SYSTEM NAME:
Alcoholism and Drug Abuse Files (July 13, 1995, 60 FR 36124)
SYSTEM LOCATION:
Primary location: DMA Fairfax.
Decentralized locations: DMA Bethesda, DMA Reston, and DMA St. Louis. Records Holding Area, Administrative Operations Division. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All civilian employees who have contacted program counselor requesting assistance.
CATEGORIES OF RECORDS IN THE SYSTEM:
File contains counseling interview notes, medical documents, therapy/treatment referral notes.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
21 U.S.C 1175; 5 U.S.C. 7301; 42 U.S.C. 290dd-2; Pub. L. 100-71; E.O. 12564, Drug-Free Federal Workplace; and E.O. 9397 (SSN).
PURPOSE(S):
To maintain documents relating to alcohol and narcotic control, treatment, assistance, and advice provided to DMA personnel.
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 order to comply with provisions of 5 U.S.C. 7301 and 42 U.S.C. 290dd-2, the Defense Mapping Agency `Blanket Routine Uses' do not apply to this system of records.
Records in this system may not be disclosed without the prior written consent of such patient, unless the disclosure would be:
To medical personnel to the extent necessary to meet a bona fide medical emergency;
To qualified personnel for the purpose of conducting scientific research, management audits, financial audits, or program evaluation, but such personnel may not identify, directly or indirectly, any individual patient in any report of such research, audit, or evaluation, or otherwise disclose patient identities in any manner; and
If authorized by an appropriate order of a court of competent jurisdiction granted after application showing good cause therefor.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders.
RETRIEVABILITY:
Filed chronologically by number; names deleted, but are known by counselor.
SAFEGUARDS:
Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access.
RETENTION AND DISPOSAL:
Destroy when 3 years old.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Human Resources, Work Force Management Division, ST A-8, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Human Resources Work Force Management Division, ST B-5, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves contained in this system should address written inquiries to Human Resources Work Force Management Division, ST B-5, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.
Written requests for information should contain the full name of the individual, current address and telephone number, and Social Security Number. Visits are limited to normal working hours. For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified.
CONTESTING RECORD PROCEDURES:
DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager.
RECORD SOURCE CATEGORIES:
Employee interviews and medical reports. Employee or relatives.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
FEDERAL REGISTER HISTORY: