Privacy Act: [DODDS 25] DODDS Internal Review Office Project File....

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  LaJolla, CA 92037.
  Stanford University Medical Center, Bone Marrow Transplant Program, 
  300 Pasteur Drive, Room H-1353, Stanford, CA 94305-5290.
  Tufts New England Medical Center, Bone Marrow Transplant Program, 750 
  Washington Street, 245, Boston, MA 02111.
  UCLA Center for Health Science, Bone Marrow Transplant Program, 10833 
  LeConte, Room 42-121, Los Angeles, CA 90024.
  UCSD Medical Center, Bone Marrow Transplant Program, 225 Dickinson 
  Street, H-811K, San Diego, CA 92103.
  United Blood Services, 1515 University Avenue, PO Box 25445, 
  Albuquerque, NM 87125.
  University of California Medical Center, Hematology Services, PO Box 
  0324, Room A-502, 400 Parnassus, San Francisco, CA 94143.
  University of Connecticut Medical Center, Department of Hematology/
  Oncology, Bone Marrow Transplantation Program, 263 Farmington Avenue, 
  Farmington, CT 06032.
  University of Florida, College of Medicine, Bone Marrow Transplant 
  Program, Box J277 JHMHC, Gainesville, FL 32610.
  University of Iowa Hospitals and Clinics, Division of Hematology/
  Oncology, Adult Bone Marrow Transplant Program, Iowa City, IA 52242.
  University of Minnesota Hospital and Clinic, Bone Marrow Transplant 
  Program, Box 803, UMHC, Harvard Street at East River Road, 
  Minneapolis, MN 55455.
  University of Nebraska Medical Center, 42nd and Dewey Avenue, Omaha, 
  NE 68105.
  University of Oklahoma, Hematology Section, Health Sciences, PO Box 
  26901, Oklahoma City, OK 73190.
  University of Wisconsin Hospitals and Clinics, Hematology H4/540, Bone 
  Marrow Transplant Program, 600 Highland Avenue, Madison, WI 53792.
  Virginia Mason Clinic, Medical Oncologist, 925 Seneca, PO Box 900, 
  Seattle, WA 98111.
  Wake Forest University Cancer Center, Section of Hematology/Oncology, 
  300 South Hawthorne Road, Winston Salem, NC 27103.
  Wayne State Univ/Harper Grace Hospitals, School of Medicine, Division 
  of Hematology/Oncology, PO Box 02188/John R., Detroit, MI 48201.
Categories of individuals covered by the system: 
  Department of Defense military and civilian personnel and their 
  dependents who have volunteered for and been accepted as potential 
  bone marrow donors.
Categories of records in the system: 
  Donor registration and consent forms (or a notation in writing if the 
  consent was obtained telephonically) including consent for testing, 
  and consent to donate a blood sample for HLA (human leukocyte antigen) 
  typing; a consent to donate platelets; a consent to donate bone 
  marrow, if compatible with a patient; a consent to undergo anesthesia 
  if selected to donate marrow; report of physical examination of the 
  donor to include complete medical history and the results of 
  laboratory and other tests (X-ray, electrocardiogram, virology, etc.), 
  and examining physician's report to the donor center; information 
  pertinent to the collection process including posthospitalization 
  follow-up; donor's written consent to be returned to the registry for 
  further donations. Data items include: Name, Social Security Number, a 
  bar-coded Donor Identification Number (DIN), and HLA type; donor's 
  address, place of work, home and work telephone numbers; names, 
  addresses and telephone numbers of donor's relatives and friends; 
  donor's race/ethnicity; hospital and hospital provider number, city 
  and State; date and time of marrow recovery and transplantation; name 
  of transplant center.
Authority for maintenance of the system: 
  10 U.S.C 136 and E.O. 9397.
Purpose(s): 
  To tissue type as many donors as possible for inclusion in the 
  national registry of marrow donors in order to offer patients 
  requiring bone marrow transplants access to as many potential donors 
  as possible for the purpose of obtaining compatible match.
  To the National Coordinating Center for the purpose of obtaining a 
  marrow match. Information released will consist of DIN, donor's race, 
  date of birth and sex only.
  To the National Coordinating Center for the purpose of obtaining 
  insurance coverage for the donor. Information released will consist of 
  name, address, Social Security Number and date of birth. Name and 
  address only for the purpose of direct informational mailing (in such 
  a way that the individual is not linked to his or her donor 
  identification number of HLA-type).
  To a NMDP-approved civilian medical facility in only those cases where 
