SYSTEM NAME:

Defense Privately Owned Animal Records  (May 19, 2016,  81 FR 31613)

SYSTEM LOCATION:

Veterinary medical facilities on DoD bases and installations where veterinary services are provided. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Eligible military personnel (including retirees and reservists), DoD civilians, and their family members who utilize base veterinary services for care of their privately owned animals.

CATEGORIES OF RECORDS IN THE SYSTEM:

Owner/Sponsor's full name, grade/rank, branch of service, home address, personal telephone number, and business or work email address; military status; name of animal, record of treatment for the animal, billing statements, and related veterinary medical information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 3013, Secretary of the Army; DoD Directive 6400.04E, DoD Veterinary Public and Animal Health Services; and Army Regulation 40-905, Veterinary Health Services.

PURPOSE(S):

To record registration, vaccination, and/or treatment of animals; to compile statistical data; and to identify animals registered with the Veterinary Treatment Facility. Used by veterinarians and health care authorities to identify the animal, verify ownership, record history, and to insure veterinary care, treatment and immunizations provided to animals of authorized owners is recorded; to compile statistical data; conduct research; teach; assist in law enforcement, to include investigation and litigation; and evaluate the care provided.

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, as amended, the records 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 civilian veterinary and medical institutions, Federal, State, and local agencies to provide data used in preventative health and zoonotic disease control programs; report medical conditions required by law; and accrediting the Veterinary Corps Officers for training and instruction.
The DoD Blanket Routine Uses set forth at the beginning of the Army's compilation of systems of records notices may apply to this system. The complete list of DoD blanket routine uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Electronic storage media and paper records.

RETRIEVABILITY:

By owner's or animal's name, animal's microchip number.

SAFEGUARDS:

Records are maintained in buildings which are locked when unattended and are accessed only by authorized personnel having an official need-to-know. DoD Components and approved users ensure that electronic and paper records collected and used are maintained in controlled areas accessible only to authorized personnel. Access to computerized data is restricted by use of common access cards (CACs) and is accessible only by users with an authorized account. The system and electronic backups are maintained in controlled facilities that employ physical restrictions and safeguards such as security guards, identification badges, key cards, and locks.

RETENTION AND DISPOSAL:

Paper records are destroyed upon death of the animal, transfer of owner, or 3 years after last entry in the record. Paper records are shredded. Electronic records are maintained permanently.

SYSTEM MANAGER(S) AND ADDRESS:

Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013.

NOTIFICATION PROCEDURE:

Individuals seeking to determine if information about themselves is contained in this system should address written inquiries to the veterinary facility at the installation where their animal was treated or euthanized.
Individuals should provide their full name, home address, telephone number, and any identifiable information for their animal, to include microchip number if applicable.
In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
If executed outside the United States: "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)."
If executed within the United States, its territories, possessions, or commonwealths: "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)."

RECORD ACCESS PROCEDURES:

Individuals seeking access to records about themselves contained in this system should address written inquiries to the veterinary facility at the installation where their animal was treated or euthanized.
Individuals should provide their full name, home address, telephone number, and any identifiable information for their animal, to include microchip number if applicable.
In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
If executed outside the United States: "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)."
If executed within the United States, its territories, possessions, or commonwealths: "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)."
Personal visits may be made to the veterinary facility where animal was treated. Owners must provide personal identification such as a valid military identification card or driver's license.

CONTESTING RECORD PROCEDURES:

The Army's rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in 32 CFR part 505, Army Privacy Program; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

From the individual and veterinarian reports.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

May 19, 2016, 81 FR 31613; January 8, 2001, 66 FR 1312