[Federal Register Volume 61, Number 87 (Friday, May 3, 1996)]
[Notices]
[Pages 19910-19914]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 96-10979]



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DEPARTMENT OF DEFENSE
Department of the Navy


Privacy Act of 1974; Amend Record System

AGENCY: Department of the Navy, DOD.

ACTION: Amend record system.

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SUMMARY: The Department of the Navy proposes to amend one system of 
records notice in its inventory of record

[[Page 19911]]

systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: The amendment will be effective on June 3, 1996, unless comments 
are received that would result in a contrary determination.

ADDRESSES: Send comments to the Head, PA/FOIA Branch, Chief of Naval 
Operations (N09B30), 2000 Navy Pentagon, Washington, DC 20350-2000.

FOR FURTHER INFORMATION CONTACT: Mrs. Doris Lama at (202) 685-6545 or 
DSN 325-6545.

SUPPLEMENTARY INFORMATION: The Department of the Navy'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 Department of the Navy proposes to amend one 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 specific changes to the system of records are set forth below 
followed by the system of records notice published in its entirety, as 
amended. The amendments are not within the purview of subsection (r) of 
the Privacy Act of 1974 (5 U.S.C. 552a), as amended, which requires the 
submission of new or altered systems reports.
    Dated: April 29, 1996.


Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
N06320-2
System name:
    Family Advocacy Program System (September 20, 1993, 58 FR 48869).
Changes:
* * * * *
System location:
    Delete entry and replace with `Case files: Family Service Center, 
Family Advocacy Center, and/or Medical Treatment Facilities at the 
local naval activity that services the local beneficiaries. Official 
mailing addresses for naval activities are published as an appendix to 
the Navy's compilation of systems of records notices.
    Central Registry: Commanding Officer, Naval Medical Management 
Information Center, 8901 Wisconsin Avenue, Bethesda, MD 20889-5066.
    Centralized Child Sexual Abuse Case files: Chief of Naval Personnel 
(Pers-661), 2 Navy Annex, Washington, DC 20370-6610.'
Categories of individuals covered by the system:
    Delete entry and replace with `All beneficiaries entitled to care 
at Navy medical and dental facilities whose abuse or neglect is brought 
to the attention of appropriate authorities, and all beneficiaries 
reported for abusing or neglecting such victims.'
Categories of records in the system:
    Delete entry and replace with `The Central Registry consists of 
information extracted from DD Form 2486.
    Individual case files are maintained on the victim and alleged 
offender who qualify as beneficiaries.
    Victim's file: consists of in-take data, photographs, audio tapes, 
risk assessment, case notes, committee reports, correspondence and 
other supporting data assembled relevant to abuse or neglect and 
generated by the Family Advocacy Program staff that are specific to the 
victim.
    Offender's file: consists of in-take data, photographs, audio 
tapes, risk assessment, case notes, committee reports, correspondence 
and other supporting data assembled relevant to abuse or neglect and 
generated by the Family Advocacy Program staff that are specific to the 
offender.
    Other non-permanent records generated outside of the Family 
Advocacy Program (i.e., NCIS investigative reports, local police 
reports, base security incident complaint reports, psychiatric and 
substance abuse evaluations, treatment reports, copies of pertinent 
medical record entries, child protective services reports, shelter 
reports, etc.), are maintained in a separate folder. The documents are 
retrieved by case number only.'
Authority for maintenance of the system:
    Delete entry and replace with `5 U.S.C. 301, Departmental 
Regulations; E.O. 9397; DOD Directives 6400.1, 6400.1M, 6400.2; 
SECNAVINST 1752.3; OPNAVINST 1752.2; and NAVMEDCOMINST 6320.22.'
Purpose(s):
    Delete entry and replace with `To collect information pertaining to 
the identification, prevention, evaluation, intervention, treatment and 
rehabilitation of beneficiaries involved in abuse or neglect.
    To notify and provide pertinent information to DOD and DON 
officials responsible for intervening in abuse and/or neglect 
incidents.
    To provide headquarters centralized case management of child sexual 
abuse incidents.'
Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Delete the seventh paragraph.
Storage:
    Delete entry and replace with `Records may be stored in file 
folders, microfilm, personal computers, and other computerized or 
machine readable media.'
Retrievability:
    Delete entry and replace with `Victim's file is retrieved by name 
of victim, case number, their Social Security Number, and/or year of 
incident.
    Alleged offender's file is retrieved by alleged offender's name, 
case number, their Social Security Number and/or year of incident.
    Central registry data is retrieved by any identifying data element 
on the DD Form 2486.'
Safeguards:
    Delete entry and replace with 'These files are highly sensitive and 
must be protected from unauthorized disclosure. While records may be 
maintained in various kinds of filing equipment, specific emphasis is 
given to ensuring that the equipment areas are monitored or have 
controlled access. Records are accessible only to authorized personnel 
who are properly screened and trained and/or have a need-to-know 
consistent with the purpose for which the information was collected.
    Information maintained on a computer requires password protection. 
Computer terminals are located in supervised areas with access 
controlled system.
    Family Advocacy Program Staff will ensure that the in-take 
assessment and clinical notes are not duplicated and placed in both the 
victim and alleged offender's files.'
Retention and disposal:
    Delete entry and replace with `Family Advocacy Program case records 
are maintained at the activity 4 years after the last entry in the 
file. If there is no subsequent activity 4 years after closure, the 
records are transferred to the National Personnel Records Center, 9600 
Page Boulevard, St. Louis, MO 63132-5100, where they are retained for 
50 years and then destroyed.
    Central Registry data base is retained permanently at the Naval 
Medical Information Management Center. Paper copies are maintained for 
3 years and then destroyed.'
System manager(s) and address:
    Delete entry and replace with `Central Registry: Chief, Bureau of 
Medicine and

