agency, 110 Luke Avenue, Suite 405, Bolling Air Force Base, 
DC 20332-7050; Medical records at USAF School of Aerospace Medicine, 
Force Enhancement Department Hyperbaric Medicine Division, 2510 Kennedy 
Drive, Suite 117, Brooks Air Force Base, TX 78235-5119. Physiological 
training records at Air Force Aerospace Physiology Training Flights; 
individual physiological training records for non-aircrew personnel at 
consolidated flight record custodians at Air Force installations. 
Official mailing addresses are published as an appendix to the Air 
Force's compilation of systems of records notices. National Personnel 
Records Center, Military Personnel Records, 9700 Page Boulevard, St. 
Louis, MO 63132-5100.

Categories of Individuals Covered by the System:
    All Aircrew and non-aircrew personnel required to fly on Air Force 
aircraft.

[[Page 27542]]

Categories of Records in the System:
    Contains data on attendance at formal training, type of course 
received, Social Security Number, rank, crew position, aero rating, 
organization, base assigned, MAJCOM, phone number, and sex of trainees.

Authority for Maintenance of the System:
    10 U.S.C. 8013, Secretary of the Air Force and Air Force 
Instruction 11-403, Air Force Aerospace Physiological Training Program.

Purpose(s):
    Authenticate type of training, location and trainees academic grade 
during course. Flight profiles (altitude chamber) and any reactions 
occurring during flight are maintained by each Aerospace Physiology 
Training Flight for future authentication of training. Additional 
authentication is provided flight managers and scheduling officers and 
copies of flight profiles and reaction data are provided United States 
Air Force School of Aerospace Medicine for research. A compilation of 
select data is forwarded to appropriate Command Consultant for 
Physiological Training for management purposes, to United States Air 
Force School of Aerospace Medicine, and Air Force Research Laboratory, 
Biodynamic and Protection Division for analysis and research, and to 
the Air Force Medical Operations Agency for management and research. 
Data for specific reactors to low pressure are handled as medical 
records with additional distribution to appropriate Major Air Command 
Surgeon for information and possible corrective action, to USAF School 
of Aerospace Medicine, Performance Enhancement Department, Hyperbaric 
Medicine Division for research and analysis and to Headquarters Air 
Force Medical Operations Agency for policy/management/statistical and 
research analysis.

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 DoD `Blanket Routine Uses' published at the beginning of the 
Air Force's compilation of systems of records notices apply to this 
system.

    Note: This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Maintained in file folders, on computers, and on computer output 
products.

Retrievability:
    Data relative to reactors to low pressure, management analysis 
procedures retrieved by Social Security Number. Authentication of 
training filed by name.

Safeguards:
    Records are accessed by commanders of medical centers and hospitals 
and by person(s) responsible for servicing the record system in 
performance of their official duties and by authorized personnel who 
are properly screened and cleared for need-to-know. Records are stored 
in locked rooms and cabinets.

Retention and Disposal:
    Chamber Flight Record at United States Air Force School of 
Aerospace Medicine retained until entered into computer files, until 
superseded, obsolete, or no longer needed for reference. Physiological 
Training Monthly Reports at Headquarters Air Force Medical Operations 
Agency and 89th AMDS/SGPT, Andrews AFB are retained in secure databases 
no longer needed for reference. Copies at Aerospace Physiology Training 
Flights are retained in office files or databases until no longer 
needed for reference, or on inactivation. Physiological Training Record 
are retained until no longer needed for reference; Individual 
Physiological Training Records for non-flying personnel retained as a 
part of individual medical record until member separates from active or 
Reserve duty. For flying personnel, record is retained in flight 
records and turned over to individual upon discharge, separation, or 
retirement.

System Manager(s) and Address:
    Commander, Air Force Medical Operations Agency, 110 Luke Avenue, 
Suite 405, Bolling Air Force Base, DC 20332-7050.

Notification Procedure:
    Individuals seeking to determine whether this system of records 
contains information on themselves should address written inquiries to 
the Chief Aerospace Physiology, Air Force Medical Operations Agency, 
110 Luke Avenue, Suite 405, Bolling Air Force Base, DC 20332-7050.
    Students should provide full name, military status, approximate 
date and last location of training; officers and technicians assigned 
Air Force Aerospace Physiology Programs provide full name and location 
of last training.

Record Access Procedures:
    Individuals seeking to access records about themselves contained in 
this system should address written requests to the Chief Aerospace 
Physiology, Air Force Medical Operations Agency, 110 Luke Avenue, Suite 
405, Bolling Air Force Base, DC 20332-7050.
    Students should provide full name, military status, approximate 
date and last location of training; officers and technicians assigned 
Air Force Aerospace Physiology Programs provide full name and location 
of last training.

Contesting Record Procedures:
    The Air Force rules for accessing records and for contesting 
contents and appealing initial agency determinations are published in 
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from 
the system manager.

Record Source Categories:
    Aerospace Physiology Training Flight.

Exemptions Claimed for the System:
    None.
F044 AF SG B

System Name:
    Drug Abuse Rehabilitation Report System (June 11, 1997, 62 FR 
31793).

Changes:
* * * * *

Storage:
    Replace entry with `Maintained in file folders and on computer, and 
on computer output products.'

Retention and Disposal:
    Add to entry `Computer records are destroyed by erasing, deleting, 
or overwriting.'
* * * * *
F044 AF SG B

System Name:
    Drug Abuse Rehabilitation Report System.

System Location:
    Headquarters United States Air Force and major command 
headquarters.

[[Page 27543]]

Official mailing addresses are published as an appendix to the Air 
Force's compilation of systems of records notices.

Categories of Individuals Covered by the System:
    Any active duty military personnel who are confirmed as drug 
abusers as a result of drug abuse urinalysis testing. These individuals 
are not patients as defined in 42 U.S.C. 300s-3(6).

Categories of Records in the System:
    File contains Drug Abuse Rehabilitation Reports in Electrical 
Message Form in which demographic data; urine testing results and 
abuser disposition are detailed.

Authority for Maintenance of the System:
    Pub. L. 91-513 as applied to Federal agencies by Section 2b of E.O. 
11599, June 17, 1971, Comprehensive Drug Abuse Prevention and Control 
Act of 1970.

Purpose(s):
    At HQ USAF to provide statistical data for required reports to 
Department of Defense (DoD) and to the Special Action Office on Drug 
Abuse Prevention, White House; to perform epidemiological and 
statistical studies for use in evaluating the effectiveness of Air 
Force urinalysis testing programs; to provide information for answering 
congressional 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 DoD `Blanket Routine Uses' published at the beginning of the 
Air Force'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:
    Maintained in file folders and on computer, and on computer output 
products.

Retrievability:
    Retrieved by Social Security Number.

Safeguards:
    Records are accessed by custodian of the record system and are 
controlled by personnel screening.

Retention and Disposal:
    Retained in office files for fifteen years after annual cut-off, 
then destroyed by tearing into pieces, shredding, pulping, macerating 
or burning. Computer records are destroyed by erasing, deleting, or 
overwriting.

System Manager(s) and Address:
    The Surgeon General, Headquarters United States Air Force, 110 Luke 
Avenue, Room 400, Washington, DC 20332-7050.

Notification Procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to or visit the Surgeon General, Headquarters United States Air Force, 
110 Luke Avenue, Room 400, Washington, DC 20332-7050.

Record Access Procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to or visit 
the Surgeon General, Headquarters United States Air Force, 110 Luke 
Avenue, Room 400, Washington DC 20332-7050.

Contesting Record Procedures:
    The Air Force rules for accessing records, and for contesting 
contents and appealing initial agency determinations are published in 
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from 
the system manager.

Record Source Categories:
    Information obtained from medical institutions.

Exemptions Claimed for the System:
    None.
F033 AFSG B

System Name:
    Professional Inquiry Records System (June 11, 1997, 62 FR 31793).

Changes:
* * * * *

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Uses:
    Add to end of entry `Note: This system of records contains 
individually identifiable health information. The DoD Health 
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the 
Health Insurance Portability and Accountability Act of 1996, applies to 
most such health information. DoD 6025.18-R may place additional 
procedural requirements on the uses and disclosures of such information 
beyond those found in the Privacy Act of 1974 or mentioned in this 
system of records notice.'
* * * * *
F033 AFSG B

System Name:
    Professional Inquiry Records System.

System Location:
    At Headquarters United States Air Force, Office of the Surgeon 
General, Assistant for Congressional and Public Affairs, Bolling Air 
Force Base, Washington, DC 20332.

Categories of Individuals Covered by the System:
    Persons who have corresponded with a member of Congress, White 
House, or other high level federal or state executive officials 
concerning the professional aspects of care provided in Air Force 
medical facilities.

Categories of Records in the System:
    File contains copies of all correspondence concerning the inquiry; 
substantiating documents, such as correspondence or memorandums of 
telephone conversations with the appropriate medical facility, draft 
replies, medical records and any other background data.

Authority for Maintenance of the System:
    10 U.S.C. 8013, Secretary of the Air Force.

Purpose(s):
    Records are used as background data for statistical presentations, 
and historical evidence for repeat inquiries by the same individuals. 
Portions of records may be loaned or copies provided to the Department 
of Defense activities for use as background data in evaluating 
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 DoD `Blanket Routine Uses' published at the beginning of the 
Air Force's compilation of systems of records notices apply to this 
system.

    Note: This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most

[[Page 27544]]

such health information. DoD 6025.18-R may place additional 
procedural requirements on the uses and disclosures of such 
information beyond those found in the Privacy Act of 1974 or 
mentioned in this system of records notice.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Maintained in file folders.

Retrievability:
    Retrieved by name.

Safeguards:
    Records are accessed by custodian of the record system and by 
person(s) responsible for servicing the record system in performance of 
their official duties. Records are protected by guards.

Retention and Disposal:
    Retained in office files for two years after annual cut-off, then 
destroyed by tearing into pieces, shredding, pulping, macerating, or 
burning.

System Manager(s) and Address:
    The Surgeon General, Headquarters, United States Air Force, 110 
Luke Avenue, Room 400, Washington, DC 20332-7050.

Notification Procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to or visit the Surgeon General, Headquarters, United States Air Force, 
110 Luke Avenue, Room 400, Washington, DC 20332-7050.

Record Access Procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to or visit 
the Surgeon General, Headquarters, United States Air Force, 110 Luke 
Avenue, Room 400, Washington, DC 20332-7050.

Contesting Record Procedures:
    The Air Force rules for accessing records, and for contesting 
contents and appealing initial agency determinations are published in 
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from 
the system manager.

Record Source Categories:
    Information obtained from medical institutions and from source 
documents.

Exemptions Claimed for the System:
    None.
F044 AF SG C

System Name:
    Dental Health Records (June 11, 1997, 62 FR 31793).

Changes:
* * * * *

System Location:
    Delete `Military' from `Air Force Military Personnel Center'.
* * * * *

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Uses:
    Add to end of entry `Note: This system of records contains 
individually identifiable health information. The DoD Health 
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the 
Health Insurance Portability and Accountability Act of 1996, applies to 
most such health information. DoD 6025.18-R may place additional 
procedural requirements on the uses and disclosures of such information 
beyond those found in the Privacy Act of 1974 or mentioned in this 
system of records notice.'
* * * * *
F044 AF SG C

System Name:
    Dental Health Records.

System Location:
    Air Force hospitals, medical centers and clinics; other authorized 
medical units serving military personnel and/or dependents. Official 
mailing addresses are published as an appendix to the Air Force's 
compilation of record systems notices. Air Force Personnel Center, 
Randolph Air Force Base, TX 78150; National Personnel Records Center, 
Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132-
5100, National Personnel Records Center, Civilian Personnel Records, 
111 Winnebago Street, St. Louis, MO 63118.

Categories of Individuals Covered by the System:
    Active duty and retired Air Force military personnel; Air Force 
Academy nominees/applicants; family members of military and retired 
personnel; foreign Nationals residing in the United States; American 
Red Cross personnel; other DOD civilian employees, Peace Corps and 
State Department personnel; Exchange Officers.

Categories of Records in the System:
    Chronological record of all care received in military dental 
facilities. This is primarily a record of all treatment received on an 
outpatient basis with supporting documentation such as consultations, 
dental history, laboratory, and x-ray reports; the record also includes 
temporary copies of appointment slips and attendance records until 
entered in the record.

Authority for Maintenance of the System:
    10 U.S.C. 55, Medical and Dental Care.

Purpose(s):
    Chronological record of patient's dental health while authorized 
care in a military dental facility. Used by patient for further dental 
care, other uses such as insurance requests or compensation claims as 
specifically authorized by the patient. Used by dentist for further 
dental care of the patient, research, and teaching. Used by other 
patient care providers within the hospital for further medical/dental 
care of the patient, research, and teaching. Used by hospital and 
dental staff for evaluation of dental staff performance in the dental 
care rendered; dental research; teaching; hospital accreditation; 
preparation of statistical reports. Used by Army, Navy, Department of 
Veterans Affairs, Public Health Service, and other hospitals/clinics, 
for further dental care of the patient if currently undergoing 
treatment there. Record is released only upon receipt of the patient's 
signed authorization or a court order. Insurance companies require the 
patients' written consent for release. Used for establishing insurance 
benefits or payment of benefits. Used by other Air Force Agencies such 
as Central Tumor Registry, which maintains files on all patients in 
whom a malignancy has been diagnosed.

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 DoD `Blanket Routine Uses' published at the beginning of the 
Air Force's compilation of record system notices apply to this system, 
except as stipulated in `Note' below.
    Information from the inpatient or outpatient dental records of 
retirees and dependents may be disclosed to third party payers in 
accordance with 10 U.S.C. 1095 as amended by Public Law 99-272, for the 
purpose of collecting reasonable inpatient/outpatient hospital care 
costs incurred on behalf of retirees or dependents.

