SYSTEM NAME:

Occupational, Safety, Health, and Environmental Management Records  (April 16, 2013,  78 FR 22525)

SYSTEM LOCATION:

Defense Intelligence Agency, 200 MacDill Boulevard, Washington DC 20340-0001.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

DIA civilians, military, and contractors.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, Social Security Number (SSN), and date of birth. Records relating to illness, or injury regarding occupational safety, and environmental issues or accidents.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

29 CFR Part 1904, Recording and Reportable Injury or Illness; 29 CFR Part 1960, Basic Program Elements for Federal Employees Occupational, Safety, and Health Programs and Related Matters; DoDI 6055.7, Accident Investigation, Reporting, and Record Keeping; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

This system will manage occupational, safety, health, and environmental management case files. Information is used to comply with accident/incident reporting and/or investigation and to identify and correct known or potential hazards in order to facilitate prevention programs.

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, these 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 Federal, State, local, and tribal agencies for the purpose of law enforcement, counterterrorism, counterintelligence, counter-narcotic activities and homeland security as authorized by U.S. Law or Executive Order, or for the purpose of protecting the territory, people and interests of the United States of America against breaches of security related to DoD controlled information or facilities and against terrorist activities.

The DoD Blanket Routine Uses set forth at the beginning of DIA's compilation of systems of records notices may apply to this system.

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

STORAGE:

Paper and electronic storage media.

RETRIEVABILITY:

By last name and SSN.

SAFEGUARDS:

Records are stored in office buildings protected by guards, controlled screenings, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their duties. Passwords and User IDs are used to control access to the system data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the system.

RETENTION AND DISPOSAL:

Records are kept for 5 years and then destroyed. Paper records are authorized for destruction in accordance with agency destruction methods and include, shredding, pulping, or burning. The electronic records are deleted from this system from which it is housed.

SYSTEM MANAGER(S) AND ADDRESS:

Occupational, Safety, Health, and Environmental Office, Defense Intelligence Agency, 200 MacDill Boulevard, Washington, DC 20340-0001.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the DIA Freedom of Information Act Office (DAN-1A), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.

Request should contain the individuals' full name, current address, and telephone number.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Freedom of Information Act Office (DAN-1A/FOIA), Defense Intelligence Agency, 200 MacDill Blvd., Washington, DC 20340-0001.

Request should contain the individual's full name, current address, and telephone number.

CONTESTING RECORD PROCEDURES:

DIAs rules for accessing records, for contesting contents, and appealing initial agency determinations are published in DIA Instruction 5400.001 Defense Intelligence Agency Privacy Program; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Individuals, agency and other government officials.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C 552a (j)(2), may be exempt pursuant to 5 U.S.C 552 (k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or which he would otherwise be eligible, as a result of maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. This exemption provides limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.

(k)(5) Investigatory material complied solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information but only to the extent such material would reveal the identity of a confidential source.

An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C 553 (b)(1),(2), and (3), (c) and (e) and published in 32 CFR part 319.

FEDERAL REGISTER HISTORY:

July 2, 2010, 75 FR 38494; April 16, 2013, 78 FR 22525