[[Page 19912]]

Surgery, 2300 E Street, NW, Washington, DC 20372-5120.
    Program Manager for Child Sexual Abuse Files: Chief of Naval 
Personnel (Pers-661), 2 Navy Annex, Washington, DC 20370-6610.
    Case Files: Commanding officers of installations with Family 
Service Centers, Medical Treatment Facilities, or Family Advocacy 
Centers at naval activities. Official mailing addresses are published 
as an appendix to the Navy's compilation of systems of records 
notices.'
Notification procedure:
    Delete entry and replace with `Individuals seeking to determine 
whether this system of records contains information in the case files 
about themselves should address written inquiries to the commanding 
officer of the naval activity from which they received treatment. 
Official mailing addresses are published as an appendix to the Navy's 
compilation of systems of records.
    Request should contain the full name and Social Security Number of 
the individual, and/or year of the incident.

    Individuals seeking to determine whether this system of records 
contains information in the Central Registry about themselves should 
address written inquiries to the Chief, Bureau of Medicine and Surgery, 
2300 E Street, NW, Washington, DC 20372-5120.
    Requests should contain the full name and Social Security Number of 
the individual.

    Individuals seeking to determine whether this system of records 
contains information in the centralized Child Sexual Abuse files about 
themselves should address written inquiries to the Chief of Naval 
Personnel (Pers-661) 2 Navy Annex, Washington, DC 20370-6610.
    Requests should contain the full name and Social Security Number of 
the individual.'
Record access procedures:
    Delete entry and replace with `Individuals seeking to access 
records about themselves in the case files should address written 
inquiries to the commanding officer of the naval activity from which 
they received treatment. Official mailing addresses are published as an 
appendix to the Navy's compilation of systems of records.
    Request should contain the full name and Social Security Number of 
the individual, and/or year of the incident.

    Individuals seeking to access records about themselves that are 
contained in the Central Registry about themselves should address 
written inquiries to the Chief, Bureau of Medicine and Surgery, 2300 E 
Street, NW, Washington, DC 20372-5120.
    Requests should contain the full name and Social Security Number of 
the individual.

