[Federal Register Volume 75, Number 247 (Monday, December 27, 2010)]
[Notices]
[Pages 81246-81247]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-32396]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DOD-2010-OS-0182]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, DoD.

ACTION: Notice to add a system of records.

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SUMMARY: The Office of the Secretary of Defense proposes to add a 
system of records to its inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This proposed action would be effective without further notice 
on January 26, 2011 unless comments are received which result in a 
contrary determination.

ADDRESSES: You may submit comments, identified by docket number and/
Regulatory Information Number (RIN) and title, by any of the following 
methods:
     Federal Rulemaking Portal: http://www.regulations.gov. 
Follow the instructions for submitting comments.
     Mail: Federal Docket Management System Office, Room 3C843, 
1160 Defense Pentagon, Washington, DC 20301-1160.
    Instructions: All submissions received must include the agency name 
and docket number or Regulatory Information Number (RIN) for this 
Federal Register document. The general policy for comments and other 
submissions from members of the public is to make these submissions 
available for public viewing on the Internet at http://www.regulations.gov as they are received without change, including any 
personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Chief, OSD/JS Privacy Office, Freedom 
of Information Directorate, Washington Headquarters Services, 1155 
Defense Pentagon, Washington DC 20301-1155, or Ms. Cindy Allard at 
(703) 588-6830.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
notices for systems of records 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 FOR FURTHER INFORMATION CONTACT 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 17, 2010 to 
the House Committee on Oversight and 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 21, 2010.
Morgan F. Park,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DMDC 14 DOD

System Name:
    Health Record Tracking System (HRTS).

System Location:
    Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling 
Road, Seaside CA 93955-6771.

Categories of Individuals covered by the system:
    Individual Ready Reserve (IRR) and Inactive National Guard (ING) 
members.

Categories of Records in the System:
    Name, Social Security Number (SSN), date of birth, tracking 
information (i.e. status of request and shipment tracking number).

Authority for maintenance of the system:
    10 U.S.C. 138, Assistant Secretaries of Defense; DoD Directive 
5125.01, Assistant Secretary of Defense for Reserve Affairs (ASD(RA)); 
DoD Instruction 1235.14, Administration and Management of the 
Individual Ready Reserve (IRR) and the Inactive National Guard (ING); 
E.O. 9397 (SSN), as amended.

Purpose:
    The Health Record Tracking System (HRTS) allows the Military 
Services to request an Individual Ready Reserve (IRR) member's health 
treatment record (HTR) from the Department of Veterans Affairs (VA) 
upon mobilization of the individual. The VA is required to maintain the 
HTR on members of the IRR after they have separated from the military. 
The Services may request the HTR from the VA when an IRR member is 
reactivated to active or reserve service. The HTR must be returned to 
the requesting Military Service within 72 hours of notification. HRTS 
is the mechanism the Military Services use to request the HTR and 
identify when VA has shipped the record.

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.

[[Page 81247]]

552a(b) of the Privacy Act of 1974, these records 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 Veteran's Affairs (VA) for the purpose of 
completing HTR requests for the Service components.

Policies and Practices for storing, retrieving, accessing, retaining 
and disposing of records in the System:
Storage:
    Electronic storage media.

Retrievability:
    Records are retrieved by Social Security Number (SSN).

Safeguards:
    Electronic records are maintained in a controlled area accessible 
only to authorized personnel. Entry to these areas is restricted by the 
use of locks, guards, and administrative procedures. Access to personal 
information is limited to those who require the records in the 
performance of their official duties. Access to personal information is 
further restricted by the use of passwords which are changed 
periodically.

Retention and Disposal:
    Records are deleted when two years old, or two years after the date 
of the latest entry, whichever is applicable.

System Manager(s) and address:
    Deputy Director, Defense Manpower Data Center, DoD Center Monterey 
Bay, 400 Gigling Road, Seaside, CA 93955-6771.

Notification Procedures:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Deputy Director, Defense Manpower Data Center, 400 Gigling Rd., 
Seaside, CA 93955-6771.
    Individuals should provide his/her full name and Social Security 
Number (SSN).

Record Access Procedure:
    Individuals seeking to access the information about themselves 
contained in this system should address written inquiries to the Office 
of the Secretary of Defense (OSD)/Joint Staff Freedom of Information 
Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-
1155.
    Written requests should include the full name and Social Security 
Number (SSN) of the requester, along with the name and number of this 
system of records notice and be signed.

Contesting Record Procedures:
    The OSD rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in the OSD 
Administrative Instruction 81; 32 CFR part 311; or may be obtained from 
the system manager.

Record Source Categories:
    Service Components.

Exemptions claimed for the system:
    None.

[FR Doc. 2010-32396 Filed 12-23-10; 8:45 am]
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