[Federal Register Volume 68, Number 168 (Friday, August 29, 2003)]
[Notices]
[Pages 51998-52009]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-22113]


-----------------------------------------------------------------------

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.

-----------------------------------------------------------------------

SUMMARY: The Department of the Air Force is amending eight 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.
    Six of the amendments being made are 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 
September 29, 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: August 22, 2003.
Patricia Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
F031 AF SP A

System name:
    Correction and Rehabilitation Records (June 11, 1997, 62 FR 31793).
Changes

System identifier:
    Delete entry and replace with `F031 AF SF A'.
* * * * *

[[Page 51999]]

Categories of records:
    Replace ``prisoner'' with ``inmate'' throughout notice. In the 
second paragraph, delete `from escaped'.
* * * * *

Purpose(s):
    Delete Historical records in microfilm are used as a research data 
base' from entry.
* * * * *

Safeguards:
    Add to entry `Those in computer storage devices are protected by 
computer system software.'

Retention and disposal:
    Add at end ``63132-2001. Some records pertaining to clemency/parole 
actions are retained for five years after final action.''
* * * * *
F031 AF SF A

System name:
    Correction and Rehabilitation Records.

System location:
    Headquarters, Air Force Security Forces Center, 1517 Billy Mitchell 
Boulevard, Lackland Air Force Base, TX 78236-5226, and elements; the 
Air Force Clemency and Parole Board, Office of the Secretary of the Air 
Force Personnel Council, 1535 Command Drive, EE-Wing, Third Floor, 
Andrews Air Force Base MD 20762-7002.
    Chief of Security Forces at local installation where individual is 
assigned. Official mailing addresses are published as an appendix to 
the Air Force's compilation of systems of records notices. Records may 
also be at the National Personnel Records Center, Military Personnel 
Records, 9700 Page Boulevard, St. Louis, MO 63132-2001.

Categories of individuals covered by the system:
    Individuals placed in confinement at an installation or federal 
prison as the result of military criminal conviction.
    Individuals placed in confinement or rehabilitation and assigned to 
Headquarters, Air Force Security Forces Center (AFSFC) or any element 
of operating location.

Categories of records in the system:
    Inmate personnel records consisting of confinement orders, release 
orders, personal history records, medical examiners report, request and 
receipt for health and comfort supplies, recommendations for 
disciplinary action, inspection records, inmate classification 
summaries and records pertaining to any clemency/parole actions.
    Corrections officers records including personal deposit fund 
records and related documents, disciplinary books, correction facility 
blotters and visitor registers; requests for interview and evaluation 
reports; inmate records consisting of daily strength records and 
reports of escaped and returned inmates.
    Psychological or rehabilitation test records.
    Clemency and Parole Board decisional documents and related records 
reflecting the action of the Board, the Board's recommendations to the 
Secretary and the rationale for actions taken or proposed.

Authority for maintenance of the system:
    10 U.S.C. 8013, Secretary of the Air Force; Air Force Instruction 
31-205, Air Force Corrections System, and E.O. 9397 (SSN).

Purpose(s):
    To maintain a life file on the individual as an inmate on an Air 
Force installation, or as an Air Force inmate serving a sentence in a 
federal prison.
    The records are used to establish background for either 
disciplinary or good conduct action as well as general administration 
uses of the records concerning health and welfare of the individual, as 
well as clemency and parole actions.

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 also be disclosed Federal, state, and local law 
enforcement and investigation agencies for investigation and possible 
criminal prosecution, civil court actions or regulatory orders, 
confinement/correctional agencies for use in the administration of 
correctional programs, including custody classification, employment, 
training and educational assignments, treatment programs, clemency, 
restoration to duty or parole actions, verification of offender's 
criminal records, employment records, and social histories.
    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, in notebooks/binders, in card files, on 
computer and computer output products, and as photographs.

Retrievability:
    Retrieved by any or a combination of name, Social Security Number 
and fingerprint classification, or by date of board hearing.

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 stored in locked cabinets or rooms 
and controlled by visitor registers. Those in computer storage devices 
are protected by computer system software.

Retention and disposal:
    Depending on the type of record within the system, it is either 
destroyed after release of the inmate, maintained for one year after 
the release of the individual, or retained in the files at the facility 
in which the individual was confined for three months, after which time 
the record is forwarded to Headquarters, Air Force Security Forces 
Agency, Corrections Division, 1517 Billy Mitchell Boulevard, Lackland 
Air Force Base, TX 78236-5226. Within two years after receipt, records 
are sent to the National Personnel Records Center, Military Personnel 
Records, 9700 Page Boulevard, St. Louis, MO 63132-2001. Some records 
pertaining to clemency/parole actions are retained for five years after 
final action.

System manager(s) and address:
    Director, AF Corrections, Headquarters, Air Force Security Forces 
Center, Corrections Division, 1517 Billy Mitchell Boulevard, Lackland 
Air Force Base, TX 78236-5226.
    Executive Secretary, Air Force Clemency and Parole Board, Office of 
the Secretary of the Air Force Personnel Council, 1535 Command Drive, 
EE-Wing, Third Floor, Andrews Air Force Base, MD 20762-7002.
    Chief of Security Forces at local installation where individual is 
assigned. 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

[[Page 52000]]

information on themselves should address written inquiries to the 
Director, AF Corrections, Corrections Division, Headquarters, Air Force 
Security Forces Center, 1517 Billy Mitchell Boulevard, Lackland Air 
Force Base, TX 78236-5226; Executive Secretary, Air Force Clemency and 
Parole Boulevard, Office of the Secretary of the Air Force Personnel 
Council, 1535 Command Drive, EE-Wing, Third Floor, Andrews Air Force 
Base, MD 20762-7002; or Chief of Security Forces at local installation 
where individual was last assigned. Official mailing addresses are 
published as an appendix to the Air Force's compilation of systems of 
records notices.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system should address written requests to the Director, AF 
Corrections, Corrections Division, Headquarters, Air Force Security 
Forces Center, 1517 Billy Mitchell Boulevard, Lackland Air Force Base, 
TX 78236-5226; Executive Secretary, Air Force Clemency and Parole 
Boulevard, Office of the Secretary of the Air Force Personnel Council, 
1535 Command Drive, EE-Wing, Third Floor, Andrews Air Force Base, MD 
20762-7002; or Chief of Security Forces at local installation where 
individual was last assigned. 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:
    Financial and medical institutions, police and investigative 
officers, state or local government, witnesses or source documents.
    Installation level confinement facilities, courts-martial, and 
court-martial reviews, and submissions received directly from, or in 
behalf of the inmate.

Exemptions claimed for the system:
    Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) 
if the information is compiled and maintained by a component of the 
agency, which performs as its principle function any activity 
pertaining to the enforcement of criminal laws.
    An exemption rule for this record system has been promulgated in 
accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), 
(c) and (e) and published in 32 CFR part 806b. For additional 
information contact the system manager.
F031 AF SP E

System name:
    Security Forces Management Information System (SFMIS) (August 21, 
2001, 66 FR 43843).

Changes


* * * * *

System manager(s) and address:
    Replace `1720 Patrick Street, Lackland Air Force Base, TX 78236-
5226' with `1517 Billy Mitchell Boulevard, Lackland Air Force Base, TX 
78236-0119.'
* * * * *
F031 AF SP E

System name:
    Security Forces Management Information System (SFMIS).

System location:
    DISA MegaCenter, Building 857, 401 E. Drive, Maxwell Air Force 
Base--Gunter Annex, AL 36114-3001; security forces units at all levels 
can access the system.

Categories of individuals covered by the system:
    Individuals involved in incidents and accidents occurring on Air 
Force (AF) installations, or reportable incidents occurring off base, 
including all active duty military personnel, reserve and guard; DoD 
civilians and other civilians; and retirees, who may be victims, 
witnesses, complainants, offenders, suspects, drivers; individuals who 
have had tickets issued on base, or had their license suspended or 
revoked; those persons barred from the installation; and persons 
possessing a licensed firearm.

Categories of records in the system:
    Data on individuals (victims, witnesses, complainants, offenders, 
suspects, and drivers) involved in incidents may include, but is not 
limited to, name; Social Security Number; date of birth; place of 
birth; home address and phone; alias; race; ethnicity; sex; marital 
status; identifying marks (tattoos, scars, etc.); height; weight; eye 
and hair color; date, location, nature and details of the incident/
offense to include whether alcohol, drugs and/or weapons were involved; 
driver's license information; tickets issued; vehicle information; 
suspension/revocation or barment records; whether bias against any 
particular group was involved; if offense involved sexual harassment; 
actions taken by military commanders (e.g., administrative and/or non-
judicial measures, to include sanctions imposed); referral actions; 
court-martial results and punishments imposed; confinement information, 
to include location of correctional facility, gang/cult affiliation if 
applicable; and release/parole/clemency eligibility dates.

Authority for maintenance of the system:
    10 U.S.C. 8013, Secretary of the Air Force; DoD Directive 7730.47, 
Defense Incident Based Reporting System (DIBRS); Air Force Instruction 
31-203, Security Forces Management Information System; 18 U.S.C. 922 
note, Brady Handgun Violence Prevention Act; 28 U.S.C. 534 note, 
Uniform Federal Crime Reporting Act; 42 U.S.C. 10601 et seq., Victims 
Rights and Restitution Act of 1990; and E.O. 9397 (SSN).

Purpose(s):
    Serves as a repository of criminal and specified other non-criminal 
incidents used to satisfy statutory and regulatory reporting 
requirements, specifically to provide crime statistics required by the 
Department of Justice (DoJ) under the Uniform Federal Crime Reporting 
Act; to provide personal information required by the DoJ under the 
Brady Handgun Violence Prevention Act; and statistical information 
required by DoD under the Victim's Rights and Restitution Act; and to 
enhance AF's capability to analyze trends and to respond to executive, 
legislative, and oversight requests for statistical crime data relating 
to criminal and other high-interest incidents.
    Security Forces commanders will use criminal/statistical data for 
local law enforcement purposes. The system generates reports for use by 
the Air Force Security Forces at all levels of command, provides 
security forces commanders the ability to view criminal statistics and 
apply whatever actions are necessary for enforcement.

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 Department of Justice for criminal reporting purposes and as

[[Page 52001]]

required by the Brady Handgun Violence Prevention Act.
    To courts and state, local, and foreign law enforcement agencies 
for valid judicial proceedings.
    To victims and witnesses to comply with the Victim and Witness 
Assistance Program, the Sexual Assault Prevention and Response Program, 
and the Victims' Rights and Restitution Act of 1990.
    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 on computers and computer output products; some paper 
reports are generated.

Retrievability:
    Records are retrieved by name or Social Security Number.

Safeguards:
    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 computer storage devices which are 
protected by computer system software.

Retention and disposal:
    Disposition pending. No records will be destroyed until 
authorization is granted from the National Archives and Records 
Administration. All records will be retained until approval is granted.

System manager(s) and address:
    Reports and Analysis Program Manager, Police Services Branch, 
Headquarters Air Force Security Forces Center (HQ AFSFC/SFOP), 1517 
Billy Mitchell Boulevard, Lackland Air Force Base, TX 78236-0119.

Notification procedure:
    Individuals seeking to access records about themselves contained in 
the system should address written requests to their servicing Security 
Forces Administrative Reports Section (SFAR) or visit the system 
manager at HQ Air Force Security Forces Center, Police Services Branch 
(HQ AFSFC/SFOP), 1517 Billy Mitchell Boulevard, Lackland Air Force 
Base, TX 78236-0119.
    Individuals must identify themselves by full name, rank, home 
address, Social Security Number and present a military ID, valid 
driver's license, or some other form of identification when appearing 
in person.

Record access procedures:
    Individuals seeking to access records about themselves contained in 
the system should address written requests to their servicing Security 
Forces Administrative Reports Section (SFAR) or visit the system 
manager at HQ Air Force Security Forces Center, Police Services Branch 
(HQ AFSFC/SFOP), 1517 Billy Mitchell Boulevard, Lackland Air Force 
Base, TX 78236-0119.
    Individuals must identify themselves by full name, rank, home 
address, and Social Security Number.

Contesting records procedures:
    The Air Force rules for accessing records, 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 individuals; DoD and civilian law 
enforcement authorities, security flight personnel, desk sergeants, 
operations personnel, staff judge advocates, courts-martial, 
correctional institutions and facilities, and administrative reports 
branch personnel.

Exemptions claimed for the system:
    Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) 
if the information is compiled and maintained by a component of the 
agency, which performs as its principle function any activity 
pertaining to the enforcement of criminal laws.
    An exemption rule for this exemption has been promulgated in 
accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) 
and (e) and published in 32 CFR part 806b. For additional information 
contact the system manager.
F044 AFPC A

System name:
    Medical Assignment Limitation Record 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 a new paragraph to the end of the 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 AFPC A

System name:
    Medical Assignment Limitation Record System.

System location:
    Headquarters Air Force Personnel Center, Medical Service Officer 
Utilization Division, 550 C Street W, Randolph Air Force Base, TX 
78150-4703.

Categories of individuals covered by the system:
    All Air Force members whose cases have been presented to a Medical 
Evaluation Board and were returned to duty by Medical Evaluation Board 
or Physical Evaluation Board action and have been assigned an 
Assignment limitation Code ``C''.

Categories of records in the system:
    Medical Evaluation Board, Report of Medical Examination, Report of 
Medical History, Narrative Summary, Clinical Record Consultation Sheet, 
Electrocardiographic Record, etc.

Authority for maintenance of the system:
    10 U.S.C. 8013, Secretary of the Air Force; Air Force Instruction 
36-2902, Physical Evaluation for Retention, Retirement and Separation; 
and Air Force Instruction 36-2110.

Purpose(s):
    To determine if previous action has been taken by the system 
manager, and what the previous disposition was.
    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

[[Page 52002]]

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 person(s) responsible for servicing the 
record system in performance of their official duties. Records are 
stored in locked rooms and cabinets.

Retention and disposal:
    Retained in office files for two years or no longer needed for 
reference, then destroyed by tearing into pieces, shredding, pulping, 
macerating, or burning.

System manager(s) and address:
    Headquarters Air Force Personnel Center, Chief, Medical Service 
Officer Utilization Division, Randolph Air Force Base, TX 78150-4703.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information on themselves should address written inquiries to 
Headquarters Air Force Personnel Center, Chief, Medical Service Officer 
Utilization Division, Randolph Air Force Base, TX 78150-4703.

Record access procedures:
    Individuals seeking to access records about themselves contained in 
this system should address written requests to Headquarters Air Force 
Personnel Center, Chief, Medical Service Officer Utilization Division, 
Randolph Air Force Base, TX 78150-4703.

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.
F044 AF SG D

System name:
    Automated Medical/Dental Record System (June 11, 1997, 62 FR 
31793).

Changes


* * * * *

Categories of records in the system:
    Delete from entry ``Subsystems of the Automated Medical/Dental Data 
System include: Air Force Clinical Laboratory Automation System 
(AFCLAS); Automated Cardiac Catheterization Laboratory System (ACCLS); 
Computer Assisted Practice of Cardiology (CAPOC) System; DATA STAT 
Pharmacy System (formerly PROHECA); Occupational Health and Safety 
System; Patient Appointment and Scheduling System (PAS); Tri-Laboratory 
System (TRILAB); Tri-Pharmacy System; Tri-Radiology System (TRIRAD); 
Health Evaluation and Risk Tabulation (HEART).''
* * * * *

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add a new paragraph to the end of the 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:
    Delete entry and replace with ``Data maintained primarily on 
magnetic or optical media.''
* * * * *

Record source categories:
    After ``when the patient is a child,'' add ``deemed incompetent''.
* * * * *
F044 AF SG D

System name:
    Automated Medical/Dental Record System.

System location:
    At Air Force medical centers, hospitals and clinics, major command 
headquarters and field operating agencies. 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 individual who is hospitalized in, is dead on arrival at, or 
has received medical or dental care at an Air Force medical treatment 
facility.
    Individuals who have received medical care at other DOD or civilian 
medical facilities but whose records are maintained at or processed by 
Air Force medical facilities.
    Any military active duty member who is on an excused-from-duty 
status, on quarters, or subsistence elsewhere, on convalescent leave, 
meets Medical Evaluation Board (MEB), or a Physical Evaluation Board 
(PEB), on an outpatient basis or who is hospitalized in a non-federal 
hospital and for whom an Air Force medical facility has assumed 
administrative responsibility.
    Any individual who has undergone medical or dental examinations at 
any Air Force medical facility (or whose records are maintained or 
processed by the Air Force), e.g., pre-employment examinations and food 
handlers examinations, or who has otherwise had medical or dental tests 
performed at any Air Force medical facility.

Categories of records in the system:
    Files consist of automated records of treatment received and 
medical/dental tests performed on an inpatient/outpatient basis in 
military medical treatment facilities and of military members treated 
in civilian facilities. These records may include radiographic images 
and reports, Electrocardiographic tracings and reports, laboratory test 
results and reports, blood gas analysis reports, occupational health 
records, dental radiographic reports and records, automated cardiac 
catheterization data and reports, physical examination reports, patient 
administration and scheduling reports, pharmacy prescriptions and 
reports, food service reports, hearing conservation tests, 
cardiovascular fitness examinations and reports, reports of medical 
waivers granted for flight duty, and other inpatient and outpatient 
data and reports. They may contain information relating to medical/
dental examinations and treatments, inoculations, appointment and 
scheduling information, and other medical and/or dental information.

Authority for maintenance of the system:
    10 U.S.C. 55, Medical and Dental Care, and E.O. 9397 (SSN).

