SYSTEM NAME:

Department of Defense Medical Examination Review Board Medical Examination Files  (June 11, 1997,  62 FR 31)

SYSTEM LOCATION:

Department of Defense Medical Examination Review Board (DoDMERB) United States Air Force Academy (USAF Academy), CO 80840-6518 and EDS DCITC Tape Library, 13600 EDS Drive, Herndon, VA 22071.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

All applicants to the five service academies, the four year Reserve Officer Training Corps (ROTC) scholarship program, Uniform Services University of Health Sciences (USUHS) scholarship program, and the Army, Navy, and Air Force College Scholarship Program (CSP).

CATEGORIES OF RECORDS IN THE SYSTEM:

Report of the Medical Examination, Report of Medical History, Report of Dental Examination, to include dental x-rays and any associated civilian forms or medical tests that have been accomplished; may also contain personal correspondence between the DoDMERB and the applicant, parents/guardian concerning the applicant's medical history or qualification status.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 133, Executive department, and E.O. 9397 (SSN).

PURPOSE(S):

The medical examination in computer form is used to determine medical acceptability for one or more of the five military service academies or the ROTC, USUHS, CSP for the Air Force, Army and Navy ROTC. The computer also produces products to advise each program manager of initial status and all update actions on the applicant.

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:

In addition, Medical consultations with parents/legal guardians may be necessary to clarify/explain applicant's medical status. Examinations may be released to civilian contract agents of the government and private physicians associated with medically certifying applicants for military service.

The DoD 'Blanket Routine Uses' published at the beginning of the Air Force'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:

Stored in computers, on computer output products, and on electronic digital imaging storage system.

RETRIEVABILITY:

Retrieved by name and Social Security Number.

SAFEGUARDS:

Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software.

RETENTION AND DISPOSAL:

A paper copy of medical and dental records will be generated by computer on all appointed candidates and will be forwarded to each program the applicant is medically certified for. Computer and optical disk files for all applicants will be retained for five years. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting.

SYSTEM MANAGER(S) AND ADDRESS:

Department of Defense Medical Examination Review Board, USAF Force Academy, CO 80840-6518.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the Department of Defense Medical Examination Review Board, USAF Force Academy, CO 80840-6518.

RECORD ACCESS PROCEDURES:

Individuals seeking to access records about themselves contained in this system should address requests to the Department of Defense Medical Examination Review Board, USAF Force Academy, CO 80840-6518.

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 and subject of the record.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY: