CLOSED - Washington Headquarters Services (WHS) Enterprise Safety Applications Management System (ESAMS) (February 13, 2014, 79 FR 8685)
Navy Installations Command Transitional Hosting Center, 1968 Gilbert St.
Norfolk, VA 23511-3318
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
This is a closed system - no new records may be added. DoD Military and civilian personnel who were employed through Washington Headquarters Services (WHS) or one of the WHS-Serviced Organizations (Office of the Secretary of Defense, Joint Chiefs of Staff, Defense Advanced Research Projects Agency, Defense Threat Reduction Agency, Missile Defense Organization, and the Pentagon Force Protection Agency) who were the subject of an accident investigation or report or required duty physicals or longitudinal monitoring and assessment between July 2011 and August 2013.
CATEGORIES OF RECORDS IN THE SYSTEM:
all employees: name, Social Security Number (SSN), e-mail address, supervisors
name, supervisors e-mail address, unit identification code (UIC), directorate,
division, gender, training/certifications received, test scores.
employees requiring duty physicals and/or whose duties require longitudinal
monitoring and assessment: occupational medical stressors, date of last
physical and non-diagnostic information concerning health readiness/restrictive
duty, respirator usage and fit test results, annual audiogram results, chemical
and/or environmental exposures, and occupational injuries/illnesses.
employees on whom an accident investigation or report is submitted: name, Social
Security Number (SSN), job title, agency/directorate/division, office location,
case number, incident location, injury detail, Occupational Safety and Health
Administration (OSHA) recordable incident/illness.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
CFR part 1904, Recording and Reporting Occupational Injuries and Illnesses; 29
CFR part 1910, Occupational Safety and Health Standards; 10 U.S.C. 113,
Secretary of Defense; E.O. 12196, Occupational Safety and Health Programs for
Federal Employees, as amended; DoD Instruction 6055.1, DoD
Safety and Occupational Health (SOH) Program; DoD Instruction 6055.5,
Occupational and Environmental Health (OEH); DoD Instruction 6055.7,
Accident Investigation, Reporting, and Record Keeping; DoD Instruction 6055.12,
DoD Hearing Conservation Program (HCP); and E.O. 9397 (SSN), as amended.
ensure all individuals receive required health and safety, fire, and emergency
management training courses necessary to perform assigned duties and comply
with Federal law and DoD regulations.
document and manage longitudinal requirements of physicals, respiratory and
audiology tracking over the course of an employees employment with Washington
provide an initial documentation of workplace incidents and accidents.
as a management tool for statistical analysis, tracking, reporting, evaluating
program effectiveness and conducting research.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the
Privacy Act of 1974, these records may specifically be disclosed outside the
DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
the Occupational Safety and Health Administration (OSHA) during the course of
an on-site inspection.
DoD Blanket Routine Uses that appear at the beginning of the Office of the
Secretary of Defenses compilation of systems of records notices apply to this
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
by individuals name and Social Security Number (SSN).
is role based with limited access to personally identifiable information.
Access requires Common Access Card (CAC) on initial log-on but allows CAC
access or password logon (if established) after initial use. The servers are
located in a building that is locked during non-duty hours on a military
installation with guards monitoring installation access 24 hours a day, 7 days
RETENTION AND DISPOSAL:
training records are closed on an annual basis and disposed of when 5 years
Requirements are closed on an annual basis and disposed of when 5 years old.
Injury Files are closed on an annual basis and disposed of when 3 years old.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Occupational Safety and Health Branch, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
Individuals seeking to determine whether information about themselves contained in this system of records should address written inquiries to the Chief, Occupational Safety and Health Branch, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
Signed, written requests must include the individual's full name, Social Security Number (SSN), and current mailing address.
RECORD ACCESS PROCEDURES:
seeking to access the information about themselves contained in this system of
records not accessible through system interfaces should address written
inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of
Information Act Requester Center, 1155 Defense Pentagon, Washington DC
request should contain the name and number of this system of records notice, the
individual's full name, Social Security Number (SSN), address, and must be
CONTESTING RECORD PROCEDURES:
Office of the Secretary of Defense rules for accessing records, and for
contesting contents and appealing initial agency determinations are published
in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR
part 311; or may be obtained from the system manager.
RECORD SOURCE CATEGORIES:
Individual, personnel files, non-diagnostic extracts from medical records that address medical readiness/restrictions, and office files.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
FEDERAL REGISTER HISTORY:
December 14, 2010, 75 FR 77849; February 13, 2014, 79 FR 8685.