Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE

Defense Logistics Agency

Privacy Act of 1974; System of Records

AGENCY: Defense Logistics Agency, DOD.

ACTION: Alter a record system.

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SUMMARY: The Defense Logistics Agency proposes to alter a system of

records notice in its inventory of record systems subject to the

Privacy Act of 1974 (5 U.S.C. 552a), as amended. The alteration adds

new categories of records to the system of records notice.

DATES: The alteration will be effective without further notice on

October 29, 1997, unless comments are received that would result in a

contrary determination.

ADDRESSES: Send comments to the Privacy Act Officer, Headquarters

Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite

2533, Fort Belvoir, VA 22060-6221.

FOR FURTHER INFORMATION CONTACT: Ms. Susan Salus at (703) 767-6183.

SUPPLEMENTARY INFORMATION: The Defense Logistics Agency 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 address above.

An altered system report, as required by 5 U.S.C. 552a(r) of the

Privacy Act was submitted on September 17, 1997, to the House Committee

on Government Reform and Oversight, 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).

The specific changes to the record system are set forth below followed

by the system notice, as altered, in its entirety.

Dated: September 23, 1997.

L.M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

S322.50 DMDC

System name:

Defense Enrollment/Eligibility Reporting System (DEERS) (June 25,

1996, 61 FR 32782).

Changes:

* * * * *

System name:

Delete entry and replace with `Defense Eligibility Records'.

System location:

Delete second paragraph.

Categories of individuals covered by the system:

Line seven, after `Coast Guard personnel' add `and their family

members'.

Line sixteen, add `civilian employees of the Department of

Defense;'.

Line eighteen, after `under the heath care program' add `or to

other DoD benefits and privileges;'.

Categories of records in the system:

Line fourteen, after `sponsor' add `index fingerprints and

photographs of beneficiaries,'.

Line fourteen, delete everything after `sponsor;' and add `index

fingerprints and photographs of beneficiaries, blood test results,

dental care eligibility codes and dental x-rays'.

Authority for maintenance of the system:

Delete entry and replace with `5 U.S.C. 301, Departmental

Regulations; 10 U.S.C. Chapters 53, 54, 55, 58, and 75; 10 U.S.C. 136;

31 U.S.C. 3512(c); 50 U.S.C. Chapter 23 (Internal Security); DoD

Directive 1341.1, Defense Enrollment/Eligibility Reporting System; DoD

Instruction 1341.2, DEERS Procedures; and E.O. 9397 (SSN).'

Purpose(s):

Delete entry and replace with `The purpose of the system is to

provide a database for determining eligibility to DoD entitlements and

privileges; to support DoD health care management programs; to provide

identification of deceased members; to record the issuance of DoD

badges and identification cards; and to detect fraud and abuse of the

benefit programs by claimants and providers.'

* * * * *

[[Page 50913]]

Retention and disposal:

Delete entry and replace with `Disposition pending'.

* * * * *

Record source categories:

Delete entry and replace with `Individuals, personnel pay, and

benefit systems of the military and civilian departments and agencies

of the Defense Department, the Coast Guard, the Public Health Service,

the National Oceanic and Atmospheric Administration, Department of

Commerce, and other Federal agencies.'

* * * * *

S322.50 DMDC

System name:

Defense Eligibility Records.

System location:

Primary location: W.R. Church Computer Center, Navy Postgraduate

School, Monterey, CA 93920-5000.

Back-up files: Defense Manpower Data Center, DoD Center Monterey

Bay, 400 Gigling Road, Seaside, CA 93955-6771.

Categories of individuals covered by the system:

Active duty Armed Forces and reserve personnel and their family

members, retired Armed Forces personnel and their family members;

surviving family members of deceased active duty or retired personnel;

active duty and retired Coast Guard personnel and their family members;

active duty and retired Public Health Service personnel (Commissioned

Corps) and their family members; active duty and retired National

Oceanic and Atmospheric Administration employees (Commissioned Corps)

and their family members; and State Department employees employed in a

foreign country and their family members; civilian employees of the

Department of Defense; and any other individuals entitled to care under

the health care program or to other DoD benefits and privileges;

providers and potential providers of health care; and any individual

who submits a health care claim.

Categories of records in the system:

Computer files containing beneficiary's name, Service or Social

Security Number, enrollment number, relationship of beneficiary to

sponsor, residence address of beneficiary or sponsor, date of birth of

beneficiary, sex of beneficiary, branch of Service of sponsor, dates of

beginning and ending eligibility, number of family members of sponsor,

primary unit duty location of sponsor, race and ethnic origin of

beneficiary, occupation of sponsor, rank/pay grade of sponsor, index

fingerprints and photographs of beneficiaries, blood test results,

dental care eligibility codes and dental x-rays.

Authority for maintenance of the system:

5 U.S.C. 301, Departmental Regulations; 10 U.S.C. Chapters 53, 54,

55, 58, and 75; 10 U.S.C. 136; 31 U.S.C. 3512(c); 50 U.S.C. Chapter 23

(Internal Security); DoD Directive 1341.1, Defense Enrollment/

Eligibility Reporting System; DoD Instruction 1341.2, DEERS Procedures;

and E.O. 9397 (SSN).

