SYSTEM NAME:

NSA/CSS Health, Medical and Safety Files  (March 15, 2012,  77 FR 15360)

SYSTEM LOCATION:

Primary Location: National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.

Decentralized segments: Each staff, line, contract and field element as appropriate.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

NSA/CSS civilian employees, military assignees, applicants, retirees, certain contract employees that are seen in the Medical Center for first-aid/urgent care treatment, or referred by Security for psychological assessment, families of employees who are nominated for permanent change of station (PCS), building concessionaires, visitors requiring emergency treatment, blood donors, designated Health and Safety Officers.

CATEGORIES OF RECORDS IN THE SYSTEM:

Files may consist of individual name, Social Security Number (SSN), Employee Identification Number, addresses, completed medical and psychological questionnaires, results of physical and laboratory tests, records of medical and psychological treatment, diagnostic test results (e.g., X-rays, EKGs, etc.), correspondence with the individual’s medical or psychiatric provider, medical center reports, absence and attendance records, medical and psychological evaluations, child abuse reporting forms, mandatory OSHA and Federal Occupational Injury reports, various NSA/CSS and DoD forms (e.g., consent form), a list of blood donors, and a list of telecommuters.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 C.F.R. Sections 293.501-511, Employee Medical File Systems Records; E.O. 12196, Occupational Safety and Health Programs for Federal Employees; 5 U.S.C. Chapter 81, Compensation for Work Injuries; 42 U.S.C. Section 290dd-2, Confidentiality of Records; 20 C.F.R. Part 10, Claims for Compensation under the Federal Employee’s Compensation Act, as amended; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To determine applicant eligibility for hiring, fitness for continued employability and/or access to classified information, Permanent Change of Station (PCS), deployment and/or TDY eligibility; processing of accident and compensation forms; correction of hazardous conditions; eligibility for disability retirement; maintain a list of blood donors; and a list of telecommuters; participation in psychological treatment; mandatory health and safety reporting.

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, 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 the Department of Labor in those cases involving compensation claims.

The DoD “Blanket Routine Uses” set forth at the beginning of the NSA/CSS 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 in file folders and electronic storage media.

RETRIEVABILITY:

By name, SSN or EIN.

SAFEGUARDS:

Buildings are secured by a series of guarded pedestrian gates and checkpoints. Access to facilities is limited to security-cleared personnel and escorted visitors only. Within the facilities themselves, access to paper and computer printouts are controlled by limited-access facilities and lockable containers. Access is on need-to-know basis. Paper records are logged and tracked for accountability. Access to electronic means is limited and controlled by computer password protection. Individual access is limited to information needed to perform official functions.

RETENTION AND DISPOSAL:

Applicant medical files are maintained for no more than 1 year; files on military assignees are transferred to parent service upon reassignment from NSA/CSS; all other medical case files are destroyed 60 years after retirement/separation. Psychological files on applicants not denied for cause are destroyed after 5 years and those denied for cause are reviewed for retention after 25 years; files on military assignees are destroyed 30 years after the date of the last psychological evaluation; employee files are destroyed 60 years after date of earliest document in folder or 30 years after separation, whichever is later.

Decentralized System – files are either transferred with employee or assignee, or retained as appropriate then destroyed.

Records are destroyed by pulping, burning, shredding, or erasure or destruction of magnetic media.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Occupational Health, Environmental & Safety Services, National Security Agency/Central Security Service, 9800 Savage Road, Ft. George G. Meade, MD 20755-6000.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.

Written inquiries should contain the individual’s full name, SSN, mailing address, and signature.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the National Security Agency/Central Security Service, Freedom of Information Act/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.

Written inquiries should contain the individual’s full name, SSN, mailing address, and signature.

CONTESTING RECORD PROCEDURES:

The NSA/CSS rules for contesting contents and appealing initial agency determinations are published at 32 CFR Part 322 or may be obtained by written request addressed to the National Security Agency/Central Security Service, Freedom of Information Act (FOIA)/Privacy Act Office, 9800 Savage Road, Suite 6248, Ft. George G. Meade, MD 20755-6248.

RECORD SOURCE CATEGORIES:

Applicants, employees, assignees, official personnel folders, NSA Safety Officers and records, witnesses to accidents and injuries, medical and administrative personnel, blood donor personnel, members of employee’s family with employee’s permission and other sources as appropriate and required.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Individual records in this system may be exempt pursuant to 5 U.S.C. 552a(k)(1), (k)(4), (k)(5) and (k)(6) and may also be subject to certain special access procedures established pursuant to 5 U.S.C. 552a, subsection (f)(3).

Information specifically authorized to be classified under E.O. 13526, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).

Records maintained solely for statistical research or program evaluation purposes and which are not used to make decisions on the rights, benefits, or entitlement of an individual except for census records which may be disclosed under 13 U.S.C. 8, may be exempt pursuant to 5 U.S.C. 552a(k)(4).

Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.

Testing or examination material used solely to determine individual qualifications for appointment or promotion in the federal or military service, if the disclosure would compromise the objectivity or fairness of the test or examination process may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process.

An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2) and (3), (c) and (e) and published in 32 CFR Part 322. For additional information contact the system manager.

FEDERAL REGISTER HISTORY: