[Federal Register Volume 68, Number 115 (Monday, June 16, 2003)]
[Notices]
[Pages 35646-35652]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-15044]


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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 Amend Systems of Records.

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SUMMARY: The Department of the Air Force is amending six systems of 
records notices in its existing inventory of record systems subject to 
the Privacy Act of 1974, (5 U.S.C. 552a), as amended.
    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 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 action will be effective without further notice 
on July 16, 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: June 5, 2003.
Patricia Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
F044 AF SG J

System name:
    Air Force Blood Program (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.'
* * * * *
F044 AF SG J

System name:
    Air Force Blood Program.

System location:
    Air Force hospitals, medical centers and clinics. 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:
    Active duty and retired military personnel, dependents of military 
personnel, government employees.

Categories of records in the system:
    Emergency blood donor list, donor record cards, and a roster/list 
by blood type and Rh factor.

Authority for maintenance of the system:
    42 U.S.C. 262, Regulation of biological products, as implemented by 
Air Force Instruction 44-105, The Air Force Blood Program.

Purpose(s):
    Used by Air Force medical centers, hospitals and clinics to 
control, coordinate and process request for blood donors.

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 and in card files.

Retrievability:
    Retrieved by name. Rosters/lists are filed chronologically.

Safeguards:
    Records are accessed by person(s) responsible for servicing the 
record system in performance of their official duties, and by 
commanders of medical centers, hospitals and clinics. Records are 
stored in security file containers/cabinets.

Retention and disposal:
    Retained in office files until superseded, obsolete, no longer 
needed for reference, or on inactivation, then destroyed by tearing 
into pieces, shredding, pulping, macerating, or burning. Donor record 
cards are retained in office files for seven years.

System manager(s) and address:
    The Surgeon General, Headquarters United States Air Force. Official 
mailing addresses are published as an appendix to the Air Force's 
compilation of systems of records notices.

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. 
Official mailing

[[Page 35647]]

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

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

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:
    Documents prepared by the Air Force.

Exemptions claimed for the system:
    None.
F044 AF SG L

System name:
    Medical Treatment Facility Tumor Registry (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.'
* * * * *
F044 AF SG L

System name:
    Medical Treatment Facility Tumor Registry.

System location:
    Air Force medical centers, hospitals, and clinics.

Categories of individuals covered by the system:
    All individuals who were diagnosed as having or were treated for 
cancer in an armed forces medical treatment facility.

Categories of records in the system:
    Files contain summaries of treatment provided cancer patients, to 
include tumor board evaluations, comprehensive chronological summaries 
of care rendered, a locator system, suspense files for required follow-
up treatment and/or evaluation.

Authority for maintenance of the system:
    10 U.S.C. Chapter 55, Medical and Dental Care.

Purpose(s):
    Used by the military departments for clinical and statistical 
analysis of designated medical and dental cases, their treatment and 
results. The files serve as the repository of clinical information 
relating to individuals evaluated and/or treated in Air Force medical 
facilities. It is used to conduct statistical analysis and to provide 
clinical information to other federal medical services, scientific 
institutions and qualified members of the medical and dental 
professions (information identifiable by name is released only with 
permission of the patient). Information is used by the medical 
facilities to promote education programs and to develop statistics 
designed to be used as a basis for developing improved diagnostic and 
therapeutic standards. Used by the individual physician or scientist to 
develop and write professional papers, and is used by hospital tumor 
registries to update their case records as to status and quality of 
survival of individual patients.

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 provided to other hospital tumor registries, 
physicians, scientific institutions.
    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, card files, on computer and computer 
paper printouts, roll microfilm or microfiche.

Retrievability:
    Retrieved by name or Social Security Number.

Safeguards:
    Records are accessed by custodian of record system and by person(s) 
responsible for servicing the record system in performance of their 
official duties. Records are stored in locked cabinets or rooms and 
controlled by computer system software.

Retention and disposal:
    Records located at medical facilities are retained in the office 
files until inactivation of the tumor board or the facility, then 
forwarded to facility assuming patient responsibility.

System manager(s) and address:
    Commanders of armed forces medical facilities. Official mailing 
addresses are published as an appendix to the Air Force's compilation 
of systems of records notices.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to or visit the Commanders of armed forces medical facilities. Official 
mailing addresses are published as an appendix to the Air Force's 
compilation of systems of records notices.
    Requests must include full name, Social Security Number of sponsor, 
accession number.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to or visit 
the Commanders of armed forces medical facilities. Official mailing 
addresses are published as an appendix to the Air Force's compilation 
of systems of records notices.

