[Federal Register Volume 69, Number 2 (Monday, January 5, 2004)]
[Notices]
[Pages 327-329]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-21]


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DEPARTMENT OF DEFENSE

Department of the Army


Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DoD.

ACTION: Notice to alter a system of records.

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SUMMARY: The Department of the Army is proposing to alter a system of 
records notice in its existing inventory of records systems subject to 
the Privacy Act of 1974 (5 U.S.C. 552a), as amended.
    The Department of the Army is proposing to alter the existing 
system of records to expand the category of individuals covered, the 
category of records being maintained, and the purposes for collecting 
and maintaining the records.

DATES: This proposed action will be effective without further notice on 
February 4, 2004, unless comments are received which result in a 
contrary determination.

ADDRESSES: Department of the Army, Freedom of Information/Privacy Act 
Office, U.S. Army Records Management and Declassification Agency, ATTN: 
TAPC-PDD-FP, 7798 Cissna Road, Suite 205, Springfield, VA 22153-3166.

FOR FURTHER INFORMATION CONTACT: Ms. Janice Thornton at (703) 806-7137/
DSN 656-7137.

SUPPLEMENTARY INFORMATION: The Department of the Army systems of 
records notices subject to the Privacy Act of 1974 (5 U.S.C. 552a), as 
amended, have been published in the Federal Register and are available 
from the address above.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on December 16, 2003, to 
the House Committee on Government Reform, the Senate Committee on 
Governmental Affairs, and the Office of Management and Budget (OMB) 
pursuant to paragraph 4c of Appendix I to OMB Circular No. A-130, 
``Federal Agency Responsibilities for Maintaining Records About 
Individuals,'' dated February 8, 1996 (February 20, 1996, 61 FR 6427).

    Dated: December 24, 2003.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
A0040-5a DASG

System name:
    DoD Health Surveillance/Assessment Registries (April 4, 2003, 68 FR 
16484).

Changes:
* * * * *

System name:
    Delete entry and replace with ``Defense Medical Surveillance 
System.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Department of Defense military 
personnel (active and reserve) and their family members; DoD civilian 
personnel deploying with the Armed Forces; applicants for military 
service; and individuals who participate in DoD health surveys.''

Categories of records in the system:
    Delete entry and replace with ``The Defense Medical Surveillance 
System contains up-to-date and historical data on diseases and medical 
events (e.g., hospitalizations, ambulatory visits, reportable diseases, 
HIV tests, acute respiratory diseases, and health risk

[[Page 328]]

appraisals) and longitudinal data on personnel and deployments.
    Information in this system of records originates from personnel 
systems, medical records, health surveys (e.g., Pentagon Post Disaster 
Health Assessment) and/or health assessments made from specimen 
collections (remaining serum from blood samples) from which serologic 
tests can be performed (serum number, specimen locator information, 
collection date, place of collection).
    Records being maintained include individual's name, Social Security 
Number, date of birth, sex, branch of service, home address, age, 
medical treatment facility, condition of medical and physical health 
and capabilities, responses to survey questions, register number 
assigned, and similar records, information and reports, relevant to the 
various registries; and specimen collections (remaining serum from 
blood samples) from which serologic tests can be performed (serum 
number, specimen locator information, collection date, place of 
collection).''
* * * * *

Purpose(s):
    Delete entry and replace with ``The Defense Medical Surveillance 
System (DMSS) supports a systematic collection, analysis, 
interpretation, and reporting of standardized, population based data 
for the purposes of characterizing and countering medical threats to a 
population's health, well being, and performance.
    The Army Medical Surveillance Activity, which operates the DMSS, 
routinely publishes summaries of notifiable diseases, trends of 
illnesses of special surveillance interest and field reports describing 
outbreaks and case occurrences in the Medical Surveillance Monthly 
Report, the principal vehicle for disseminating medical surveillance 
information of broad interest. Through DMSS, The Army Medical 
Surveillance Activity provides the sole link between the DoD Serum 
Repository and other databases. This repository contains over 32 
million frozen serum specimens and is the largest of its kind in the 
world.''
* * * * *

Retrievability:
    Delete entry and replace with ``Information is retrieved by 
individual's name, Social Security Number, registry number and specimen 
number.''
* * * * *

System manager(s) and address:
    Delete entry and replace with ``Chief of Army Medical Surveillance 
Activity, The Surgeon General, Headquarters, Department of the Army, 
5109 Leesburg Pike, Falls Church, VA 22041-3258.''
* * * * *

Record source categories:
    Delete entry and replace with ``From the individual, personnel and 
medical records, and mortality reports.''
* * * * *
A0040-5a DASG

System name:
    Defense Medical Surveillance System.

