Defense Privacy and Civil Liberties Office

U.S. Department of Defense

System of Record Notices (SORNs)

DOD Component Notice

Defense Health Agency

EDHA 19

SYSTEM NAME:

Defense Occupational & Environmental Health Readiness System – Industrial Hygiene (DOEHRS-IH)  (November 18, 2013,  78 FR 69076)

SYSTEM LOCATION:

Defense Information Systems Agency (DISA), 3326 General Hudnell Drive, San Antonio, Texas 78226-1834.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Members of the Armed Forces; Department of Defense (DoD)- affiliated personnel (includes DoD civilian employees, DoD contractors, and DoD foreign national employees) who live or work in areas requiring longitudinal data related to occupational, environmental, or public health.

Spouses and dependents of members of the Armed Forces and DoD-affiliated personnel if such spouse or dependent is in the area of a perceived or actual occupational, environmental, or public health event.

CATEGORIES OF RECORDS IN THE SYSTEM:

Identifying records: Individual's name, Social Security Number (SSN), DoD Identification Number (DoD ID Number) (or foreign identification number), date of birth, gender, race/ethnicity, citizenship, home and work email address, occupation, pay plan, pay grade, rank, service affiliation, assigned unit government agency affiliation, business address and telephone number.

Event-based records include home or local address and telephone number.

Designated event records: Occupational, environmental, and public health data on the nature and/or scope of the event and monitoring and/or surveillance data; personal protective equipment recommendations and usage; observed occupational and environmental health practices; individual health education and training data; public health emergency, disaster, and incident response occupational and environmental monitoring and/or surveillance data; location reporting on an individual's location(s) and time at those location(s) within the designated threat area; medical countermeasure recommendations and use; and population health education data.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C Chapter 55, Medical and Dental Care; 29 U.S.C 651, Congressional Statement of Findings and Declaration of Purpose and Policy; DoDD 4715.1E, Environment, Safety, and Occupational Health (ESOH); DoDI 6055.1, DoD Safety and Occupational Health (SOH) Program; DoDI 6055.05, Occupational and Environmental Health (OEH); DoDI 6055.17, DoD Installation Emergency Management (IEM) Program; DoDI 6200.03, Public Health Emergency Management Within the Department of Defense; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To establish a database for longitudinal exposure recordkeeping and reporting to support occupational and environmental health surveillance (OEHS), public health surveillance, health risk management, and medical surveillance; and to provide this data in support of medical treatment, occupational and environmental illness evaluations, disability determinations, and claims adjudication.

To complete the collection and analysis of threat exposures for designated event areas in all phases of military operations and as a result of actual or perceived natural disasters, hazardous material releases, chemical/biological/nuclear accidents which may affect DoD-affiliated personnel.

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, as amended, 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 Departments of Veterans Affairs (VA) and Labor (DOL), and the Social Security Administration, to support the adjudication of disability and other pending claims of individuals.

To the VA, and other federal agencies and private physicians to inform and support the medical care of individuals.

To the Department of Health and Human Services and the Occupational Health and Safety Administration, and other federal agencies to comply with statutory and regulatory requirements.

To government and non-government organizations for the conduct of health-related research, including epidemiologic studies, following review by an Institutional Review Board.

The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices apply to this system.

NOTE: This system of records may contain 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 (HIPAA) and 45 CFR Parts 160 and 164, Health and Human Services, General Administrative Requirements and Security Privacy, respectively, 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, as amended, 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:

By individual SSN, DoD ID Number, foreign identification number (if applicable) and/or name, or any combination of the foregoing.

SAFEGUARDS:

Physical access to system location restricted by cipher locks, visitor escort, access rosters, and photo identification. Adequate locks are on doors and server components are secured in a locked computer room with limited access. All visitors and other persons are escorted by appropriately screened/cleared personnel at all times.

Access to the system requires two-factor authentication including Common Access Card (CAC) or, for some users, a user name and password (which must be renewed every sixty (60) days). Authorized personnel must have appropriate Information Assurance, HIPAA, and Privacy Act of 1974 training.

RETENTION AND DISPOSAL:

Disposition pending (treat records as permanent until the National Archives and Records Administration (NARA) approves the proposed retention and disposition).

SYSTEM MANAGER(S) AND ADDRESS:

Program Manager, Defense Health Services Systems, Defense Health Headquarters, Suite 5101, 7700 Arlington Boulevard, Falls Church, VA 22042-5101.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to TMA Privacy Officer, TMA Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.

Requests should contain the individual's full name and SSN and/or DoD ID Number, or foreign identification number, as applicable.

If requesting the health information of a minor (or legally incompetent person), the request must be made by that individual's parent, guardian, or person acting in loco parentis. Written proof of the capacity of the requester may be required.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system of records should address written requests to the TRICARE Management Activity, ATTN: Freedom of Information Act Requester Service Center, 16401 Centretech Parkway, Aurora, Colorado 80011-9066.

Requests should contain the individuals full name, Social Security Number (SSN), and date of birth.

CONTESTING RECORD PROCEDURES:

The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81, 32 CFR Part 311, or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Selected electronic data elements extracted from the Defense Enrollment Eligibility Reporting System (DEERS), DoD and Service-level accountability systems, as well as industrial hygienists, bioenvironmental engineers, public health officers, environmental science officers, and other professionals supporting the authorities cited.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

August 26, 2010, 75 FR 52513; November 18, 2013, 78 FR 69076