[[Page 52003]]

Purpose(s):
    Used as a record of patient's medical/dental health, diagnosis, and 
treatment and disposition while authorized care.
    Used to help determine individual's qualification for duty, for 
security clearances and for assignments.
    Used by an individual or his legal representative for further 
medical care, legal purposes, or other uses such as insurance requests 
or compensation and other health care providers for further care of the 
patient, research teaching, and legal purposes.
    Used by medical treatment facility staff for evaluation of staff 
performance in the care rendered; for preparation of statistical 
reports; for reporting communicable diseases and other conditions 
required by law to federal and state agencies.
    Used by Army, Navy, Department of Veterans Affairs, Public Health 
Service or civilian hospitals for continued medical care of the 
patient.
    Used by insurance companies (only with the patient's written 
consent for release, except as authorized in 10 U.S.C. 1095) for 
arbitrating insurance claims.
    Used by other federal agencies such as Department of Veterans 
Affairs and Department of Labor (workmen's compensation) for 
adjudication of claims; for reporting communicable diseases or other 
conditions required by law.
    Used to provide input to other DoD medical records systems 
including the Medical Record System, the Dental Personnel Actions, and 
other DoD agencies (e.g., Army, Navy) when such agency is normally the 
primary source or repository of medical information about the 
individual.

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 the inpatient or outpatient medical records of 
retirees and dependents may be disclosed to third party payers in 
accordance with 10 U.S.C. 1095 as amended by Pub. L. 99-272, for the 
purpose of collecting reasonable inpatient/outpatient hospital care 
costs incurred on behalf of retirees or dependents. 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 
accreditation.
    (7) The individual's organization or government agency as necessary 
when required by Federal statute, Executive Order, or by treaty.
    (8) Public Health Service or civilian hospitals for continued 
medical care of the patient.
    (9) Other federal agencies such as Department of Labor (workman's 
compensation) for adjudication of claims; for reporting communicable 
diseases of other conditions required by law.
    The DoD `Blanket Routine Uses' published at the beginning of the 
agency'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, and 5 U.S.C. 552. 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 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:
    Data maintained primarily on magnetic or optical media.

Retrievability:
    Retrieved by Social Security Number. May also be retrieved by 
sponsor's Social Security Number in combination with the family member 
prefix; by name, or by inpatient register number, laboratory accession 
number, or pharmacy prescription number.

Retention and disposal:
    Computer files are retained for variable lengths of time depending 
upon the type of information involved and the size and mission of the 
medical treatment facility. Retention time may vary from one day to ten 
years. Records are disposed of by erasure of the magnetic computer 
records and destruction of the computer related worksheets on paper, 
film, or other media by tearing, shredding, pulping, burning or other 
destructive methods. Identical medical/dental information may be 
retained for longer periods of time in other medical records systems 
(such as inpatient or outpatient charts), including the Medical Record 
System (F168 AF SG C) and Dental Personnel Actions (SG 162 SG A).

System manager(s) and address:
    Major command and field operating agencies; commanders of United 
States Air Force medical treatment facilities. Official mailing 
addresses are published as an appendix to the Air Force's compilation 
of systems notices.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information about themselves should

[[Page 52004]]

address inquires to the appropriate system manager. Official mailing 
addresses are published as an appendix to the Air Force's compilation 
of record systems notices.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system should address requests to the appropriate system manager. 
Official mailing addresses are published as an appendix to the Air 
Force's compilation of record systems notices.
    Requests should include complete name (including maiden name), 
sponsor's name, Social Security Number or Service Number of person 
through whom eligibility is established, category of record desired, 
year in which treatment was provided, whether treatment was inpatient 
or outpatient. If the individual establishes eligibility through a 
sponsor other than self, the request should include the relationship to 
the sponsor, e.g., spouse, second oldest child, parent, etc.

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 is obtained directly from the individual whenever 
practical and possible; from other individuals when necessary, e.g., 
when the patient is a child deemed incompetent or is in coma; from 
other medical institutions; from automated systems interfaces; from 
medical records, and from patient interactions with physicians and 
other health care providers.

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

System name:
    Medical Record System (June 11, 1997, 62 FR 31793).

Changes


* * * * *

Category of records in the system:
    Replace first sentence with `Inpatient, outpatient, and ambulatory 
procedure visit (APV) records of care received in Air Force medical 
facilities.'
* * * * *

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Replace first sentence in second paragraph to read `Information 
from the inpatient, outpatient, or APV medical 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/APV hospital care costs 
incurred on behalf of retirees or dependents.'
    Add a new paragraph to the end of the 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 E

System name:
    Medical Record System.

System location:
    Headquarters, United States Air Force, Surgeon General (HQ USAF/
SG), medical centers, hospitals and clinics, medical aid stations, 
National Personnel Record Centers, Air National Guard activities, and 
Air Force Reserve units. Official mailing addresses are published as an 
appendix to the Air Force compilation of systems notices.

