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of a person) provided notification of the disclosure is sent to the record Subject. Sending the notification to the last known address is sufficient. In instances where information is requested by telephone, an attempt will be made to verify the inquirer’s and medical facility’s identities and the caller's telephone number. The requested information, if then considered appropriate and of an emergency nature, may be provided by return call. (9) Disclosures to Congress. (i) A record may be disclosed to either House of Congress at the request of either the Senate Or House of Representatives as a whole. (ii) A record also may be disclosed to any committee, Subcommittee, Or joint committee of Congress if the disclosure pertains to a matter within the legislative or investigative jurisdiction of the Committee, Subcommittee, Or joint Committee. (iii) Disclosure may not be made to a Member of Congress requesting in his Or her individual capacity. However, for Members of Congress making inquiries on behalf of individuals who are Subjects of records, a “Blanket Routine USe” has been established to permit disclosures to individual Members of Congress. (A) When responding to a congresSional inquiry made on behalf of a conStituent by whose identifier the record is retrieved, there is no need to verify that the individual has authorized the disclosure to the Member of Congress. (B) The Oral or written Statement of a Congressional Staff member is sufficient to establish that a request has been received from the individual to whom the record pertains. (C) If the constituent inquiry is made on behalf of an individual other than the record Subject, provide the Member of Congress only that information releaSable under 5 U.S.C. 552. Advise the Member of Congress that the written Consent of the record subject is required before additional information may be disclosed. Do not contact the record Subject to obtain consent for the disclosure to the Member of Congress unless the Congressional office specifically requests it be done. (10) Disclosures to the Comptroller Gemeral for the General Accounting Office
(GAO). Records may be disclosed to the Comptroller General of the U.S., or authorized representative, in the course of the performance of the duties of the GAO. (11) Disclosures under court orders. (i) Records may be disclosed under the Order of a court of competent jurisdiction. (ii) When a record is disclosed under this provision and the compulsory legal process becomes a matter of public record, make reasonable efforts to notify the individual to whom the record pertains. Notification Sent to the last known address of the individual is sufficient. If the Order has not yet become a matter of public record, seek to be advised as to when it will become public. Neither the identity or the party to whom the disclosure was made nor the purpose of the disclosure shall be made available to the record subject unless the court order has become a matter of public record. (iii) The court Order must bear the Signature of a federal, State, or local judge. Orders signed by Court clerks or attorneys are not deemed to be Orders Of a Court of Competent jurisdiction. A photocopy of the order, regular on its face, will be sufficient evidence of the Court’s exercise of its authority of the minimal requirements Of SECNAVINST 5820.8A 9, “Release of Official Information for Litigation Purposes and Testimony by Department of the Navy Personnel.” (12) Disclosures to consumer reporting agencies. Certain information may be disclosed to consumer reporting agenCies (i.e., Credit reference Companies Such as TRW and Equifax, etc.) as defined by the Federal Claims Collection Act of 1966 (31 U.S.C. 952d). Under the provisions of that Act, the following information may be disclosed to a conSumer reporting agency: (i) Name, address, taxpayer identification number (SSN), and other information necessary to establish the identity of the individual; (ii) The amount, status, and history of the claim; and
9 Copies available from the Judge Advocate
General, Navy Department, (Code 34), 200 Stovall Street, Alexandria, VA 22332–2400.
(iii) The agency or program under which the claim arose. 31 U.S.C. 952d specifically requires that the FEDERAL REGISTER notice for the system of records from which the information will be disclosed indicate that the information may be disclosed to a conSumer reporting agency. (c) Disclosures to commercial enterprises. Records may be disclosed to commercial enterprises Only under the criteria established by Secretary of the Navy Instruction 5720.42E and 42 U.S.C. 653, Parent Locator Service for Enforcement of Child Support. (1) Any information required to be disclosed by Secretary of the Navy Instruction 5720.42E and 42 U.S.C. 653, Parent. Locator Service for Enforcement of Child Support may be disclosed to a requesting commercial enterprise. (2) Commercial enterprises may present a consent statement signed by the individual indicating Specific Conditions for disclosing information from a record. Statements such as the following, if signed by the individual, are considered sufficient to authorize the disclosure: I hereby authorize the Department of the Navy to verify my SSN or other identifying information and to disclose my home address and telephone number to authorized representatives of (name of commercial enterprise) to be used in connection with my commercial dealings with that enterprise. All information furnished will be used in connection with my financial relationship with (name of commercial enterprise). (3) When a consent statement as described in the preceding SubSection is presented, provide the information to the commercial enterprise, unless the disclosure is prohibited by another regulation or Federal law. (4) Blanket consent statements that do not identify the Department of Defense or Department of the Navy, or that do not specify exactly the information to be disclosed, may be honored if it is clear that the individual, in Signing the Consent Statement, was seeking a personal benefit (i.e., loan for a house or automobile) and was aware of the type of information necessary to obtain the benefit sought.