Purpose(s):

The purpose of the system is to provide a database for determining

eligibility to DoD entitlements and privileges; to support DoD health

care management programs; to provide identification of deceased

members; to record the issuance of DoD badges and identification cards;

and to detect fraud and abuse of the benefit programs by claimants and

providers.

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:

To the Department of Health and Human Services; Department of

Veterans Affairs; Department of Commerce; Department of Transportation

for the conduct of health care studies, for the planning and allocation

of medical facilities and providers, for support of the DEERS

enrollment process, and to identify individuals not entitled to health

care. The data provided includes Social Security Number, name, age,

sex, residence and demographic parameters of each Department's

enrollees and family members.

To the Social Security Administration (SSA) to perform computer

data matching against the SSA Wage and Earnings Record file for the

purpose of identifying employers of Department of Defense (DoD)

beneficiaries eligible for health care. This employer data will in turn

be used to identify those employed beneficiaries who have employment-

related group health insurance, to coordinate insurance benefits

provided by DoD with those provided by the other insurance. This

information will also be used to perform computer data matching against

the SSA Master Beneficiary Record file for the purpose of identifying

DoD beneficiaries eligible for health care who are enrolled in the

Medicare Program, to coordinate insurance benefits provided by DoD with

those provided by Medicare.

To other Federal agencies and state, local and territorial

governments to identify fraud and abuse of the Federal agency's

programs and to identify debtors and collect debts and overpayment in

the DoD health care programs.

To each of the fifty states and the District of Columbia for the

purpose of conducting an on going computer matching program with state

Medicaid agencies to determine the extent to which state Medicaid

beneficiaries may be eligible for Uniformed Services health care

benefits, including CHAMPUS, TRICARE, and to recover Medicaid monies

from the CHAMPUS program.

To provide dental care providers assurance of treatment

eligibility.

The `Blanket Routine Uses' published at the beginning of DLA'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:

Records are maintained on magnetic tapes and disks, and are housed

in a controlled computer media library.

Retrievability:

Records about individuals are retrieved by an algorithm which uses

name, Social Security Number, date of birth, rank, and duty location as

possible inputs. Retrievals are made on summary basis by geographic

characteristics and location and demographic characteristics.

Information about individuals will not be distinguishable in summary

retrievals. Retrievals for the purposes of generating address lists for

direct mail distribution may be made using selection criteria based on

geographic and demographic keys.

Safeguards:

Computerized records are maintained in a controlled area accessible

only to authorized personnel. Entry to these areas is restricted to

those personnel with a valid requirement and authorization to enter.

Physical entry is restricted by the use of locks, guards,

administrative procedures (e.g., fire protection regulations). Exits

used solely for emergency situations are secured to prevent

unauthorized intrusion.

[[Page 50914]]

Access to personal information is restricted to those who require

the records in the performance of their official duties, and to the

individuals who are the subjects of the record or their authorized

representatives. Access to personal information is further restricted

by the use of passwords which are changed periodically.

All those officials whose duties require access to, or processing

and maintenance of personal information are trained in the proper

safeguarding and use of the information.

Retention and disposal:

Disposition pending.

System manager(s) and address:

Deputy Director, Defense Manpower Data Center, DoD Center Monterey

Bay, 400 Gigling Road, Seaside, CA 93955-6771.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Privacy Act Officer, Headquarters, Defense Logistics Agency,

CAAV, 87 John J. Kingman Road, Suite 2533 Fort Belvoir, VA 22060-6221.

Written requests for the information should contain full name and

Social Security Number of individual and sponsor, date of birth, rank,

and duty location.

For personal visits the individual should be able to provide full

name and Social Security Number of individual and sponsor, date of

birth, rank, and duty location. Identification should be corroborated

with a driver's license or other positive identification.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Privacy Act Officer, Headquarters, Defense Logistics Agency, CAAV, 87

John J. Kingman Road, Suite 2533 Fort Belvoir, VA 22060-6221.

Written requests for the information should contain full name and

Social Security Number of individual and sponsor, date of birth, rank,

and duty location.

For personal visits the individual should be able to provide full

name and Social Security Number of individual and sponsor, date of

birth, rank, and duty location. Identification should be corroborated

with a driver's license or other positive identification.

Contesting record procedures:

The DLA rules for accessing records, for contesting contents and

appealing initial agency determinations are contained in DLA Regulation

5400.21, 32 CFR part 323, or may be obtained from the Privacy Act

Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John

J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.

Record source categories:

Individuals, personnel pay, and benefit systems of the military and

civilian departments and agencies of the Defense Department, the Coast

Guard, the Public Health Service, Department of Commerce, the National

Oceanic and Atmospheric Administration, Department of Commerce, and

other Federal agencies.

Exemptions claimed for the system:

None.

[FR Doc. 97-25713 Filed 9-26-97; 8:45 am]

BILLING CODE 5000-04-F