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.

[[Page 35648]]

Record source categories:
    Information obtained from medical institutions and from source 
documents such as reports.

Exemptions claimed for the system:
    None.
F044 AF SG R

System name:
    Reporting of Medical Conditions of Public Health and Military 
Significance (March 23, 2001, 66 FR 16188).

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.'
* * * * *
F044 AF SG R

System name:
    Reporting of Medical Conditions of Public Health and Military 
Significance.

System location:
    Epidemiology Services Branch, Epidemiologic Research Division, 
Armstrong Laboratory, 2601 West Gate Road, Suite 114, Brooks City-Base, 
TX 78235-5241, medical centers, hospitals and clinics, medical aid 
stations, Air National Guard activities, and Air Force Reserve units. 
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:
    Active duty Air Force members and their dependents, civilian Air 
Force employees, retired Air Force members and their dependents, Air 
Force Reserve and Air National Guard personnel and foreign national Air 
Force employees.

Categories of records in the system:
    Name, Social Security Number, home address, home phone, date of 
birth, and records relating to communicable diseases, occupational 
illnesses, animal bites.

Authority for maintenance of the system:
    10 U.S.C. 55, Medical and Dental Care; 10 U.S.C. 8013, Secretary of 
the Air Force; 29 CFR part 1960, Occupational Illness/Injury Reporting 
Guidelines for Federal Agencies; Air Force Instruction 48-105, 
Surveillance, Prevention, and Control of Diseases and Conditions of 
Public Health or Military Significance; and E.O. 9397 (SSN).

Purpose(s):
    Records from this system of records will be used for ongoing public 
health surveillance, which is the systematic collection, analysis, and 
interpretation of outcome-specific data for use in the planning, 
implementation, and evaluation of public health practice within the Air 
Force.
    Primary users include appropriate Air Force activity/installation 
preventive medicine and public health personnel and their major command 
and Air Force counterparts. Records are used and reviewed by health 
care personnel in the performance of their duties.
    Health care personnel include military and civilian personnel 
assigned to the Air Force facility where the records are maintained. 
Students participating in a USAF training program may also use and 
review records as part of their training program.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records, or information contained 
therein, may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    To the officials and employees of the National Research Council and 
the Department of Veterans Affairs in cooperative studies of the 
natural history of disease and 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.
    To officials and employees of local and state governments in the 
performance of their official duties pursuant to the laws and 
regulations governing local control of communicable diseases, 
preventive medicine and safety programs, and other public health and 
welfare programs.
    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.


    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. 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 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 machine readable form.

Retrievability:
    Records are retrieved by name, Social Security Number, reportable 
event, location, or any combination of these.

Safeguards:
    Records are accessed by custodians 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. Except when under 
direct physical control by authorized individuals, records will be 
electronically stored in computer storage devices protected by computer 
system software. Computer terminals are located in supervised areas 
with terminal access controlled by password or other user code systems.

Retention and disposal:
    Local retention may vary, but will be no less than 5 years after 
the fiscal year to which the records relate. After that time, records 
may be destroyed by erasing, deleting, or overwriting.

System manager(s) and address:
    Chief, Epidemiology Services Branch, Epidemiologic Research 
Division, Armstrong Laboratory (AL/AOES), 2601 West Gate Road, Suite 
114, Brooks City-Base, TX 78235-5241, or comparable official of the 
Public Health Office

[[Page 35649]]

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

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information on themselves should address written inquiries to 
Chief, Epidemiology Services Branch, Epidemiologic Research Division, 
Armstrong Laboratory (AL/AOES), 2601 West Gate Road, Suite 114, Brooks 
City-Base, TX 78235-5241, or comparable official of the Public Health 
Office serving the Air Force activity/installation. Official mailing 
addresses are published as an appendix to the Air Force's compilation 
of systems of records notices.
    Written requests should contain the full name and signature of the 
requester.
    Requests in person must be made during normal office duty hours 
Monday through Friday, excluding national and/or local holidays.

