[Federal Register: June 26, 2003 (Volume 68, Number 123)]
[Notices]
[Page 38013-38015]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr26jn03-51]
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DEPARTMENT OF DEFENSE
National Reconnaissance Office, Privacy Act of 1974; System of
Records
AGENCY: National Reconnaissance Office, DOD.
ACTION: Notice to add a system of records.
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SUMMARY: The National Reconnaissance Office is adding a system of
records notice to its inventory of record systems subject to the
Privacy Act of 1974, (5 U.S.C. 552a), as amended.
DATES: This proposed action will be effective without further notice on
July 28, 2003 unless comments are received which result in a contrary
determination.
ADDRESSES: Send comments to the National Reconnaissance Office, 14675
Lee Road Chantilly, VA 20151-1715.
[[Page 38014]]
FOR FURTHER INFORMATION CONTACT: Ms. Barbara Freimann at (703) 808-
5029.
SUPPLEMENTARY INFORMATION: The National Reconnaissance Office's system
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 June 17, 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: June 23, 2003.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
NRO-08
System name:
Employee Assistance Program Case Files.
System location:
Management Services and Operations, Employee Assistance Program
Office, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA
20151-1715.
Categories of individuals covered by the system:
National Reconnaissance Office (NRO) civilian, military, and
contractor personnel, who have chosen to request assistance or, in some
cases, have been referred by management for assistance.
Categories of records in the system:
Name, Social Security Number, date of birth, home telephone number,
and home address, and questionnaires completed by patients. Case
records may include medically confidential evaluations and assessments
on the conditions, current status, and progress of counselees; records
of medical/psychological testing, treatment, and services; and
counselee and third party interview comments.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 7904, Employee
assistance programs relating to drug abuse and alcohol abuse; 42 U.S.C.
290dd, Substance abuse among government and other employees; 42 U.S.C.
290dd-2; Confidentiality of records; 5 CFR part 792, subpart A,
Regulatory Requirements for Alcoholism and Drug Abuse Programs and
Services for Federal Civilian Employees; National Security Act of 1947,
as amended; E.O. 12333, U.S. Intelligence Activities; E.O. 12564, Drug-
Free Federal Workplace; and E.O. 9397 (SSN).
Purpose(s):
The Employee Assistance Program (EAP) provides in-house
confidential professional counseling and referral services. The files
contain information that is used in the course of counseling.
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 Routines Uses' published at the beginning of the
NRO compilation of systems of records notices apply to this system.
Note: Records of identity, diagnosis, prognosis or treatment of
any client/patient irrespective of whether or when he/she ceases to
be a client/patient, maintained in connection with the performance
of any alcohol or drug abuse prevention and treatment function
conducted, requested, or directly or indirectly assisted by any
department or agency of the United States, shall, except as provided
herein, be confidential and be disclosed only for the purposes and
under the circumstances expressly authorized in 42 U.S.C. 290dd-2.
This statute takes precedence over the Privacy Act of 1974 in regard
to accessibility of such records except to the individual to whom
the record pertains. The DoD ``Blanket Routine Uses'' do not apply
to these types of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper files and automated information system, maintained in
computer and computer output products.
Retrievability:
Information is retrieved by the client's assigned case number.
Safeguards:
Records are stored in a secure, gated facility, guard, badge, and
password access protected. Access to and use of these records are
limited to the EAP staff whose official duties require such access. The
automated information system is protected by a special encryption
device; paper files are kept in a safe in a locked room. EAP records
are separate from and do not become part of any employee security or
personnel file.
Retention and disposal:
Records are temporary, to be destroyed when 5 years old. After
termination of all sessions EAP will hold counseling files in a current
file area for 3 years before transferring them to the NRO Archive for
the remaining time.
System manager(s) and address:
Chief, Employee Assistance Program, Management Services and
Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly,
VA 20151-1715.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the National Reconnaissance Office, Information Access and Release
Center, 14675 Lee Road, Chantilly, VA 20151-1715.
Request should include the individual's full name and address,
Social Security Number, and other information identifiable from the
record.
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 without the United States: I declare (or certify,
verify, or state) under penalty of perjury under the laws if 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 commonwealth: 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 information about themselves
contained in this system should address written inquiries to the
National Reconnaissance Office, Information Access and Release Center,
14675 Lee Road, Chantilly, VA 20151-1715.
Request should include the individual's full name, address, Social
Security Number, and other information identifiable from the record.
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 without the United States: I declare (or certify,
verify, or state)
[[Page 38015]]
under penalty of perjury under the laws if 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 NRO rules for accessing records, for contesting contents and
appealing initial agency determinations are published in NRO Directive
110-3A and NRO Instruction 110-5A; 32 CFR part 326; or may be obtained
from the Privacy Act Coordinator, National Reconnaissance Office, 14675
Lee Road, Chantilly, VA 20151-1715.
Record source categories:
Information is supplied by the client, by third parties, and by the
EAP staff.
Exemptions claimed for the system:
None.
[FR Doc. 03-16132 Filed 6-25-03; 8:45 am]
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