81 FR 22240 - Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE
Office of the Secretary

Federal Register Volume 81, Issue 73 (April 15, 2016)

Consistent with the Defense Health Agency's creation on October 1, 2013, the existing system of records, DHA 20 DoD, entitled ``Department of Defense Suicide Event Report (DoDSER) System,'' is being realigned to the Defense Health Agency's compilation of Privacy Act System of Records Notices (SORNs). The realignment of this system requires a change in its system identifier to reflect the numbering system used by the Defense Health Agency. The Defense Health Agency also proposes to alter this system of records. This system establishes, collects, and maintains integrated DoD enterprise and survey data to be used for direct reporting of Reportable Events involving individuals on active duty or serving in the Reserves, supporting ongoing population-based health surveillance activities and public health within DoD, and for analysis. Surveillance activities include the systematic collection, analysis, interpretation, and reporting of outcome-specific data for use in planning and development of best practices, education, public health within DoD, and training on protocols for identifying, responding to, and managing individuals at increased risk of suicide; and implementation, evaluation, and prevention of suicide behaviors and Reportable Events within the DoD.

[Federal Register Volume 81, Number 73 (Friday, April 15, 2016)]
[Notices]
[Pages 22240-22242]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2016-08707]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2016-HA-0042]


Privacy Act of 1974; System of Records

AGENCY: Defense Health Agency, DoD.

ACTION: Notice to alter a System of Records.

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SUMMARY: Consistent with the Defense Health Agency's creation on 
October 1, 2013, the existing system of records, DHA 20 DoD, entitled 
``Department of Defense Suicide Event Report (DoDSER) System,'' is 
being realigned to the Defense Health Agency's compilation of Privacy 
Act System of Records Notices (SORNs). The realignment of this system 
requires a change in its system identifier to reflect the numbering 
system used by the Defense Health Agency.
    The Defense Health Agency also proposes to alter this system of 
records. This system establishes, collects, and maintains integrated 
DoD enterprise and survey data to be used for direct reporting of 
Reportable Events involving individuals on active duty or serving in 
the Reserves, supporting ongoing population-based health surveillance 
activities and public health within DoD, and for analysis. Surveillance 
activities include the systematic collection, analysis, interpretation, 
and reporting of outcome-specific data for use in planning and 
development of best practices, education, public health within DoD, and 
training on protocols for identifying, responding to, and managing 
individuals at increased risk of suicide; and implementation, 
evaluation, and prevention of suicide behaviors and Reportable Events 
within the DoD.

DATES: Comments will be accepted on or before May 16, 2016. This 
proposed action will be effective the date following the end of the 
comment period unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
    * Federal Rulemaking Portal: http://www.regulations.gov. Follow the 
instructions for submitting comments.
    * Mail: ODCMO, Directorate for Oversight and Compliance, 4800 Mark 
Center Drive, Attn: Mailbox 24, Alexandria, VA 22350-1700.
    Instructions: All submissions received must include the agency name 
and docket number 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: Ms. Linda S. Thomas, Chief, Defense 
Health Agency Privacy and Civil Liberties Office, 7700 Arlington 
Boulevard, Suite 5101, Falls Church, VA 22042-5101, or by phone at 
(703) 275-6363.

SUPPLEMENTARY INFORMATION: The Defense Health 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 in FOR FURTHER INFORMATION CONTACT or at the 
Defense Privacy and Civil Liberties Division Web site at http://dpcld.defense.gov/. The proposed system report, as required by 5 U.S.C. 
552a(r) of the Privacy Act of 1974, as amended, was submitted on April 
1, 2016, 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: April 12, 2016.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DHA 20 DoD

System Name:
    Department of Defense Suicide Event Report (DoDSER) System (May 6, 
2010, 75 FR 24928)

Changes:
* * * * *

System identifier:
    Delete entry and replace with ``EDHA 20 DoD.''
* * * * *



[[Page 22241]]

Categories of individuals covered by the system:
    Delete entry and replace with ``Individuals who are Active Duty, 
Reserve, and National Guard Component personnel serving in the Air 
Force, Army, Navy, and/or Marines, with reportable suicide or self-
directed violence (to include self-harm behaviors, suicide attempts, 
and suicidal ideation) while on active duty or serving as a member of 
the Reserves (Reportable Event).''