Categories of individuals covered by the system:
    Persons treated in an Air Force medical facility and active duty 
members for whom primary care is provided.

Categories of records in the system:
    Inpatient, outpatient, and ambulatory procedure visit (APV) records 
of care received in Air Force medical facilities. Documentation 
includes, but is not limited to, patient's medical history; physical 
examination; treatment received; supporting documentation such as 
laboratory and x-ray reports; cover sheets and summaries of 
hospitalization; diagnoses; procedures or surgery performed; 
administrative forms which concern medical conditions such as Line of 
Duty Determinations; physical profiles, and medical recommendations for 
flying duty. Secondary files are maintained such as patient registers, 
nominal indices, x-ray and laboratory files, indices and registers

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; and E.O. 9397 (SSN).

Purpose(s):
    Used to document, plan, and coordinate the health care of patients; 
aid in preventative health and communicable disease control programs; 
determine eligibility and suitability for benefits for various 
programs; adjudicate claims; evaluate care rendered; teach compile 
statistical data, and conduct research.

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 the inpatient, outpatient, or APV medical 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/APV hospital care 
costs incurred on behalf of retirees or dependents. 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

[[Page 52005]]

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.
    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. 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 paper and machine-readable form.

Retrievability:
    By name, Social Security Number, or by Military Service Number.

Safeguards:
    Records are accessed by commanders of medical centers, hospitals, 
and clinics; by custodian of the record system, 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, and access to automated records is controlled and limited.

Retention and disposal:
    While on active duty, the Health Record of a U.S. military member 
is maintained at the medical unit at which the person receives 
treatment. On separation or retirement, records are forwarded to 
National Personnel Records Center/Military Personnel Records (NPRC/MPR) 
or other designated depository, such as Commandant, U.S. Coast Guard 
for that agency's personnel, to appropriate Department of Veterans 
Affairs (DVA) Regional Office if a DVA 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, such as, but not limited to, Medical Director, American Red 
Cross, Washington, DC 20037-1898 for Red Cross personnel. 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:
    The Surgeon General, Headquarters United States Air Force.
    Chief of Air Force Reserve, Headquarters United States Air Force.
    Director of Air National Guard, Headquarters United States Air 
Force.
    Commanders of medical centers, hospitals, clinics, medical aid 
stations; Commander, Air Force Personnel Center. Official mailing 
addresses are published as an appendix to the Air Force's compilation 
of system notices.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contain information about themselves should address inquiries to or 
visit the system manager. Official mailing addresses are published as 
an appendix to the Air Force's compilation of record systems notices.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system should address requests to the system manager. Official 
mailing addresses are published as an appendix to the Air Force's 
compilation of systems notices.
    Requester must submit full name; Social Security Number (or 
Military Service Number) through whom eligibility for care is 
established; date (at least year) treatment was provided; name of 
facility providing treatment, and whether treatment was as inpatient or 
outpatient.

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 1806b; or may be obtained 
from the system manager.

Record source categories:
    Physicians and other patient care providers such as nurses, 
dietitians, and physicians assistants. Administrative forms are 
completed by appropriate military or civilian officials.

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

System name:
    Medical Service Accounts (June 11, 1997, 62 FR 31793).

Changes


* * * * *

System name:
    Delete entry and replace with `Uniform Business Office Records'.
* * * * *

Categories of records covered by the system:
    Add to the end of the entry `and information required for billing 
third party insurers.'

Purpose(s):
    Delete entry and replace with `Used by the Uniform Business Office 
Manager to keep a record of billing, receipts, and an instrument for 
cash posting. Used by

[[Page 52006]]

Food Service Officer as a receipt for cash collected and turned in to 
the Medical Service Account officer.'
* * * * *

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add a new paragraph to the end of the 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 F

System name:
    Uniform Business Office Records.

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

Categories of individuals covered by the system:
    Active duty military personnel, retired military personnel, 
dependents of active duty, retired and deceased military personnel, and 
civilians treated in emergencies.

Categories of records in the system:
    Hospital Invoice/Receipt/Accounts Receivable Records showing 
charges for subsistence and medical service and information required 
for billing third party insurers.

Authority for maintenance of the system:
    10 U.S.C. 8013, Secretary of the Air Force and Air Force 
Instruction 41-120, Medical Resource Operations.

Purpose(s):
    Used by the Uniform Business Office Manager to keep a record of 
billing, receipts, and an instrument for cash posting. Used by Food 
Service Officer as a receipt for cash collected and turned in to the 
Medical Service Account officer.

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 electronically and in file folders at Clinics, 
Hospitals, and Medical Centers.

Retrievability:
    Retrieved by name and invoice receipt or voucher number.