Record access procedures:
    Individuals seeking to access records about themselves contained in 
this system should address written requests to the Chief, Epidemiology 
Services Branch, Epidemiologic Research Division, Armstrong Laboratory 
(AL/AOES), 2601 West Gate Road, Suite 114, Brooks City-Base, TX 78235-
5241, or comparable official of the Public Health Office serving the 
Air Force activity/installation. Official mailing addresses are 
published as an appendix to the Air Force's compilation of systems of 
records notices.
    Written requests should contain the full name and signature of the 
requester.
    Requests in person must be made during normal office duty hours 
Monday through Friday, excluding national and/or local holidays.

Contesting record procedures:
    The Air Force rules for accessing records, and for contesting 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:
    Records in this system are obtained from DOD and Air Force 
employees involved in the surveillance, prevention, control, and 
reporting of diseases and conditions of public health or military 
significance.
    Database is compiled using information from personnel, medical, and 
casualty records, investigative reports, and environmental sampling 
data.

Exemptions claimed for the system:
    None.
F044 AF SG S

System name:
    Alcohol and Drug Abuse Prevention and Treatment Program (December 
23, 1999, 64 FR 72072).

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.'
* * * * *
F044 AF SG S

System name:
    Alcohol and Drug Abuse Prevention and Treatment Program.

System location:
    At servicing Air Force installation Alcohol and Drug Abuse 
Prevention and Treatment Program (ADAPT) office. 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:
    Air Force active duty military personnel and dependents, Air Force 
civilian employees, and Air Force Reserve personnel, who are enrolled 
in the Alcohol and Drug Abuse Prevention and Treatment Program.

Categories of records in the system:
    As a minimum, the file contains referral information, evaluative 
materials, diagnostic assessment, treatment plan, counseling case 
notes, treatment summary, and automated data base, documenting entry 
and participation in the Air Force ADAPT Program, to include: date and 
means of identification and substance of abuse.

Authority for maintenance of the system:
    42 U.S.C. 290dd-2, Confidentiality of Patient Records; Air Force 
Instruction 44-121, Alcohol and Drug Abuse Prevention and Treatment 
(ADAPT) Program; Air Force Instruction 36-810, Substance Abuse 
Prevention and Control; and E.O. 9397 (SSN).

Purpose(s):
    The file is used to process members in the ADAPT Program; to 
develop a treatment plan; to assist medical providers in decisions for 
program disposition; to document progress for individuals enrolled in 
the ADAPT program; and to prepare recurring reports.
    Disclosure within the Air Force is limited to those individuals who 
need the records in connection with programs relating to abuse 
treatment, rehabilitation, research, health, and assignment to duty. 
Only persons authorized by 42 U.S.C. 290dd-2 may review, handle or have 
access to the file.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows: To officials and employees 
of the Department of Veterans Affairs in the performance of their 
official duties relating to the adjudication of veterans' claims and in 
providing medical care to Air Force members.


    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. 
The results of a drug test of civilian employees may be disclosed 
only as expressly authorized under 5 U.S.C. 7301. 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 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

[[Page 35650]]

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 and computer and on computer output 
products.

Retrievability:
    Retrieved by name, by Social Security Number, by other 
identification number or system identifier.

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 and who are properly screened and cleared for 
need-to-know. Records are stored and secured in lockable receptacles 
and are controlled by personnel screening. Those in computer storage 
devices are protected by computer system software.

Retention and disposal:
    Destroy 5 years after the end of the calendar year the case is 
closed or when a minor child reaches 23 years old.

System manager(s) and address:
    Air Force Alcohol and Drug Abuse Prevention and Treatment (ADAPT) 
Program Manager, Air Force Medical Operations Agency, (AFMOA/SGOC), 
5203 Leesburg Pike, Suite 702, Falls Church VA 22041-3410; and ADAPT 
Program Mangers in the office of the command surgeon at major command 
headquarters; and ADAPT Program Managers at Air Force installations. 
Official mailing addresses are published as appendix to the Air Force's 
compilation of systems of records notices.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information on themselves should address inquires to the ADAPT 
Program Manager at the servicing Air Force installation. Official 
mailing addresses are published as an appendix to the Air Force's 
compilation of systems of records notices.
    Requests to determine existence of a file should include full name, 
grade, and unit of assignment. Personal visit proof of identify 
requires full name and possession of Department of Defense Armed Forces 
Identification Card; or driver's license and personal recognition of 
ADAPT staff member.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address requests to the ADAPT Program 
Manager servicing AF installation. Official mailing addresses are 
published as an appendix to the Air Force's compilation of systems of 
records notices.