  required medical examination and/or actual marrow procurement is 
  performed.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses: 
  To a Congressional office from the record of an individual in response 
  to an inquiry from the Congressional office made at the request of 
  that individual.
  To the Office of Management and Budget in connection with the review 
  of private relief legislation as set forth in OMB Circular A-19 at any 
  state of the legislative coordination and clearance process as set 
  forth in that Circular.
  To the Department of Justice for the purpose of representing the 
  Department of Defense, or any officer, employee or member of the 
  Department in pending or potential litigation to which the record is 
  pertinent.
  To the Merit System Protection Board, including the Office of Special 
  Counsel for the purpose of litigation, including administrative 
  proceedings, appeals, special studies of the civil service and other 
  merit systems, review of OPM or component rules and regulations, 
  investigation of alleged or possible prohibited personnel practices; 
  including investigation, and such other functions, promulgated in 5 
  U.S.C. 1205 and 1206, or as may be authorized by law.
Policies and practices for storing, retrieving/accessing, retaining, and 
    disposing of records in the system: 
Storage: 
  Records are maintained on paper in file folders and on microcomputers.
Retrievability: 
  Hard copy is filed by donor's name. Electronic records may be accessed 
  by search on any information field. Retrievable fields are donor's 
  name, Social Security Number or Donor Identification Number, HLA type, 
  date of birth, sex, and racial/ethnic group.
Storage: 
  Records are accessed by authorized personnel with an official need-to-
  know who have been trained for handling Privacy Act data. Hard copy 
  records are maintained in locked cabinets in restricted access areas. 
  Computer files are accessed on a password-protected stand-alone 
  microcomputer system with mechanical locks for additional protection.
Retention and disposal: 
  Paper records are destroyed by tearing into pieces, shredding, 
  pulping, macerating, or burning. Disposition will be according to the 
  following schedule:
  a. For persons who have donated bone marrow: Each record will be 
  maintained 25 years beyond the known death of the marrow recipient and 
  then destroyed. The donor will be notified by mail when this is done.
  b. For persons who are accepted as donors but not requested to provide 
  a transplant:
  (1) Upon leaving the Federal service (military or civilian), if the 
  potential donor does not elect to continue participation through 
  transfer to a civilian program, his/her records will be destroyed. The 
  potential donor will be notified by mail when this is done.
  (2) At age 56 the potential donor's records will be destroyed and 
  notification will be sent by mail when this is done.
  c. For persons who are accepted as donors but who subsequently decline 
  further participation in the program, all records will be destroyed 
  upon notification in writing of withdrawal.
System manager(s) and address: 
  Assistant Secretary of Defense (Health Affairs), Office of 
  Professional Affairs and Quality Assurance, Room 3D366, The Pentagon, 
  Washington, DC 20301-1200.
Notification procedure: 
  Individuals seeking to determine whether information about themselves 
  is contained in this system should address written inquiries to the 
  Assistant Secretary of Defense (Health Affairs), Office of 
  Professional Affairs and Quality Assurance, Room 3D366, The Pentagon, 
  Washington, DC 20301-1200, where a log of these requests will be 
  maintained.
  The request should contain the full name and individual's Social 
  Security Number.
Record access procedures: 
  Individuals seeking access to information about themselves contained 
  in this system should address written inquiries to the Assistant 
  Secretary of Defense (Health Affairs), Office of Professional Affairs 
  and Quality Assurance, Room 3D366, The Pentagon, Washington, DC 20301-
  1200.
  The request should contain the individual's full name, Social Security 
  number, and, if applicable, the name of the medical facility where 
  examinations, tests, bone marrow collection, and follow-up procedures 
  were conducted.
Contesting records procedures:
  The OSD's 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: 
  Information is obtained from record subjects and attending medical 
  specialists.
Exemptions claimed for the system:
  None.

