[Federal Register Volume 76, Number 53 (Friday, March 18, 2011)]
[Notices]
[Pages 14951-14953]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-6356]


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

DEPARTMENT OF DEFENSE

Department of the Air Force

[Docket ID: USAF-2011-0009]


Privacy Act of 1974; System of Records

AGENCY: Department of the Air Force, DoD.

ACTION: Notice to alter a system of records.

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

SUMMARY: The Department of the Air Force 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.

DATES: The proposed action will be effective on April 18, 2011 unless 
comments are received that would 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, 1160 Defense 
Pentagon, OSD Mailroom 3C843, 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: Mr. Charles J. Shedrick, 703-696-6488, 
or the Department of the Air Force Privacy Office, Air Force Privacy 
Act Office, Office of Warfighting Integration and Chief Information 
officer, ATTN: SAF/XCPPI, 1800 Air Force Pentagon, Washington DC 20330-
1800.

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 FOR FURTHER INFORMATION CONTACT address above.
    The proposed systems reports, as required by 5 United States Code 
552a(r) of the Privacy Act, were submitted on March 8, 2011 to the 
House Committee on Oversight and Government Reform, the Senate 
Committee on Homeland Security and Governmental Affairs, and the Office 
of Management and Budget pursuant to paragraph 4c of Appendix I to 
Office of Management and Budget Circular No. A-130, ``Federal Agency 
Responsibilities for Maintaining Records About Individuals,'' dated 
February 8, 1996, (February 20, 1996, 61 FR 6427).

    Dated: March 10, 2011.
Morgan F. Park,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
F044 AFPC A

System name:
    Medical Assignment Limitation Record System (August 29, 2003, 68 FR 
51998).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Headquarters Air Force Personnel 
Center, Medical Service Officer Management Division, Medical Retention 
Standards Branch, 550 C Street West, Randolph Air Force Base, TX 78150-
4727.''

Categories of individuals covered by the system:
    Delete entry and replace with ``All active duty Air Force members 
who develop, as determined by the local Deployment Availability Working 
Group, a medical condition that may warrant placement on an Assignment 
Limitation Code (ALC) in Military Personnel Data System (MilPDS). This 
includes all cases presented to a Medical Evaluation Board or Physical 
Evaluation Board that were returned to duty and therefore considered 
for an ALC. An ALC flags the member in MilPDS as medical waiver 
required for deployments and overseas assignments.''

Categories of records in the system:
    Delete entry and replace with ``Medical Evaluation and Physical 
Evaluation Board packages, Report of Medical Examination, Report of 
Medical History, Narrative Summary, Armed Forces Health Longitudinal 
Technology Application (AHLTA) medical record documentation, Clinical 
Record Consultation Sheet, Electrocardiographic Record, Pulmonary 
Function Testing reports, laboratory results, commander letters, and 
Deployment Availability Working Group summary. Personally identifiable 
information included in the above records includes name, Social 
Security Number (SSN), and date of birth.''

Authority for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 8013, Secretary of the 
Air Force; Air Force Instruction 36-3212, Physical Evaluation for 
Retention, Retirement and Separation; and Air Force Instruction 36-
2110, Assignments; and E.O. 9397 (SSN), as amended.''

Purpose(s):
    Delete entry and replace with ``Collect applicable medical 
information and commander input to determine appropriate medical 
Assignment Limitation Code (ALC).''

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Delete entry and replace with ``In addition to those disclosures 
generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, 
these records contained therein, may specifically be disclosed outside 
the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

[[Page 14952]]

    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:
    Delete entry and replace with ``Maintained in hardcopy file folders 
and electronic storage media.''

Retrievability:
    Delete entry and replace with ``Electronic and hardcopy files are 
retrieved by last name and last four digits of Social Security Number 
(SSN).''

Safeguards:
    Delete entry and replace with ``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 and 
electronic records are accessible by use of the Common Access Card 
(CAC) and site specific login.''

Retention and disposal:
    Delete entry and replace with ``Retained in office files for two 
years or when no longer needed for reference, then destroyed by tearing 
into pieces, shredding, pulping, macerating, burning, or deleting.''

System manager(s) and address:
    Delete entry and replace with ``Headquarters Air Force Personnel 
Center, Medical Service Officer Utilization Division, Chief, Medical 
Retention Standards Branch, Randolph Air Force Base, TX 78150-4727.''

Notification procedures:
    Delete entry and replace with ``Individuals seeking to determine 
whether this system of records contains information on themselves 
should address written inquiries to Headquarters Air Force Personnel 
Center, Medical Service Officer Management Division, Chief, Medical 
Retention Standards Branch, Randolph Air Force Base, TX 78150-4727.
    For verification purposes, individual should provide their full 
name, Social Security Number (SSN), any details, which may assist in 
locating records, and their signature.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States:
    `I declare (or certify, verify, or state) under penalty of perjury 
under the laws of the United State of America that the foregoing is 
true and correct. Executed on (date). (Signature)'.
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature)'.''

