[Federal Register Volume 75, Number 239 (Tuesday, December 14, 2010)]
[Notices]
[Pages 77849-77851]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-31244]
-----------------------------------------------------------------------
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DOD-2010-OS-0160]
Privacy Act of 1974; System of Records
AGENCY: Office of the Secretary of Defense, DoD.
ACTION: Notice to add a system of records.
-----------------------------------------------------------------------
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 13, 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
[[Page 77850]]
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 2, 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 2, 2010.
Morgan F. Park,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS D03
System Name:
Washington Headquarters Services (WHS) Enterprise Safety
Applications Management System (ESAMS).
System location:
Commander Navy Installations Command Transitional Hosting Center,
1968 Gilbert St. Norfolk, VA 23511-3318.
Categories of individuals covered by the system:
DoD Military and civilian personnel employed through Washington
Headquarters Services (WHS) or one of the WHS-Serviced Organizations
(Office of the Secretary of Defense, Joint Chiefs of Staff, Defense
Advanced Research Projects Agency, Defense Threat Reduction Agency,
Missile Defense Organization, Pentagon Force Protection Agency, Defense
Prisoners of War/Missing Personnel Office, Uniformed Services
University of the Health Sciences, National Defense University, DoD
Inspector General, Office of Economics Adjustment, Defense Legal
Services Agency, Defense Technology Security Administration, Defense
Test Resource Management Center, Defense Security Cooperation Agency
(DSCA) Headquarters, and the Defense Media Activity.
Categories of records in the system:
For all employees: name, Social Security Number (SSN), e-mail
address, supervisor's name, supervisor's e-mail address, unit
identification code (UIC), directorate, division, gender, training/
certifications received, test scores.
For employees requiring duty physicals and/or whose duties require
longitudinal monitoring and assessment: Occupational medical stressors,
date of last physical and non-diagnostic information concerning health
readiness/restrictive duty, respirator usage and fit test results,
annual audiogram results, chemical and/or environmental exposures, and
occupational injuries/illnesses.
For employees on whom an accident investigation or report is
submitted: Name, Social Security Number (SSN), job title, agency/
directorate/division, office location, case number, incident location,
injury detail, Occupational Safety and Health Administration (OSHA)
recordable incident/illness.
Authority for maintenance of the system:
29 CFR part 1904, Recording and Reporting Occupational Injuries and
Illnesses; 29 CFR part 1910, Occupational Safety and Health Standards;
10 U.S.C. 113, Secretary of Defense; E.O. 12196, Occupational Safety
and Health Programs for Federal Employees, as amended; DoD Instruction
6055.1, DoD Safety and Occupational Health (SOH) Program; DoD
Instruction 6055.5, Occupational and Environmental Health (OEH); DoD
Instruction 6055.7, Accident Investigation, Reporting, and Record
Keeping; DoD Instruction 6055.12, DoD Hearing Conservation Program
(HCP); and E.O. 9397 (SSN), as amended.
Purpose(s):
To ensure all individuals receive required health and safety, fire,
and emergency management training courses necessary to perform assigned
duties and comply with Federal law and DoD regulations.
To document and manage longitudinal requirements of physicals,
respiratory and audiology tracking over the course of an employee's
employment with Washington Headquarters Services.
To provide an initial documentation of workplace incidents and
accidents.
Used as a management tool for statistical analysis, tracking,
reporting, evaluating program effectiveness and conducting research.
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 may specifically be
disclosed outside the DoD as a routine use pursuant to 5 U.S.C.
552a(b)(3) as follows:
To the Occupational Safety and Health Administration (OSHA) during
the course of an on-site inspection.
The DoD `Blanket Routine Uses' that appear at the beginning of the
Office of the Secretary of Defense's compilation of systems of records
notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Electronic storage media.
Retrievability:
Retrieved by individual's name and Social Security Number (SSN).
Safeguards:
Access is role based with limited access to personally identifiable
information. Access requires Common Access Card (CAC) on initial log-on
but allows CAC access or password logon (if established) after initial
use. The servers are located in a building that is locked during non-
duty hours on a military installation with guards monitoring
installation access 24 hours a day, 7 days a week.
Retention and disposal:
Employee training records are closed on an annual basis and
disposed of when 5 years old.
Longitudinal Requirements are closed on an annual basis and
disposed of when 5 years old.
Personnel Injury Files are closed on an annual basis and disposed
of when 3 years old.
System manager(s) and address:
Chief, Safety and Environmental Management Branch, Washington
Headquarters Services, 1155 Defense Pentagon, Washington DC 20301-1155.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the Chief, Safety and Environmental Management
Branch, Washington Headquarters Services, 1155 Defense Pentagon,
Washington DC 20301-1155.
The request should contain individual's full name, Social Security
Number (SSN), address, and should be signed.
Record access procedures:
Individuals seeking to access the information about themselves
contained
[[Page 77851]]
in this system of records not accessible through system interfaces
should address written inquiries to the Office of the Secretary of
Defense/Joint Staff Freedom of Information Act Requester Center, 1155
Defense Pentagon, Washington DC 20301-1155.
The request should contain the name and number of this system of
records notice, the individual's full name, Social Security Number
(SSN), address, and must be signed.
Contesting record procedures:
The Office of the Secretary of Defense rules for accessing records,
and for contesting contents and appealing initial agency determinations
are published in Office of the Secretary of Defense Administrative
Instruction 81; 32 CFR part 311; or may be obtained from the system
manager.
Record source categories:
Individual, personnel files, non-diagnostic extracts from medical
records that address medical readiness/restrictions, and office files.
Exemptions claimed for the system:
None.
[FR Doc. 2010-31244 Filed 12-13-10; 8:45 am]
BILLING CODE 5001-06-P