Federal Register, Volume 75 Issue 224 (Monday, November 22, 2010)

[Federal Register Volume 75, Number 224 (Monday, November 22, 2010)]
[Notices]
[Pages 71081-71083]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-29339]

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DEPARTMENT OF DEFENSE

Department of the Army

[Docket ID: USA-2010-0027]

Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DoD.

ACTION: Notice to add a system of records.

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SUMMARY: The Department of the Army 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 December 22, 2010 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: Department of the Army, Privacy
Office, U.S. Army Records Management and Declassification Agency, 7701
Telegraph Road, Casey Building, Suite 144, Alexandria, VA 22325-3905,
Mr. Leroy Jones at (703) 428-6185.

SUPPLEMENTARY INFORMATION: The Department of the Army 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 November 12, 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).

[[Page 71082]]

Dated: November 12, 2010.
Morgan F. Park,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
A0215-3a FMWRC (DoD)

System Name:
Department of Defense Non-appropriated Fund Health Benefits
(DODNHB).

System Location:
Aetna Inc., 151 Farmington Avenue, Hartford, CT 06156-0001.

Categories of individuals covered by this system:
Current and retired Non-appropriated Fund (NAF) employees of the
U.S. Army (USA), U.S. Navy (USN), U.S. Air Force (USAF), U.S. Marine
Corps (USMC), Army and Air Force Exchange System (AAFES) and the Navy
Exchange Services Command (NEXCOM) who participate in the DoD NAF
Health Program administered by Aetna.

Categories of records in the system:
This information includes full name, address, phone numbers, date
of birth, gender, current status (actively employed or retired), Social
Security Numbers (SSN), ethnicity, medical diagnostic codes, and
charges for health care.

Authority for maintenance of the system:
Section 349 of Public Law number 103-337, formerly the National
Defense Authorization Act for Fiscal Year 1995; Sections 102a and 262
of Public Law number 104-191, the Health Insurance Portability and
Accountability Act of 1996; Public Law number 110-173 Medicare,
Medicaid and SCHIP Extension Act (MMSEA) of 2007, E.O., 9397, (SSN), as
amended.

Purpose(s):
The DoDNHB system is used to administer a number of health care
plans for Non-appropriated Fund (NAF) employees of the Army, Navy, Air
Force, Marine Corps, Army-Air Force Exchange Service (AAFES) and the
Navy Exchange Command (NEXCOM). Health plan administration includes
such functions as maintaining a database of subscribers, tracking
claims, negotiating payments to health care providers and providing
reports to the DoD program office.

Routine uses of records maintained in the system, including categories
of users and 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 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.

Note: This system of records contains Personal Identifiable
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 at any time 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:
Electronic storage media.

Retrievability:
Retrieved by the employee using a unique username and password.
Aetna administrators/managers retrieve individual employee data using
an internally-generated number based on the plan number and customer
number or Social Security Number (SSN).

Safeguards:
DODNHB is hosted at the Aetna corporate datacenter. Access to DoD
employee data is limited to authorized users with a need-to-know and
incorporates a ``least privilege'' policy for file permissions. The
contract between Aetna and DoD requires a high level of information
protection to include data-at-rest encryption. Regular reports on the
status of information security measures are required, as is immediate
notification of possible failures. Data records are maintained in
datacenter facilities that are secured 24 hours per day with restricted
access. Data access is restricted to the DoD NAF employee, individuals
with a business ``need-to-know'' and authorized technical
administrators.

Retention and disposal:
Records are retained for seven (7) years following disenrollment of
the DoD NAF employee from the health plan. Record disposal is done by
securely erasing the electronic media on which the data was stored.
Some data is received in paper forms. This data is transferred to
electronic media and the paper forms are immediately destroyed by
shredding.

System manager and address:
NAF Employee Benefits Program Administrator, NAF Personnel Policy
Office (CPMS-AN), 1400 Key Boulevard, Suite B200, Arlington, VA 22209-
1556.

