[Federal Register Volume 62, Number 188 (Monday, September 29, 1997)]
[Notices]
[Pages 50912-50914]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-25713]


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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