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, personnel records, 
individual.

Exemptions claimed for the system:
    None.
F044 AF SG T

System name:
    Suicide Event Surveillance System (SESS) (April 13, 2001, 66 FR 
19145).

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.'
* * * * *
F044 AF SG T

System name:
    Suicide Event Surveillance System (SESS).

System location:
    Defense Enterprise Computing Center, Defense Information Systems 
Agency Detachment San Antonio, Building 200, 450 Duncan Drive, San 
Antonio, TX 78241-5940, on behalf of the Air Force Medical Support 
Agency (AFMSA/SGMID), 2510 Kennedy Circle, Suite 208, Brooks City-Base, 
TX 78235-5123.

Categories of individuals covered by the system:
    Air Force active duty, retired, reserve and guard personnel; Air 
Force civilians; dependents; and any DoD military or civilian personnel 
that are treated at an Air Force medical treatment facility.

Categories of records in the system:
    Type of suicide event (completed and nonfatal suicide events), 
event details, psychological, social, behavioral, relationship, 
economic and other information, including name, Social Security Number, 
date of birth, gender, race/ethnic group, marital status, rank, 
military service, military status, job title, duty Air Force specialty 
code, permanent duty station, the major command of the permanent duty 
station, temporary duty station (if applicable), use of military 
helping services.

Authority for maintenance of the system:
    10 U.S.C. 55, Medical and Dental Care; 10 U.S.C. 8013, Secretary of 
the Air Force; 29 CFR part 1960, Occupational Illness/Injury Reporting 
Guidelines for Federal Agencies; Air Force Instruction 48-105, 
Surveillance, Prevention, and Control of Diseases and Conditions of 
Public Health or Military Significance; and E.O. 9397 (SSN).

Purpose(s):
    Records from this data system will be used for direct reporting of 
suicide events and ongoing public health surveillance, which is the 
systematic collection, analysis, and interpretation of outcome-specific 
data for use in the planning, implementation, evaluation and prevention 
within the Air Force. Primary users include authorized Air Force 
activity/installation mental health personnel, their major command and 
Air Force counterparts, and Headquarters Air Force Office of Special 
Investigations (AFOSI), Death Investigations Section personnel. Records 
are created and revised by mental health and AFOSI personnel in the 
performance of their duties.
    Mental health personnel include military and/or civilian staff 
assigned to the mental health department of the Air Force medical 
treatment facility where the medical and/or mental health records are 
maintained.

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

[[Page 35651]]

outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as 
follows:
    Statistical summary data with no identifiers may be provided to 
federal, state and local governments for public health surveillance and 
research.
    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.


    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. 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 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 on computer and computer output products.

Retrievability:
    Authorized users retrieve records by case identification number 
which is Social Security Number, plus year, month, day of event date.

Safeguards:
    Records are accessed by custodians of the record system and by 
person(s) responsible for servicing the record system in performance of 
their official duties and who are properly authorized. When under 
direct physical control by authorized individuals, records will be 
electronically stored in computer storage devices protected by computer 
system software. Computer terminals are located in supervised areas 
with terminal access controlled by password or other user code systems.

Retention and disposal:
    Disposition pending (until NARA disposition is approved, treat as 
permanent).

System manager(s) and address:
    Chief, Force Health Protection and Surveillance Branch, Air Force 
Institute for Environment, Safety and Occupational Health Risk 
Analysis, 2513 Kennedy Circle, Brooks City-Base, TX 78235-5123.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information on themselves should address written inquiries to 
Chief, Force Health Protection and Surveillance Branch, Air Force 
Institute for Environment, Safety and Occupational Health Risk 
Analysis, 2513 Kennedy Circle, Brooks City-Base, TX 78235-5123.
    Written requests should contain the full name, Social Security 
Number, and signature of the requester.

Record access procedures:
    Individuals seeking to access records about themselves contained in 
this system should address written requests to the Chief, Force Health 
Protection and Surveillance Branch, Air Force Institute for 
Environment, Safety and Occupational Health Risk Analysis, 2513 Kennedy 
Circle, Brooks City-Base, TX 78235-5123.
    Written requests should contain the full name, Social Security 
Number, and signature of the requester.

