Privacy Act of 1974; System of Records

[Federal Register Volume 64, Number 163 (Tuesday, August 24, 1999)]
[Notices]
[Pages 46185-46186]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-21863]


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DEPARTMENT OF DEFENSE

Department of the Air Force


Privacy Act of 1974; System of Records

AGENCY: Department of the Air Force, DoD.

ACTION: Notice to amend record system.

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SUMMARY: The Department of the Air Force proposes to amend 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.

DATES: The amendment will be effective on September 23, 1999 unless 
comments are received that would result in a contrary determination.

ADDRESSES: Send comments to the Air Force Access Programs Manager, 
Headquarters, Air Force Communications and Information Center/ITC, 1250 
Air Force Pentagon, Washington, DC 20330-1250.

FOR FURTHER INFORMATION CONTACT: Mrs. Anne Rollins at (703) 588-6187.

SUPPLEMENTARY INFORMATION: The Department of the Air Force's record 
system notices for records systems 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.
    The proposed amendments are not within the purview of subsection 
(r) of the Privacy Act (5 U.S.C. 552a), as amended, which would require 
the submission of a new or altered system report for each system. The 
specific changes to the record system being amended are set forth below 
followed by the notice as amended, published in its entirety.

    Dated: August 17, 1999.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
F044 AF DP B

SYSTEM NAME:
    Substance Abuse Reorientation and Treatment Case Files (June 11, 
1997, 62 FR 31793).

CHANGES:
SYSTEM IDENTIFIER:
    Delete entry and replace with `F044 AF SG B'.

SYSTEM NAME:
    Delete entry and replace with `Alcohol and Drug Abuse Prevention 
and Treatment Program.'
* * * * *

CATEGORIES OF RECORDS IN THE SYSTEM:
    Delete entry and replace with `As a minimum, the file contains 
federal information, evaluative materials, diagnostic assessment, 
treatment plan, counseling case notes, treatment summary, and automated 
data base, documenting entry and partipation in the Air Force ADAPT 
Program, to include: date and means of identification and substance of 
abuse.'
* * * * *

SAFEGUARDS:
    Add to entry `Those in computer storage devices are protected by 
computer system software.'
* * * * *
F044 AF SG B

SYSTEM NAME:
    Alcohol and Drug Abuse Prevention and Treatment Program.

SYSTEM LOCATION:
    At servicing Air Force installation Alcohol and Drug Abuse 
Prevention and Treatment Program (ADAPT) office. Official mailing 
addresses are published as an appendix to the Air Force's compilation 
of systems of records notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Air Force active duty military personnel and dependents, Air Force 
civilian employees, and Air Force Reserve personnel, who are enrolled 
in the Alcohol and Drug Abuse Prevention and Treatment Program.

CATEGORIES OF RECORDS IN THE SYSTEM:
    As a minimum, the file contains referral information, evaluative 
materials, diagnostic assessment, treatment plan, counseling case 
notes, treatment summary, and automated data base, documenting entry 
and participation in the Air Force ADAPT Program, to include date and 
means of identification and substance of abuse.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 290dd-2, Confidentiality of Patient Records; Air Force 
Instruction 44-121, Alcohol and Drug Abuse Prevention and Treatment 
(ADAPT) Program; Air Force Instruction 36-810, Substance Abuse 
Prevention and Control; and E.O. 9397 (SSN).

PURPOSE(S):
    The file is used to process members in the ADAPT Program; to 
develop a treatment plan; to assist medical providers in decisions for 
program disposition; to document progress for individuals enrolled in 
the ADAPT program; and to prepare recurring reports.
    Disclosure within the Air Force is limited to those individuals who 
need the records in connection with programs relating to abuse 
treatment, rehabilitation, research, health, and assignment to duty. 
Only persons authorized by 42 U.S.C. 290dd-2 may review, handle or have 
access to the file.