    Individuals seeking to access records about themselves contained in 
the centralized Child Sexual Abuse files about themselves should 
address written inquiries to the Chief of Naval Personnel (Pers-661) 2 
Navy Annex, Washington, DC 20370-6610.
    Requests should contain the full name and Social Security Number of 
the individual.'
* * * * *
Record source categories:
    Delete entry and replace with `Victim; offender; medical and dental 
records; educational institutions; medical institutions; private 
practitioners; law enforcement agencies; public and private health and 
welfare agencies; and witnesses.'
* * * * *
N06320-2
System name:
    Family Advocacy Program System.
System location:
    Case files: Family Service Center, Family Advocacy Center, and/or 
Medical Treatment Facilities at the local naval activity that services 
the local beneficiaries. Official mailing addresses for naval 
activities are published as an appendix to the Navy's compilation of 
systems of records notices.
    Central Registry: Commanding Officer, Naval Medical Management 
Information Center, 8901 Wisconsin Avenue, Bethesda, MD 20889-5066.
    Centralized Child Sexual Abuse Case files: Chief of Naval Personnel 
(Pers-661), 2 Navy Annex, Washington, DC 20370-6610.
Categories of individuals covered by the system:
    All beneficiaries entitled to care at Navy medical and dental 
facilities whose abuse or neglect is brought to the attention of 
appropriate authorities, and all beneficiaries reported for abusing or 
neglecting such victims.
Categories of records in the system:
    The Central Registry consists of information extracted from DD Form 
2486, entitled Child/Spouse Abuse Incident Report.
    Individual case files are maintained on the victim and alleged 
offender who qualify as beneficiaries.
    Victim's file: consists of in-take data, photographs, audio tapes, 
risk assessment, case notes, committee reports, correspondence and 
other supporting data assembled relevant to abuse or neglect and 
generated by the Family Advocacy Program staff that are specific to the 
victim.
    Offender's file: consists of in-take data, photographs, audio 
tapes, risk assessment, case notes, committee reports, correspondence 
and other supporting data assembled relevant to abuse or neglect and 
generated by the Family Advocacy Program staff that are specific to the 
offender.
    Other non-permanent records generated outside of the Family 
Advocacy Program (i.e., NCIS investigative reports, local police 
reports, base security incident complaint reports, psychiatric and 
substance abuse evaluations, treatment reports, copies of pertinent 
medical record entries, child protective services reports, shelter 
reports, etc.), are maintained in a separate folder. The documents are 
retrieved by case number only.
Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; E.O. 9397; DOD Directives 
6400.1, 6400.1-M, 6400.2; SECNAVINST 1752.3; OPNAVINST 1752.2; and 
NAVMEDCOMINST 6320.22.
Purpose(s):
    To collect information pertaining to the identification, 
prevention, evaluation, intervention, treatment and rehabilitation of 
beneficiaries involved in abuse or neglect.
    To notify and provide pertinent information to DOD and DON 
officials responsible for intervening in abuse and/or neglect 
incidents.
    To provide headquarters centralized case management of child sexual 
abuse incidents.
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 Executive Branch of government in the performance of their 
official duties relating to the coordination of family advocacy 
programs, medical care, and research concerning family member abuse or 
neglect.
    To federal, state or local government agencies when it is deemed

[[Page 19913]]