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:
    Records in this system are obtained from DOD and Air Force 
employees and compiled using information from personnel, medical, and 
casualty records, investigative reports, and environmental sampling 
data.

Exemptions claimed for the system:
    None.
F044 AF TRANSCOM A

System name:
    Joint Medical Evacuation System (TRAC2ES) (February 26, 
2002, 67 FR 8789).

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.'
* * * * *
F044 AF TRANSCOM A

System name:
    Joint Medical Evacuation System (TRAC2ES).

System location:
    United States Transportation Command, Global Patient Movement 
Requirements Center, Building 505, Rimkus Drive, Room 100, Scott AFB, 
IL 62225-5049, and Department of Defense medical treatment facilities, 
evacuation units and medical regulating offices.

Categories of individuals covered by the system:
    All active duty, Air National Guard, Army National Guard, Reserve 
components of the Air Force, Army, Marine Corps, Coast Guard, Public 
Health Services or National Oceanic and Atmospheric Administration who 
have been called to Federal Service, and retired personnel of all seven 
uniformed services as well as their family members, employees of any 
agency of the U.S. Government including non-appropriated fund and Army 
and Air Force Exchange Service employees, Air Reserve technicians 
performing duties as civil servants, and family members (dependents) 
who reside overseas and whose civil service personnel sponsor is 
stationed overseas requiring transfer to another medical treatment at 
the request of U.S. Government medical treatment facilities through 
Patient Movement Requirements Centers.

Categories of records in the system:
    TRAC2ES contains information reported by the 
transferring medical facility which 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, home address of patient

[[Page 35652]]

and/or duty station, and other information having an impact on the 
transfer.

Authority for maintenance of the system:
    10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. Chapter 55, 
Medical and Dental Care; 10 U.S.C. 2641, Transportation of Certain 
Veterans on DoD Aeromedical Evacuation Aircraft; DoD Directive 5154.6, 
Armed Services Medical Regulating; DoD Instruction 6000.11, Patient 
Movement; and E.O. 9397 (SSN).

Purpose:
    Information collected is used to 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 medical treatment facilities of the 
transfer; to notify evacuation units and medical regulating offices; to 
evaluate the effectiveness of reported information; to establish 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:
    To civilian hospitals for medical reference to ensure proper care 
is provided.
    The DoD `Blanket Routine Uses' set forth at the beginning of the 
Air Force's compilation of systems of records notices also apply to 
this system.


    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:
    Paper records in file folders and electronic back-up tape storage 
media.

Retrievability:
    By individual's name and Social Security Number.

Safeguards:
    Records are accessed by custodians of the record system and by 
person(s) responsible for servicing the record system in performance of 
their official duties and who are properly authorized. When under 
direct physical control by authorized individuals, records will be 
electronically stored in computer storage devices protected by computer 
system software, or in locked file cabinets, locked desk drawers, or 
locked offices. Computer terminals are located in supervised areas with 
terminal access controlled by password or other user code systems.

Retention and disposal:
    Medical records of active duty U.S. military members are maintained 
at the medical unit at which the person receives treatment. On 
separation or retirement, records are forwarded to National Personnel 
Records Center (NPRC), St. Louis MO or other designated depository, 
such as Commandant, U.S. Coast Guard for that agency's personnel, to 
appropriate Department of Veterans Affairs Regional Office if a VA 
claim has been filed. Records of non-active duty 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 
retire to NPRC or other designated depository. At NPRC records for 
military personnel are retained for 50 years after date of last 
document, for all others 25 years.

System manager(s) and address:
    System Administrator, United States Transportation Command, Global 
Patient Movement Requirements Center, Building 505, Rimkus Drive, Room 
100, Scott AFB, IL 62225-5049.

Notification procedures:
    Individuals seeking to determine whether information about them is 
contained in this system should address written inquiries to Chief, 
Patient Administration of the Military Treatment Facility where 
treatment was provided.
    Individuals requesting information 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.

Record access procedures:
    Individuals requesting information 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. Forward request to Chief, Patient Administration of 
the Military Treatment Facility where treatment was provided.

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:
    Transferring and receiving treatment facilities, medical regulating 
offices, evacuation offices, agencies and commands relevant to the 
patient transfer, and from the subject individual.

Exemptions claimed for the system:
    None.

[FR Doc. 03-15044 Filed 6-13-03; 8:45 am]
BILLING CODE 5001-08-P