(5) Do not honor requests from Commercial enterprises for official evaluations of personal characteristics Such as personal financial habits. (d) Disclosure of Health Care Records to the Public. This paragraph applies to disclosure of information to the news media and the public concerning individuals treated or hospitalized in Department of the Navy medical facilities and, when the cost of care is paid by the Department of the Navy, in nonFederal facilities. (1) Disclosures without the individual’s consent. Normally, the following information may be disclosed without the individual’s consent: (i) Information required to be released by Secretary of the Navy Instruction 5720.42E and OPM Regulations and the Federal Personnel Manual, as well as the information listed in $701.112(b)(2)(v) for military personnel and in $701.112(b)(2). (ii) For civilian employees; and (iii) General information Concerning medical conditions, i.e., date of admission or disposition; present medical assessment of the individual’s condition if the medical practitioner has volunteered the information, i.e., the individual’s condition presently is (stable) (good) (fair) (serious) (critical), and the patient is (conscious) (Semi-Conscious) (unconscious). (2) Disclosures with the individual’s Consent. With the individual’s informed consent, any information about the individual may be disclosed. If the individual is a minor or has been declared incompetent by a court of competent jurisdiction, the parent of the minor or appointed legal guardian of the incompetent may give consent on behalf of the individual. (e) Disclosure of Personal Information on Group/Bulk Orders. Do not use personal information including complete SSNs, home addresses and phone numbers, dates of birth, etc., on group/bulk Orders. This personal information should not be posted on lists that everyone listed on the Orders sees. Such a disclosure of personal information violates the Privacy Act and this subpart and Subpart G of this part. (f) Disclosure Accounting. Keep an accurate record of all disclosures made from a record (including those made with the consent of the individual) except those made to DoD personnel for use in performing their Official duties; and those made under the FOIA. Disclosure accounting is to permit the individual to determine what agencies or persons have been provided information from the record, enable Department of the Navy activities to advise prior recipients of the record of any Subsequent amendments or Statements of dispute concerning the record, and provide an audit trial of Department of the Navy’s compliance with 5 U.S.C. 552a. (1) Disclosure accountings shall Contain the date of the disclosure; a description of the information disclosed; the purpose of the disclosure; and the name and address of the person or agency to whom the disclosure was made. (2) The record subject has the right of access to the disclosure accounting except when the disclosure was made at the request of a civil or criminal law enforcement agency under $701.112(b)(7); or when the system of records has been exempted from the requirement to provide access to the disClosure accounting. (g) Methods of disclosure accounting. Since the characteristics of various records maintained within the Department of the Navy vary widely, no uniform method for keeping disclosure acCOuntings is prescribed. The primary Criteria, are that the Selected method be One which will: (1) Enable an individual to ascertain what persons or agencies have received disclosures pertaining to him/her; (2) Provide a basis for informing recipients of subsequent amendments or Statements of dispute Concerning the record; and (3) Provide a means to prove, if necessary that the activity has complied with the requirements of 5 U.S.C. 552a. and this subpart and subpart G of this part. (h) Retention of Disclosure Accounting. Maintain a disclosure accounting of the life of the record to which the disClosure pertains, or 5 years after the date of the disclosure, whichever is longer. Disclosure accounting records are normally maintained with the
record, as this will ensure compliance with $701.112(f).