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 officials and employees of the Department of Veterans Affairs in 
the performance of their official duties relating to the adjudication 
of veterans' claims and in providing medical care to Air Force members.

    Note: Record of the identity, diagnosis, prognosis, or treatment 
of any client/patient, irrespective of whether or when he ceases to 
be a client/patient, maintained in connection

[[Page 46186]]

with the performance of any alcohol or drug abuse prevention and 
treatment function conducted, regulated, or directly or indirectly 
assisted by any department or agency of the United States, shall, 
except as provided therein, be confidential and be disclosed only 
for the purposes and under the circumstances expressly authorized in 
42 U.S.C. 290dd-2. The results of a drug test of civilian employees 
may be disclosed only as expressly authorized under 5 U.S.C. 7301. 
These statutes take precedence over the Privacy Act of 1974, in 
regard to accessibility of such records except to the individual to 
whom the record pertains. The Air Force's `Blanket Routine Uses' do 
not apply to these types records.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Maintained in file folders and computer and on computer output 
products.

RETRIEVABILITY:
    Retrieved by name, by Social Security Number, by other 
identification number or system identifier.

SAFEGUARDS:
    Records are accessed by custodian of the record system and by 
person(s) responsible for servicing the record system in performance of 
their official duties who are properly screened and cleared for need-
to-know. Recorded are stored and secured in lockable receptacles and 
are controlled by personnel screening. Those in computer storage 
devices are protected by computer system software.

RETENTION AND DISPOSAL:
    For single diagnosis (substance abuse/dependence only) alcohol and 
drug abuse case files maintained at outpatient ADAPT clinics, case 
files are destroyed 3 years after completion of rehabilitation/last 
contact. Records of psychiatric treatment, including multi-diagnosis/
substance abuse cases (substance abuse and psychiatric treatment), of 
military personnel will be retired to National Personnel Records 
Center, Military Personnel Records, 2 years after year of last 
treatment. Psychiatric treatment records, including multi-diagnosis 
substance abuse cases (substance abuse and psychiatric treatment), of 
non-military personnel will be retired to the NPRC, Civilian Personnel 
Records 2 years after year of last treatment. (Exception: All 1982 and 
1983 drug case files will be maintained until 30 Sep. 99 in accordance 
with current guidance).

SYSTEM MANAGER(S) AND ADDRESS:
    Air Force Alcohol and Drug Abuse Prevention and Treatment (ADAPT) 
Program Manager, Air Force Medical Operations Agency, (AFMOA/SGOC), 110 
Luke Avenue, Room 405, Bolling Air Force Base, DC 20332-7050; and ADAPT 
Program Managers in the office of the command surgeon at major command 
headquarters; and ADAPT Program Managers at Air Force installations. 
Official mailing addresses are published as appendix to the Air Force's 
compilation of systems of records notices.

NOTIFICATION PROCEDURE:
    Individual seeking to determine whether this system of records 
contains information on themselves should address inquires to the ADAPT 
Program Manager at the servicing Air Force installation. Official 
mailing addresses are published as an appendix to the Air Force's 
compilation of systems of records notices.
    Requests to determine existence of a file should include full name, 
grade, and unit of assignment. Personal visit proof of identify 
requires full name and possession of Department of Defense Armed Forces 
Identification Card; or driver's license and personal recognition of 
ADAPT staff member.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to information about themselves 
contained in this system should address requests to the ADAPT Program 
Manager servicing AF installation. Official mailing addresses are 
published as an appendix to the Air Force's compilation of systems of 
records notices.

CONTESTING RECORD PROCEDURES:
    The Air Force rules for accessing records, and for contesting 
contents and appealing initial agency determinations are published in 
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from 
the system manager.

RECORD SOURCE CATEGORIES:
    Information obtained from medical institutions, personnel records, 
individual.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

    None.

[FR Doc. 99-21863 Filed 8-23-99; 8:45 am]
BILLING CODE 5001-10-M