Categories of records in the system:
    Delete entry and replace with ``Demographic records: Name, Social 
Security Number (SSN) and/or DoD Identification (DoD ID) number, date 
of birth, gender, race/ethnic group, marital status, rank/pay grade, 
religious preference, military service, military status, job title, 
service duty specialty code, duty environment/status, Unit 
Identification Code, permanent duty station, the major command of the 
permanent duty station, temporary duty station (if applicable), home 
address, home phone number, and deployment history.

Reportable Event records:
    Reportable Event type or description; individual's residence at 
time of event; circumstances of event; potential precipitating factors 
and psychological stressors at the time of the event; post-intervention 
activities, and, if applicable, medical facility, unit or military 
treatment facility where Reportable Event occurred.

Other records:
    Individual's use of military and community helping services, past 
military experience, medical treatment, psychological, and legal 
records; social history; medical history; event details, including 
prior suicidal behaviors; behavioral, developmental, and economic, 
education/training history; form completer information (name, rank/
grade, and contact information); and data sources used to compile 
records.''

Authority for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 136, Under Secretary of 
Defense for Personnel and Readiness; 10 U.S.C. 3013, Secretary of the 
Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary 
of the Air Force; 10 U.S.C. Chapter 55, Medical and Dental Care; DoD 
Directive (DoDD) 5124.02, Under Secretary of Defense for Personnel and 
Readiness (USD(P&R)); DoDD 5136.01, Assistant Secretary of Defense for 
Health Affairs (ASD(HA)); DoDD 6490.02E, Comprehensive Health 
Surveillance; DoDD 6490.14, Defense Suicide Prevention Program; Army 
Regulation 600-63, Army Health Promotion; OPNAV Instruction 1720.4A, 
Suicide Prevention Program; Air Force Instruction 90-505, Suicide 
Prevention Program; and E.O. 9397 (SSN), as amended.''

Purpose(s):
    Delete entry and replace with ``To establish, collect, and maintain 
integrated DoD enterprise and survey data to be used for direct 
reporting of Reportable Events involving individuals on Active Duty or 
serving in the Reserves, supporting ongoing population-based health 
surveillance activities and public health within DoD, and for analysis. 
Surveillance activities include the systematic collection, analysis, 
interpretation, and reporting of outcome-specific data for use in 
planning and development of best practices, education, public health 
within DoD, and training on protocols for identifying, responding to, 
and managing individuals at increased risk of suicide; and 
implementation, evaluation, and prevention of suicide behaviors and 
Reportable Events within the DoD.
    Records in this system may be made available to the Military 
Services to provide Service level integrated enterprise and analysis 
data for Service level direct reporting requirements; to provide the 
Services with data for planning, implementation, evaluation, and 
prevention of suicide behaviors; to support Service-level population-
based health surveillance activities; to facilitate Service-level 
behavioral health and medical care and treatment programs; and, to the 
extent the information provided does not include personally 
identifiable information, to provide or permit compilation of command 
level reports and/or trend reporting at a military installation level.
    Records in this system may be made available to DoD components that 
are designated as public health authorities within DoD to support DoD 
suicide prevention and resilience programs, provide DoD-wide 
comprehensive strategic approaches for suicide prevention, postvention, 
and surveillance; assist the Military Services to reduce the impact of 
suicidal self-directed violence on the readiness of the Military 
Services; fuse, analyze, and assess DoD-wide surveillance and research 
activities related to suicidal self-direct violence and other high risk 
activities to identify risk factors and key outcomes to inform suicide 
prevention policies and programs; and otherwise fulfill such DoD public 
health authority's responsibilities.''

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Delete entry and replace with ``In addition to those disclosures 
generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, 
as amended, the records contained therein may specifically be disclosed 
outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as 
follows:
    Statistical summary data with no personally identifiable 
information may be provided to public health authorities and to 
federal, state, and local governments not a part of DoD for health 
surveillance and research.
    Records in this system of records that are part of an individual's 
Service Treatment Record (STR) as defined in DoD Instruction 6040.45, 
November 16, 2015 (USD(P&R)), and in any successor DoD issuances, and 
may be provided to the Veterans Administration (VA) in connection with 
the individual's separation from Service. Such STR-related records in 
this system may be provided directly to the VA or collected with STR-
related records not part of this system and made available to VA.
    Except as stipulated in NOTE 1 and NOTE 2 below, the DoD Blanket 
Routine Uses set forth at the beginning of the Defense Privacy and 
Civil Liberties Division compilation of systems of records notices may 
apply to this system. The complete list of DoD Blanket Routine Uses can 
be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.
    NOTE 1: This system of records may contain individually 
identifiable health information. The DoD Health Information Privacy 
Regulation (DoD 6025.18-R) or any successor DoD issuances implementing 
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 or a successor 
issuance may place additional procedural requirements on 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.
    NOTE 2: Records of identity, diagnosis, prognosis or treatment 
information of any patient maintained in connection with the 
performance of any program or activity relating to

