[Federal Register Volume 75, Number 239 (Tuesday, December 14, 2010)]
[Notices]
[Pages 77849-77851]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-31244]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2010-OS-0160]


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 13, 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

[[Page 77850]]

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 2, 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 2, 2010.
Morgan F. Park,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS D03

System Name:
    Washington Headquarters Services (WHS) Enterprise Safety 
Applications Management System (ESAMS).

System location:
    Commander Navy Installations Command Transitional Hosting Center, 
1968 Gilbert St. Norfolk, VA 23511-3318.

Categories of individuals covered by the system:
    DoD Military and civilian personnel employed through Washington 
Headquarters Services (WHS) or one of the WHS-Serviced Organizations 
(Office of the Secretary of Defense, Joint Chiefs of Staff, Defense 
Advanced Research Projects Agency, Defense Threat Reduction Agency, 
Missile Defense Organization, Pentagon Force Protection Agency, Defense 
Prisoners of War/Missing Personnel Office, Uniformed Services 
University of the Health Sciences, National Defense University, DoD 
Inspector General, Office of Economics Adjustment, Defense Legal 
Services Agency, Defense Technology Security Administration, Defense 
Test Resource Management Center, Defense Security Cooperation Agency 
(DSCA) Headquarters, and the Defense Media Activity.

Categories of records in the system:
    For all employees: name, Social Security Number (SSN), e-mail 
address, supervisor's name, supervisor's e-mail address, unit 
identification code (UIC), directorate, division, gender, training/
certifications received, test scores.
    For employees requiring duty physicals and/or whose duties require 
longitudinal monitoring and assessment: Occupational medical stressors, 
date of last physical and non-diagnostic information concerning health 
readiness/restrictive duty, respirator usage and fit test results, 
annual audiogram results, chemical and/or environmental exposures, and 
occupational injuries/illnesses.
    For employees on whom an accident investigation or report is 
submitted: Name, Social Security Number (SSN), job title, agency/
directorate/division, office location, case number, incident location, 
injury detail, Occupational Safety and Health Administration (OSHA) 
recordable incident/illness.

Authority for maintenance of the system:
    29 CFR part 1904, Recording and Reporting Occupational Injuries and 
Illnesses; 29 CFR part 1910, Occupational Safety and Health Standards; 
10 U.S.C. 113, Secretary of Defense; E.O. 12196, Occupational Safety 
and Health Programs for Federal Employees, as amended; DoD Instruction 
6055.1, DoD Safety and Occupational Health (SOH) Program; DoD 
Instruction 6055.5, Occupational and Environmental Health (OEH); DoD 
Instruction 6055.7, Accident Investigation, Reporting, and Record 
Keeping; DoD Instruction 6055.12, DoD Hearing Conservation Program 
(HCP); and E.O. 9397 (SSN), as amended.

Purpose(s):
    To ensure all individuals receive required health and safety, fire, 
and emergency management training courses necessary to perform assigned 
duties and comply with Federal law and DoD regulations.
    To document and manage longitudinal requirements of physicals, 
respiratory and audiology tracking over the course of an employee's 
employment with Washington Headquarters Services.
    To provide an initial documentation of workplace incidents and 
accidents.
    Used as a management tool for statistical analysis, tracking, 
reporting, evaluating program effectiveness and conducting research.

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, 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 Occupational Safety and Health Administration (OSHA) during 
the course of an on-site inspection.
    The DoD `Blanket Routine Uses' that appear at the beginning of the 
Office of the Secretary of Defense'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:
    Electronic storage media.

Retrievability:
    Retrieved by individual's name and Social Security Number (SSN).

Safeguards:
    Access is role based with limited access to personally identifiable 
information. Access requires Common Access Card (CAC) on initial log-on 
but allows CAC access or password logon (if established) after initial 
use. The servers are located in a building that is locked during non-
duty hours on a military installation with guards monitoring 
installation access 24 hours a day, 7 days a week.

Retention and disposal:
    Employee training records are closed on an annual basis and 
disposed of when 5 years old.
    Longitudinal Requirements are closed on an annual basis and 
disposed of when 5 years old.
    Personnel Injury Files are closed on an annual basis and disposed 
of when 3 years old.

System manager(s) and address:
    Chief, Safety and Environmental Management Branch, Washington 
Headquarters Services, 1155 Defense Pentagon, Washington DC 20301-1155.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the Chief, Safety and Environmental Management 
Branch, Washington Headquarters Services, 1155 Defense Pentagon, 
Washington DC 20301-1155.
    The request should contain individual's full name, Social Security 
Number (SSN), address, and should be signed.

Record access procedures:
    Individuals seeking to access the information about themselves 
contained

[[Page 77851]]

in this system of records not accessible through system interfaces 
should address written inquiries to the Office of the Secretary of 
Defense/Joint Staff Freedom of Information Act Requester Center, 1155 
Defense Pentagon, Washington DC 20301-1155.
    The request should contain the name and number of this system of 
records notice, the individual's full name, Social Security Number 
(SSN), address, and must be signed.

Contesting record procedures:
    The Office of the Secretary of Defense rules for accessing records, 
and for contesting contents and appealing initial agency determinations 
are published in Office of the Secretary of Defense Administrative 
Instruction 81; 32 CFR part 311; or may be obtained from the system 
manager.

Record source categories:
    Individual, personnel files, non-diagnostic extracts from medical 
records that address medical readiness/restrictions, and office files.

Exemptions claimed for the system:
    None.

[FR Doc. 2010-31244 Filed 12-13-10; 8:45 am]
BILLING CODE 5001-06-P