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

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

System manager(s) and address:
    Uniform Business Office Managers at all Clinics, Hospitals, Medical 
Centers. 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 Uniform Business Office Managers at all Clinics, 
Hospitals, and Medical Centers. Official mailing 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 Uniform Business Office Managers at all Clinics, Hospitals, and 
Medical Centers. 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 source documents such as records, reports 
and accounts maintained by medical facilities.

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

System name:
    Nursing Service Records (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 a new paragraph to the end of the 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 G

System name:
    Nursing Service Records.

System location:
    Air Force hospitals, medical centers and clinics. Official mailing 
addresses are published as an appendix to the Air Force's compilation 
of record systems notices.

Categories of individuals covered by the system:
    Active duty and retired military personnel; Air Force civilian 
employees; Air Force Reserve and National Guard personnel; Air Force 
Academy cadets; dependents of military personnel; Foreign Nationals 
residing in the United States; American Red Cross personnel,

[[Page 52007]]

Peace Corps, and State Department personnel; Exchange officers, anyone 
admitted to inpatient status in Air Force medical facilities.

Categories of records in the system:
    File contains 24-hour nursing reports, listings of ward patients 
and registers containing information on operations performed.

Authority for maintenance of the system:
    10 U.S.C. 55, Medical and dental care, and 10 U.S.C. 8067(e), 
Designation: Officers to perform certain professional functions, as 
implemented by Air Force Instruction 46-102, Nursing Care.

Purpose(s):
    Used by Chief Nurse and other management personnel to determine 
nursing care work loads and allocate resources.

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:
    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.
    The DoD `Blanket Routine Uses' published at the beginning of the 
Air Force's compilation of record system 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, notebooks and binders.

Retrievability:
    Retrieved by name, dates of admission and discharge from medical 
facility, date of operation.

Safeguards:
    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.

Retention and disposal:
    Retained in office files for three months after monthly cutoff, 
then destroyed by tearing into pieces, shredding, pulping, macerating, 
or burning. Operation registers are destroyed after five years.

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

Record access procedures:
    Individuals seeking to access records about themselves contained in 
this system should address requests to the system manager.

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:
    From medical records and personal observations of Nursing Service 
personnel.

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

System name:
    Compression Chamber Operations (June 11, 1997, 62 FR 31793).

Changes


* * * * *

System name:
    Delete entry and replace with `Hyperbaric Medical Operations'.

System location:
    Delete entry and replace with `Treatment records (original) are 
retained in individual health record at United States Air Force or 
other DoD medical treatment facilities or at the National Personnel 
Records Center, Civilian Personnel Records, 111 Winnebago Street, St. 
Louis, MO 63118-4126. A copy is retained at USAF School of Aerospace 
Medicine, Hyperbaric Medicine Division (USAFSAM/FEH), 2601 Louis Bauer 
Drive, Brooks City-Base TX 78235-5130. If Hyperbaric medical treatment 
is provided at system locations other than USAFSAM/FEH, a copy of 
emergency Hyperbaric treatment records, i.e., treatment records 
generated for decompression sickness (DCS), arterial gas embolism 
(AGE), carbon monoxide poisoning (CO-poisoning) or gas gangrene will be 
sent to USAFSAM/FEH. Compression Chamber Reactor Case Report (AF Form 
361; original) is retained indefinitely at USAFSAM/FEH, Brooks City-
Base and for 3 years at individual Aerospace Physiology Training 
Units.'

Category of individuals covered by the system:
    Delete entry and replace with `Personnel performing treatments; 
patients who are active duty military personnel, retired Air Force 
military personnel, dependents of military personnel, dependents of 
retired military, selected international students, and civilians 
treated on an emergency basis.'

Category of records in the system:
    Delete entry and replace with `Treatment records of patient and 
records of personnel conducting treatment. Records of training dives 
are maintained on officers and technicians performing treatment dives.'
* * * * *

Purpose(s):
    Delete entry and replace with `Provide an exact record for a 
patient treated by recompression therapy and documents patient's 
response to treatment.
    Records are maintained on persons performing treatments because 
they are exposed to the same treatment profiles as their patients and 
to insure their capability of performing treatment. Records are used 
for research and statistical analysis by the Air Force Medical 
Operations Agency.
    Records are maintained on technicians/officers conducting

[[Page 52008]]

procedures at treatment site to determine professional adequacy to 
participate in treatment dives.'
* * * * *
    Routine uses of records maintained in the system, including 
categories of users and the purposes of such uses:
    Add a new paragraph to the end of the 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.'
* * * * *

Safeguards:
    Delete entry and replace with `Records are accessed by patient's 
medical care provider(s) and by person(s) responsible for servicing the 
record system in performance of their official duties and by authorized 
personnel conducting IRB-approved research protocols. Records are 
stored in locked rooms and cabinets.'
* * * * *
F044 AF SG M

System name:
    Hyperbaric Medical Operations.

System location:
    Treatment records (original) are retained in individual health 
record at United States Air Force or other DoD medical treatment 
facilities or at the National Personnel Records Center, Civilian 
Personnel Records, 111 Winnebago Street, St. Louis, MO 63118-4126. A 
copy is retained at USAF School of Aerospace Medicine, Hyperbaric 
Medicine Division (USAFSAM/FEH), 2601 Louis Bauer Drive, Brooks City-
Base TX 78235-5130. If Hyperbaric medical treatment is provided at 
system locations other than USAFSAM/FEH, a copy of emergency Hyperbaric 
treatment records, i.e., treatment records generated for decompression 
sickness (DCS), arterial gas embolism (AGE), carbon monoxide poisoning 
(CO-poisoning) or gas gangrene will be sent to USAFSAM/FEH. Compression 
Chamber Reactor Case Report (AF Form 361; original) is retained 
indefinitely at USAFSAM/FEH, Brooks City-Base and for 3 years at 
individual Aerospace Physiology Training Units.

Categories of individuals covered by the system:
    Personnel performing treatments; patients who are active duty 
military personnel, retired Air Force military personnel, dependents of 
military personnel, dependents of retired military, selected 
international students, and civilians treated on an emergency basis.

Categories of records in the system:
    Treatment records of patient and records of personnel conducting 
treatment. Records of training dives are maintained on officers and 
technicians performing treatment dives.

Authority for maintenance of the system:
    10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. 55, Medical 
and Dental Care, as implemented by Air Force Instruction 48-104, 
Aerospace Medicine; and Air Force Instruction 48-112, Hyperbaric 
Chamber Program.

Purpose(s):
    Provide an exact record for a patient treated by recompression 
therapy and documents patient's response to treatment.
    Records are maintained on persons performing treatments because 
they are exposed to the same treatment profiles as their patients and 
to insure their capability of performing treatment. Records are used 
for research and statistical analysis by the Air Force Medical 
Operations Agency.
    Records are maintained on technicians/officers conducting 
procedures at treatment site to determine professional adequacy to 
participate in treatment dives.

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 visible file binders/cabinets.

Retrievability:
    Retrieved by name.

Safeguards:
    Records are accessed by patient's medical care provider(s) and by 
person(s) responsible for servicing the record system in performance of 
their official duties and by authorized personnel conducting IRB-
approved research protocols. Records are stored in locked rooms and 
cabinets.

Retention and disposal:
    Treatment Records (original) retained in individual health record 
for fifty years after date of latest document and then destroyed. First 
copy and other copies at Armstrong Laboratory, Air Force Medical 
Operations Agency and major commands are retained in office files until 
superseded, obsolete, no longer needed for reference, or on 
inactivation, then destroyed. Copies at Physiological Training Units 
are destroyed after 3 years; Compression Chamber Operation Record at 
Physiological Training Units are retained in office files until 
superseded, obsolete, no longer needed for reference, or on 
inactivation, then destroyed. Compression Chamber Reaction Case Report 
(original) retained in individual health record for fifty years after 
date of latest document, then destroyed. First copy at Armstrong 
Laboratory and other copies at Headquarters Air Force Medical 
Operations Agency and major commands are retained in office files until 
superseded, obsolete, no longer needed for reference, or on 
inactivation, then destroyed. Copies at Physiological Training Units 
retained in office files until superseded, obsolete, no longer needed 
for reference, or on inactivation, then destroyed. Oxygen Sensitivity 
Tolerance/Pressure Test retained in individual health record for fifty 
years after date of latest document, then destroyed. All records are 
destroyed by tearing into pieces, shredding, pulping, macerating or 
burning.

System manager(s) and address:
    Commander, Headquarters Air Force Medical Operation Agency, 170 
Luke Avenue, Suite 400, Bolling Air Force Base, DC 20332-5113.

[[Page 52009]]

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information on themselves should apply to the Medical Records 
Section of the relevant medical treatment facility for access.

Record access procedures:
    Individuals seeking to access records about themselves contained in 
this system of records should apply to the Medical Records Section of 
the relevant medical treatment facility for access.

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:
    Physicians regarding diagnosis/treatment.

Exemptions claimed for the system:
    None.

[FR Doc. 03-22113 Filed 8-29-03; 8:45 am]
BILLING CODE 5001-08-P