[[Page 22242]]

substance abuse education, prevention, training, treatment, 
rehabilitation, or research which is conducted, regulated, or directly 
or indirectly assisted by any department or agency of the United 
States, will be treated as confidential and disclosed only for the 
purposes and under the circumstances expressly authorized in 42 U.S.C. 
290d-2.''
* * * * *

Retrievability:
    Delete entry and replace with ``By individual's name and SSN or DoD 
ID number.''

Safeguards:
    Delete entry and replace with ``Physical access to the system is 
restricted by the use of locks, access controls, and is accessible only 
to authorized personnel. Each system end user device is protected 
within a locked storage container, room, or building outside of normal 
business hours. All visitors or other persons without authorized access 
to server and/or network facilities are escorted by appropriately 
screened/cleared personnel at all times. The system is restricted by 
two-factor authentication including Common Access Card (CAC) and 
personal identification number. All personnel with authorized access to 
the system must have appropriate and applicable Information Assurance, 
Privacy Act, and HIPAA training. All access to records is tracked by 
electronic audit logs. Audit logs are always on and are archived for 
historical review and tracking.''

Retention and disposal:
    Delete entry and replace with ``DoDSER System Master File: Cutoff 
annually upon separation or retirement of service member. Transfer to 
inactive storage when 25 years old. Destroy when 75 years old. DoDSER 
System Annual Reports: Cutoff annually after report is published. 
Transfer to NARA 3 years after cutoff.''

System manager(s) and address:
    Delete entry and replace with ``Director, National Center for 
Telehealth & Technology (T2) Defense Centers of Excellence, 9933 West 
Hayes Street, Madigan Army Medical Center, Joint Base Lewis-McChord, 
Tacoma, WA 98431-1100.''

Notification procedures:
    Delete entry and replace with ``Individuals seeking to determine 
whether information about themselves is contained in this system of 
records should address written inquiries to the Chief, Freedom of 
Information Act (FOIA) Service Center, Defense Health Agency Privacy 
and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls 
Church, VA 22042-5101.
    Written requests should contain the individual's full name, home 
address, home phone number, and SSN/DoD ID number, the identifier of 
this system of records notice, and 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)'.''

Record access procedures:
    Delete entry and replace with ``Individuals seeking access to 
records about themselves contained in this system of records should 
address written inquiries to the Chief, FOIA Service Center, Defense 
Health Agency Privacy and Civil Liberties Office, 7700 Arlington 
Boulevard, Suite 5101, Falls Church, VA 22042-5101.
    Written requests should contain the individual's full name, home 
address, home phone number, and SSN/DoD ID number, the identifier of 
this system of records notice, and 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:
    Delete entry and replace with ``The Office of the Secretary of 
Defense (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
    Delete entry and replace with ``Medical and behavioral health 
records; military personnel records; investigative agency records, pre 
and post deployment screening records, family advocacy records; court 
martial records; records related to manner of death such as casualty 
reports, toxicology/lab reports, and pathology/autopsy reports; and 
suicide notes. Record sources also include interviews with an 
individual's coworkers/supervisors, responsible investigative agencies, 
involved professionals such as physicians, behavioral health 
counselors, chaplains, military police, family service personnel, 
family members, and, in the case of non-fatal self-directed violence, 
the individual involved in that Reportable Event.
    Records included in this system of records also may be obtained 
from the Defense Eligibility and Enrollment Reporting System, Armed 
Forces Health Longitudinal Technology Application, Composite Health 
Care System, information systems maintained by a Service, and DoD 
enterprise data systems.''
* * * * *
[FR Doc. 2016-08707 Filed 4-14-16; 8:45 am]
 BILLING CODE 5001-06-P