<DOC>
 

DEPARTMENT OF DEFENSE

DHA 05

System name: 

  Persian Gulf Veterans Illnesses Files.
System location: 
  Department of Defense Persian Gulf Veterans Illnesses Investigative 
  Team, 5205 Leesburg Pike, Falls Church, VA 22041-3881; and Assistant 
  Secretary of Defense (Health Affairs), 1200 Defense Pentagon, 
  Washington, DC 20301-1200.
Categories of individuals covered by the system: 
  Individuals who served in Operation Desert Storm and/or Operation 
  Desert Shield who feel they may have been exposed to biological, 
  chemical, disease, or environmental agents. Those individuals may 
  contact the Persian Gulf Veterans Illnesses Investigative Team by 
  dialing 1-800-472-6719 to report experiences of unusual illness or 
  health conditions following service during the Persian Gulf conflict.
Categories of records in the system: 
  Records consist of individual's name, Social Security Number or 
  service number, last known or current address, occupational 
  information, date and extent of involvement in Persian Gulf military 
  operations, perceived exposure information, medical treatment 
  information, medical history of subject, and other documentation of 
  reports of possible exposure to biological, chemical, disease, or 
  environmental agents.
  The system contains information from unit and historical records and 
  information provided to the Department of Defense by individuals with 
  first-hand knowledge of reports of possible biological, chemical, 
  disease, or environmental incidents.
  Information from health care providers who have evaluated patients 
  with illnesses possibly related to service in the Persian Gulf is also 
  included. Records include those documents, files, and other matter in 
  the medical, operational, and intelligence communities that could 
  relate to possible causes of Persian Gulf War Veterans illnesses.
  Records of diagnostic and treatment methods pursued on subjects 
  following reports of possible incidental exposure are also included in 
  this system.
Authority for maintenance of the system: 
  10 U.S.C. 131, 10 U.S.C. 136, and E.O. 9397.
Purpose(s): 
  Records are collected and assembled to permit investigative 
  examination and analysis of reports of possible exposure to 
  biological, chemical, disease, or environmental agents incident to 
  service in the Persian Gulf War and to conduct scientific or related 
  studies or medical follow-up programs.
Routine uses of records maintained in the system, including categories 
    of users and 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 Veterans Affairs and the Social Security 
  Administration for appropriate consideration of individual claims for 
  benefits for which that agency is responsible.
  The `Blanket Routine Uses' set forth at the beginning of OSD'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: 
  Paper records are maintained in file folders; electronic records are 
  stored on magnetic media; microfilm/microfiche are maintained in 
  appropriate storage containers.
Retrievability: 
  Records are retrieved by case number, name, Social Security Number or 
  service number.
Safeguards: 
  Access to areas where records maintained is limited to authorized 
  personnel. Areas are protected by access control devices during 
  working hours and intrusion alarm devices during non-duty hours.
Retention and disposal: 
  Files will be retained permanently. They will be maintained in the 
  custody of the Persian Gulf Veterans Illnesses Investigative Team 
  under the oversight of the Assistant Secretary of Defense (Health 
  Affairs) until completion of the Team's investigative mission. Upon 
  disbanding of the Team, custody of the records will be transferred to 
  OASD(HA) where they will be held for five years, and then transferred 
  to the National Archives and Records Administration.
System manager(s) and address: 
  Assistant Secretary of Defense (Health Affairs), 1200 Defense 
  Pentagon, Washington, DC 20301-1200.
Notification procedure: 
  Individuals seeking to determine whether information about themselves 
  is contained in this system should address written inquiries to the 
  Director, Persian Gulf War Veterans Illnesses Investigative Team, 
  Suite 810, 5205 Leesburg Pike, Falls Church, VA 22041-3881, or to the 
  Assistant Secretary of Defense (Health Affairs), 1200 Defense 
  Pentagon, Washington, DC 20301-1200.
Record access procedure:
  Individuals seeking access to records about themselves contained in 
  this system of records should address written inquiries to the 
  Director, Persian Gulf War Veterans Illnesses Investigative Team, 
  Suite 810, 5205 Leesburg Pike, Falls Church, VA 22041-3881, or to the 
  Assistant Secretary of Defense (Health Affairs), 1200 Defense 
  Pentagon, Washington, DC 20301-1200.
Contesting records procedures:
  The OSD's 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: 
  Information is from the individuals themselves, witnesses to a 
  possible agent event, health care providers who have evaluated 
  patients with illnesses possibly related to service in the Persian 
  Gulf, as well as extracts from historical records to include: 
  personnel files and lists, unit histories, medical records, and 
  related sources.
Exemptions claimed for the system:
  None.

<DOC>
 

DEPARTMENT OF DEFENSE

DHA 06

System name: 

  USTF Managed Care System.
System location: 
  Primary location: Office of the Assistant Secretary of Defense (Health 
  Affairs), Deputy Assistant Secretary of Defense (Health Services 
  Financing), Director Uniformed Services Treatment Facility Program 
  Office, 1200 Defense Pentagon, Room 1B657, Washington, DC 20301-1200.
  Secondary locations: Directorate of Information Management, Building 
  1422, Ft. Detrick, MD 21702-5012.
  Vector Research, Incorporated, 901 South Highland Street, Arlington, 
  VA 22204-2419.
  USTF Management Office Sites:
  Martin's Point Healthcare Center, 331 Veranda Street, Portland, ME 
  04103-5040.

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