Record access procedures:
    Delete entry and replace with ``Individuals seeking to access 
records about themselves contained in this system should address 
written requests to Headquarters Air Force Personnel Center, Medical 
Service Officer Utilization Division, Chief, Medical Retention 
Standards Branch, Randolph Air Force Base, TX 78150-4727.
    For verification purposes, individual should provide their full 
name, Social Security Number (SSN), any details which may assist in 
locating records, and their signature.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States:
    `I declare (or certify, verify, or state) under penalty of perjury 
under the laws of the United State of America that the foregoing is 
true and correct. Executed on (date). (Signature)'.
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature)'.''

Contesting record procedures:
    Delete entry and replace with ``The Air Force rules for accessing 
records and for contesting contents and appealing initial agency 
determinations are published in 32 CFR part 806b, Air Force Instruction 
33-332, Air Force Privacy Program and may be obtained from the system 
manager.''
* * * * *
F044 AFPC A

System name:
    Medical Assignment Limitation Record System.

System location:
    Headquarters Air Force Personnel Center, Medical Service Officer 
Management Division, Medical Retention Standards Branch, 550 C Street 
West, Randolph Air Force Base, TX 78150-4727.

Categories of individuals covered by the system:
    All active duty Air Force members who develop, as determined by the 
local Deployment Availability Working Group, a medical condition that 
may warrant placement on an Assignment Limitation Code (ALC) in 
Military Personnel Data System (MilPDS). This includes all cases 
presented to a Medical Evaluation Board or Physical Evaluation Board 
that were returned to duty and therefore considered for an ALC. An ALC 
flags the member in MilPDS as medical waiver required for deployments 
and overseas assignments.

Categories of records in the system:
    Medical Evaluation and Physical Evaluation Board packages, Report 
of Medical Examination, Report of Medical History, Narrative Summary, 
Armed Forces Health Longitudinal Technology Application (AHLTA) medical 
record documentation, Clinical Record Consultation Sheet, 
Electrocardiographic Record, Pulmonary Function Testing reports, 
laboratory results, commander letters, Deployment Availability Working 
Group summary. Personally identifiable information included in the 
above records includes name, Social Security Number (SSN), and date of 
birth.

Authority for maintenance of the system:
    10 U.S.C. 8013, Secretary of the Air Force; Air Force Instruction 
36-3212, Physical Evaluation for Retention, Retirement and Separation; 
and Air Force Instruction 36-2110, Assignments and E.O. 9397 (SSN), as 
amended.

Purpose(s):
    Collect applicable medical information and commander input to 
determine appropriate medical Assignment Limitation Code (ALC).

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 of 1974, these records 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

[[Page 14953]]

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 hardcopy file folders and electronic storage media.

Retrievability:
    Electronic and hardcopy files are retrieved by last name and last 
four digits of Social Security Number (SSN).

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 and electronic records are 
accessible by use of the Common Access Card (CAC) and site specific 
login.

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

System manager(s) and address:
    Headquarters Air Force Personnel Center, Medical Service Officer 
Utilization Division, Chief, Medical Retention Standards Branch, 
Randolph Air Force Base, TX 78150-4727.

Notification procedures:
    Individuals seeking to determine whether this system of records 
contains information on themselves should address written inquiries to 
Headquarters Air Force Personnel Center, Medical Service Officer 
Management Division, Chief, Medical Retention Standards Branch, 
Randolph Air Force Base, TX 78150-4727.
    For verification purposes, individual should provide their full 
name, Social Security Number (SSN), any details, which may assist in 
locating records, and their signature.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States:
    `I declare (or certify, verify, or state) under penalty of perjury 
under the laws of the United States of America that the foregoing is 
true and correct. Executed on (date). (Signature)'.
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature)'.

Record access procedures:
    Individuals seeking to access records about themselves contained in 
this system should address written requests to Headquarters Air Force 
Personnel Center, Medical Service Officer Utilization Division, Chief, 
Medical Retention Standards Branch, Randolph Air Force Base, TX 78150-
4727.
    For verification purposes, individual should provide their full 
name, Social Security Number (SSN), any details which may assist in 
locating records, and their signature.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States:
    `I declare (or certify, verify, or state) under penalty of perjury 
under the laws of the United States of America that the foregoing is 
true and correct. Executed on (date). (Signature)'.
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature)'.

Contesting record procedures:
    The Air Force rules for accessing records and for contesting 
contents and appealing initial agency determinations are published in 
32 CFR part 806b, Air Force Instruction 33-332, Air Force Privacy 
Program and may be obtained from the system manager.

Record source categories:
    Information obtained from military and civilian medical 
institutions and correspondence as related to board proceedings.

Exemptions claimed for the system:
    None.

[FR Doc. 2011-6356 Filed 3-17-11; 8:45 am]
BILLING CODE 5001-06-P