System location:
    U.S. Army Center for Health Promotion and Prevention Medicine, 5158 
Blackhawk Road, Aberdeen Proving Ground, MD 21010-5403; and
    Army Medical Surveillance Activity, Building T-20, Room 213, 6900 
Georgia Avenue, NW., Washington, DC 20307-5001.

Categories of individuals covered by the system:
    Department of Defense military personnel (active and reserve) and 
their family members; DoD civilian personnel deploying with the Armed 
Forces; applicants for military service; and individuals who 
participate in DoD health surveys.

Categories of records in the system:
    The Defense Medical Surveillance System contains up-to-date and 
historical data on diseases and medical events (e.g., hospitalizations, 
ambulatory visits, reportable diseases, HIV tests, acute respiratory 
diseases, and health risk appraisals) and longitudinal data on 
personnel and deployments.
    Information in this system of records originates from personnel 
systems, medical records, health surveys (e.g., Pentagon Post Disaster 
Health Assessment) and/or health assessments made from specimen 
collections (remaining serum from blood samples) from which serologic 
tests can be performed (serum number, specimen locator information, 
collection date, place of collection).
    Records being maintained include individual's name, Social Security 
Number, date of birth, sex, branch of service, home address, age, 
medical treatment facility, condition of medical and physical health 
and capabilities, responses to survey questions, register number 
assigned, and similar records, information and reports, relevant to the 
various registries; and specimen collections (remaining serum from 
blood samples) from which serologic tests can be performed (serum 
number, specimen locator information, collection date, place of 
collection).

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under 
Secretary of Defense for Personnel and Readiness; 10 U.S.C. 3013, 
Secretary of the Army, 10 U.S.C. 8013, Secretary of the Air Force, 10 
U.S.C. 5013, Secretary of the Navy; DoD Instruction 1100.13, Surveys of 
DoD Personnel; DoD Directive 6490.2, Joint Medical Surveillance; DoD 
Directive 6490.3, Implementation and Application of Joint Medical 
Surveillance for Deployments; and E.O. 9397 (SSN).

Purpose(s):
    The Defense Medical Surveillance System (DMSS) supports a 
systematic collection, analysis, interpretation, and reporting of 
standardized, population based data for the purposes of characterizing 
and countering medical threats to a population's health, well being, 
and performance.
    The Army Medical Surveillance Activity, which operates the DMSS, 
routinely publishes summaries of notifiable diseases, trends of 
illnesses of special surveillance interest and field reports describing 
outbreaks and case occurrences in the Medical Surveillance Monthly 
Report, the principal vehicle for disseminating medical surveillance 
information of broad interest. Through DMSS, the Army Medical 
Surveillance Activity provides the sole link between the DoD Serum 
Repository and other databases. This repository contains over 32 
million frozen serum specimens and is the largest of its kind in the 
world.

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'' set forth at the beginning of the 
Army's compilation of systems of records notices also apply to this 
system, except that these routine uses do not apply to the Serum 
Repository.

    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

[[Page 329]]

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 storage media.

Retrievability:
    Information is retrieved by individual's name, Social Security 
Number, registry number, and specimen number.

Safeguards:
    Records are maintained within secured buildings in areas accessible 
only to persons having official need, and who therefore are properly 
trained and screened. Automated segments are protected by controlled 
system passwords governing access to data.

Retention and disposal:
    Records are destroyed when no longer needed for reference and for 
conducting business.

System manager(s) and address:
    Chief of Army Medical Surveillance Activity, The Surgeon General, 
Headquarters, Department of the Army, 5109 Leesburg Pike, Falls Church, 
VA 22041-3258.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Commander, U.S. Army Center for Health Promotion and Prevention 
Medicine, 5158 Blackhawk Road, Aberdeen Proving Ground, MD 21010-5403.
    For verification purposes, individual should provide their full 
name, Social Security Number, any details which may assist in locating 
record, and their signature.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Commander, U.S. Army Center for Health Promotion and Prevention 
Medicine, 5158 Blackhawk Road, Aberdeen Proving Ground, MD 21010-5403.
    For verification purposes, individual should provide their full 
name, Social Security Number, any details which may assist in locating 
record, and their signature.

Contesting record procedures:
    The Army's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are contained in Army 
Regulation 340-21; 32 CFR part 505; or may be obtained from the system 
manager.

Record source categories:
    From the individual, personnel and medical records, and mortality 
reports.

Exemptions claimed for the system:
    None.

[FR Doc. 04-21 Filed 1-2-04; 8:45 am]
BILLING CODE 5001-06-P