[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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