Program managers for each Service/Non Appropriate Fund Insurance are:
For current or retired USA NAF employees: Chief, NAF Employee
Benefits Office, Family and Morale, Welfare and Recreation Command,
4700 King Street, 3rd Floor, Alexandria, VA 22302-4400.
For current or retired USN NAF employees: Commander Navy
Installations Command--Head, NAF Human Resources, CNIC, Millington
Detachment, 7736 Kitty Hawk Drive, Building 457, N253, Millington, CT
38054-0001.
For current or retired USAF NAF employees: Chief, NAF Employee
Benefits Office, HQ AFSVA/SVXBI, 10100 Reunion Plaza, Suite 502, San
Antonio, TX 78216-4188.
For current or retired USMC NAF employees: Program Manager,
Employee Benefits, Headquarters U.S. Marine Corps, Personal and Family
Readiness Division, 3044 Catlin Avenue, Quantico, VA 22134-5003.
For current or retired AAFES NAF employees: Director of Employee
Benefits, HQ AAFES, FA-T/Benefits, 3911 Walton Walker Boulevard,
Dallas, TX 75236-1509.
For current or retired NEXCOM NAF employees: Director Employee
Benefits, Navy Exchange Service Command, 3280 Virginia Beach Boulevard,
Virginia Beach, VA 23452-5724.

Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to:
For current or retired USA NAF employees: Chief, NAF Employee
Benefits Office, Family and Morale, Welfare and Recreation Command,
4700 King Street, 3rd Floor, Alexandria, VA 22302-4400.
For current or retired USN NAF employees: Commander Navy
Installations Command--Head, NAF Human Resources, CNIC, Millington
Detachment, 7736 Kitty Hawk Drive, Building 457, N253, Millington, CT
38054-0001.
For current or retired USAF NAF employees: Chief, NAF Employee
Benefits Office, HQ AFSVA/SVXBI, 10100 Reunion Plaza, Suite 502, San
Antonio, TX 78216-4188.
For current or retired USMC NAF employees: Program Manager,
Employee

[[Page 71083]]

Benefits, Headquarters U.S. Marine Corps, Personal and Family Readiness
Division, 3044 Catlin Avenue, Quantico, VA 22134-5003.
For current or retired AAFES NAF employees: Director of Employee
Benefits, HQ AAFES, FA-T/Benefits, 3911 Walton Walker Boulevard,
Dallas, TX 75236-1509.
For current or retired NEXCOM NAF employees: Director Employee
Benefits, Navy Exchange Service Command, 3280 Virginia Beach Boulevard,
Virginia Beach, VA 23452-5724.
Requests should contain full name, last four digits of Social
Security Number (SSN), date of birth, current status (actively employed
or retired) and current mailing address with 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:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
appropriate DoD NAF employer below.
For current or retired USA NAF employees: Chief, NAF Employee
Benefits Office, Family and Morale, Welfare and Recreation Command,
4700 King Street, 3rd Floor, Alexandria, VA 22302-4400.
For current or retired USN NAF employees: Commander Navy
Installations Command--Head, NAF Human Resources, CNIC, Millington
Detachment, 7736 Kitty Hawk Drive, Building 457, N253, Millington, CT
38054-0001.
For current or retired USAF NAF employees: Chief, NAF Employee
Benefits Office, HQ AFSVA/SVXBI, 10100 Reunion Plaza, Suite 502, San
Antonio, TX 78216-4188.
For current or retired USMC NAF employees: Program Manager,
Employee Benefits, Headquarters U.S. Marine Corps, Personal and Family
Readiness Division, 3044 Catlin Avenue, Quantico, VA 22134-5003.
For current or retired AAFES NAF employees: Director of Employee
Benefits, HQ AAFES, FA-T/Benefits, 3911 Walton Walker Boulevard,
Dallas, TX 75236-1509.
For current or retired NEXCOM NAF employees: Director Employee
Benefits, Navy Exchange Service Command, 3280 Virginia Beach Boulevard,
Virginia Beach, VA 23452-5724.
For verification purposes, individuals should provide their full
name, last four digits of Social Security Number (SSN), date of birth,
current status (current employee or retired) and current mailing
address and any details which may assist in locating record, 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 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. Denial to amend records in this system can be made only by the
NAF Employee Benefits Program Administrator.
Individuals wishing to contest the content or existence of a record
containing their personal or medical information should address written
inquiries to the HIPAA privacy official for the DoDNHB system at: NAF
Employee Benefits Program Administrator, NAF Personnel Policy Office
(CPMS-AN), 1400 Key Boulevard, Suite B200, Arlington, VA 22209-1556.

Record source categories:
Employee personal and eligibility data from the six DoD NAF
employers, transmitted by electronic data transfer and paper
application forms. Medical and billing information from health care
providers, transmitted electronically. Data interchanges, required by
Section 111 of Public Law 110-173, take place between Aetna and the
Centers for Medicare & Medicaid Services in the Department of Health
and Human Services.

Exemptions claimed for the system:
None.

[FR Doc. 2010-29339 Filed 11-19-10; 8:45 am]
BILLING CODE 5001-06-P