appropriated to utilize civilian resources in the counseling and 
treatment of individuals or families involved in abuse or neglect or 
when it is deemed appropriate or necessary to refer a case to civilian 
authorities for civil or criminal law enforcement.
    To authorized officials and employees of the National Academy of 
Sciences, and private and public organizations and individuals for 
authorized health research in the interest of the federal government 
and the public. When not considered mandatory, patient identification 
data shall be eliminated from records used for research studies.
    To officials and employees of federal, state, and local governments 
and agencies when required by law and/or regulation in furtherance of 
local communicable disease control, family abuse prevention programs, 
preventive medicine and safety programs, and other public health and 
welfare programs.
    To officials and employees of local and state governments and 
agencies in the performance of their official duties relating to 
professional certification, licensing, and accreditation of health care 
providers.
    To law enforcement officials to protect the life and welfare of 
third parties. This release will be limited to necessary information. 
Consultation with the hospital or regional judge advocate is advised.
    The `Blanket Routine Uses' that appear at the beginning of the 
Navy's compilation of systems notices also apply to this system.
    Note: Records of identify, diagnosis, prognosis or treatment of any 
patient which are maintained in connection with the performance of any 
program or activity relating to 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 Sates shall, except as provided in 42 U.S.C. 
290dd-2(e), be confidential and be disclosed only for the purposes and 
under the circumstances expressly authorized in 42 U.S.C. 290dd-2(b). 
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 `Blanket Routine Uses' do not apply to these types 
of records.
Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records may be stored in file folders, microfilm, magnetic tape, 
machine lists, discs, and other computerized or machine readable media.
Retrievability:
    Victim's file is retrieved by name of victim, case number, their 
Social Security Number, and/or year of incident.
    Alleged offender's file is retrieved by alleged offender's name, 
case number, their Social Security Number and/or year of incident.
    Central registry data is retrieved by any identifying data element 
on the DD Form 2486.
Safeguards:
    These files are highly sensitive and must be protected from 
unauthorized disclosure. While records may be maintained in various 
kinds of filing equipment, specific emphasis is given to ensuring that 
the equipment areas are monitored or have controlled access. Records 
are accessible only to authorized personnel who are properly screened 
and trained and/or have a need-to-know consistent with the purpose for 
which the information was collected.
    Information maintained on a computer requires password protection. 
Computer terminals are located in supervised areas with access 
controlled system.
    Family Advocacy Program Staff will ensure that the in-take 
assessment and clinical notes are not duplicated and placed in both the 
victim and alleged offender's files.
Retention and disposal:
    Family Advocacy Program case records are maintained at the activity 
4 years after the last entry in the file. If there is no subsequent 
activity 4 years after closure, the records are transferred to the 
National Personnel Records Center, 9600 Page Boulevard, St. Louis, MO 
63132-5100, where they are retained for 50 years and then destroyed.
    Central Registry data base is retained permanently at the Naval 
Medical Information Management Center. Paper copies are maintained for 
3 years and then destroyed.
System manager(s) and address:
    Central Registry: Chief, Bureau of Medicine and Surgery, 2300 E 
Street, NW, Washington, DC 20372-5120.
    Program Manager for Child Sexual Abuse Files: Chief of Naval 
Personnel (Pers-661), 2 Navy Annex, Washington, DC 20370-6610.
    Case Files: Commanding officers of installations with Family 
Service Centers, Medical Treatment Facilities, or Family Advocacy 
Centers at naval activities. Official mailing addresses are published 
as an appendix to the Navy's compilation of systems of records notices.
Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information in the case files about themselves should address 
written inquiries to the commanding officer of the naval activity from 
which they received treatment. Official mailing addresses are published 
as an appendix to the Navy's compilation of systems of records.
    Request should contain the full name and Social Security Number of 
the individual, and/or year of the incident.

    Individuals seeking to determine whether this system of records 
contains information in the Central Registry about themselves should 
address written inquiries to the Chief, Bureau of Medicine and Surgery, 
2300 E Street, NW, Washington, DC 20372-5120.
    Requests should contain the full name and Social Security Number of 
the individual.

    Individuals seeking to determine whether this system of records 
contains information in the centralized Child Sexual Abuse files about 
themselves should address written inquiries to the Chief of Naval 
Personnel (Pers-661) 2 Navy Annex, Washington, DC 20370-6610.
    Requests should contain the full name and Social Security Number of 
the individual.
Record access procedures:
    Individuals seeking to access records about themselves in the case 
files should address written inquiries to the commanding officer of the 
naval activity from which they received treatment. Official mailing 
addresses are published as an appendix to the Navy's compilation of 
systems of records.
    Request should contain the full name and Social Security Number of 
the individual, and/or year of the incident.

    Individuals seeking to access records about themselves that are 
contained in the Central Registry about themselves should address 
written inquiries to the Chief, Bureau of Medicine and Surgery, 2300 E 
Street, NW, Washington, DC 20372-5120.
    Requests should contain the full name and Social Security Number of 
the individual.

    Individuals seeking to access records about themselves contained in 
the centralized Child Sexual Abuse files about themselves should 
address

[[Page 19914]]

written inquiries to the Chief of Naval Personnel (Pers-661) 2 Navy 
Annex, Washington, DC 20370-6610.
    Requests should contain the full name and Social Security Number of 
the individual.
Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained 
from the system manager.
Record source categories:
    Victim; offender; medical and dental records; educational 
institutions; medical institutions; private practitioners; law 
enforcement agencies; public and private health and welfare agencies; 
and witnesses.
Exemptions claimed for the system:
    Parts of this system may be exempt under 5 U.S.C. 552a(k)(2) and 
(k)(5), as applicable.
    An exemption rule for this system has been promulgated in 
accordance with requirements of 5 U.S.C. 553(b)(1), (2), and 3, (c) and 
(e) and published in 32 CFR part 701, subpart G. For additional 
information contact the system manager.
[FR Doc. 96-10979 Filed 05-02-96; 8:45 am]
BILLING CODE 5000-04-F