[[Page 27545]]

    Records are used and reviewed by health care providers in the 
performance of their duties. Health care providers include military and 
civilian providers assigned to the medical facility where care is being 
provided.
    Students participating in a training affiliation program with a 
USAF medical facility may also use and review records as part of their 
training program.
    In addition, records may be disclosed to: (1) 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 members of the Air Force. (2) 
Officials and employees of other departments and agencies of the 
Executive Branch of government upon request in the performance of their 
official duties relating to review of the official qualifications and 
medical history of applicants and employees who are covered by this 
record system and for the conduct of research studies. (3) 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. (4) 
Officials and employees of the National Research Council in cooperative 
studies of the National History of Disease; of prognosis and of 
epidemiology. Each study in which the records of members and former 
members of the Air Force are used must be approved by the Surgeon 
General of the Air Force. (5) Officials and employees of local and 
state governments and agencies in the performance of their official 
duties pursuant to the laws and regulations governing local control of 
communicable diseases, preventive medicine and safety programs, child 
abuse and other public health and welfare programs. (6) Authorized 
surveying bodies for professional certification and accreditations. (7) 
The individual's organization or government agency as necessary when 
required by Federal statute, E.O., or by treaty.

    Note: Records of identity, diagnosis, prognosis or treatment of 
any client/patient, irrespective of whether or when he/she ceases to 
be a client/patient, maintained in connection with the performance 
of any alcohol/drug abuse treatment function conducted, requested, 
or directly or indirectly assisted by any department or agency of 
the United States, shall, except as provided herein, be confidential 
and be disclosed only for the purposes and under the circumstances 
expressly authorized in 42 U.S.C. 290dd-2. These statutes take 
precedence over the Privacy Act of 1974 in regard to accessibility 
of such records except to the individual to whom the record 
pertains. The DoD `Blanket Routine Uses' do not apply to these types 
of records.


    Note: This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Maintained in file folders, notebooks/binders, visible file 
binders/cabinets, card files, on x-ray film, and as photographs.

Retrievability:
    Retrieved by name and Social Security Number.

Safeguards:
    Records are accessed by commanders of medical centers and 
hospitals, custodian of the record system and by person(s) responsible 
for servicing the record system in performance of their official duties 
and who are properly screened and cleared for need-to-know. Records are 
stored in locked cabinets or rooms, protected by guards, and controlled 
by personnel screening.

Retention and Disposal:
    Records for military personnel are retained for 50 years after date 
of last document; for all others, 25 years. While on active duty, the 
Health Record of a U.S. military member is maintained at the dental 
unit at which the person receives treatment. On separation/retirement 
the records are forwarded to National Personnel Records Center (NPRC/
MPR) or other designated depository; such as Air Reserve Personnel 
Center, if reservist; to appropriate state National Guard unit, if 
National Guard member, to appropriate Department of Veterans Affairs 
Regional Office, if VA claim has been filed. Records of other personnel 
may be hand carried or mailed to the next military medical facility at 
which treatment will be received, or the records are retained at the 
treating facility for a minimum of 1 year after date of last treatment 
then retired to NPRC or other designated depository, such as but not 
limited to, Commandant (G-PO) U.S. Coast Guard, Washington DC 20593 for 
Coast Guard active duty members; Medical Director, American Red Cross, 
Washington DC 20006 for Red Cross Personnel.

System Manager(s) and Address:
    The Surgeon General, Headquarters United States Air Force. 
Assistant Surgeon General for Dental Services USAF; commanders of 
medical centers, hospitals, clinics, and medical aid stations. Official 
mailing addresses are published as an appendix to the Air Force's 
compilation of record systems notices.

Notification Procedure:
    Individuals seeking to determine whether this system of records 
contains information on them should address inquiries to or visit the 
system manager giving complete name, social security number of 
individual through whom eligibility for care is established, year in 
which treatment was received, location treatment was received, whether 
treatment was on an inpatient or outpatient basis.

Record Access Procedures:
    Individuals seeking to access records about themselves contained in 
this system should address requests to the system manager. An 
appropriately signed authorization for the release of information is 
required with complete name and Social Security Number of individual 
through whom eligibility for care was established.

Contesting Record Procedures:
    The Air Force rules for accessing records, and for contesting 
contents and appealing initial agency determinations are published in 
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from 
the system manager.

Record Source Categories:
    Information obtained from patient and other medical institutions.

Exemptions Claimed for the System:
    None.

[FR Doc. 03-12508 Filed 5-19-03; 8:45 am]
BILLING CODE 5000-08-P