(a) Using exemptions. No system of records is automatically exempt from all provisions of 5 U.S.C. 552a. A system of records is exempt from only those provisions of 5 U.S.C. 552a that are identified Specifically in the exemption rule for the system. Subpart G of this part Contains the systems designated as exempt, the types of exemptions claimed, the authority and reasons for invoking the exemptions and the proviSions of 5 U.S.C. 552a, from which each System has been exempt. Exemptions are discretionary on the part of Department of the Navy and are not effective until published as a final rule in the FEDERAL REGISTER. The naval activity maintaining the system of records shall make a determination that the System is one for which an exemption may be established and then propose an exemption rule for the system. Submit the proposal to CNO (NO9B30) for approval and publication in the FEDERAL REGISTER. (b) Types of eremptions. There are two types of exemptions permitted by 5 U.S.C. 552a. (1) General eacemptions. Those that authorize the exemption of a System of records from all but specifically identified provisions of 5 U.S.C. 552a. (2) Specific eremptions. Those that allow a system of records to be exempt from Only a few designated provisions of 5 U.S.C. 552a. (c) Establishing eremptions. (1) 5 U.S.C. 552a authorizes the Secretary of the Navy to adopt rules designating eligible systems of records as exempt from certain requirements. The Secretary of the Navy has delegated the CNO (N09B30) to make a determination that the System is one for which an exemption may be established and then propose and establish an exemption rule for the System. No System of records within Department of the Navy shall be considered exempt until the CNO (N09B30) has approved the exemption and an exemption rule has been published as a final rule in the FEDERAL REGISTER. A system of records is exempt from only those provisions of 5 |U.S.C. 552a that are identified specifically in the Department of the Navy exemption rule for the System. (2) No exemption may be established for a system of records until the system itself has been established by publishing a notice in the FEDERAL REGISTER, at least 30 days prior to the effective date, describing the system. This allows interested persons an opportunity to comment. An exemption may not be used to deny an individual access to information that he or she can obtain under Secretary of the Navy Instruction 5720.42E, “Department of the Navy Freedom of Information Act Program.” (d) Eacemption for classified material. All systems of records maintained by the Department of the Navy shall be exempt under section (k)(1) of 5 U.S.C. 552a, to the extent that the Systems contains any information properly classified under E.O. 12958 and that is required by that E.O. to be kept secret in the interest of national defense or foreign policy. This exemption is applicable to parts of all systems of records including those not otherwise Specifically designated for exemptions herein which contain isolated items of properly classified information.
NOTE: Department of the Navy Privacy Act Systems of records which contain classified information automatically qualify for a (k)(1) exemption, without establishing an exemption rule.
(e) Eacempt records in mometempt Systems. (1) An exemption rule applies to the system of records for which it was established. If a record from an exempt system is incorporated intentionally into a system that has not been exempt, the published notice and rules for the nonexempt system will apply to the record and it will not be exempt from any provisions of 5 U.S.C. 552a.
(2) A record from one component's (i.e., Department of the Navy) exempt— ed system that is temporarily in the possession of another component (i.e., Army) remains subject to the published system notice and rules of the originating component’s (i.e., Department of the Navy). However, if the non-Originating component incorporates the record into its own system of records, the published notice and rules for the system into which it is incorporated
Shall apply. If that System of records has not been exempted, the record shall not be exempt from any provisions of 5 U.S.C. 552a. (3) A record accidentally misfiled into a system of records is governed by the published notice and rules for the system of records in which it actually should have been filed. (f) General eremptions—(1) Central Intelligence Agency (CIA). The Department of the Navy is not authorized to establish an exemption for records maintained by the CIA under SubSection (j)(1) of 5 U.S.C. 552a. (2) Law enforcement. (i) The general exemption provided by SubSection (j)(2) of 5 U.S.C. 552a, may be established to protect criminal law enforcement records maintained by Department of the Navy. (ii) To be eligible for the (j)(2) exemption, the System of records must be maintained by an element that performs, as one of its principal functions, the enforcement of Criminal laws. The Naval Investigative Service, Naval InSpector General, and military police activities qualify for this exemption. (iii) Criminal law enforcement includes police efforts to detect, prevent, control, or reduce crime, or to apprehend Criminals, and the activities of prosecution, Court, correctional, probation, pardon, or parole authorities. (iv) Information that may be protected under the (j)(2) exemption includes: (A) Information Compiled for the purpose of identifying Criminal Offenders and alleged Criminal offenders consisting of only identifying data and notations of arrests; the nature and disposition of Criminal charges; and sentencing, confinement, release, parole, and probation status; (B) Information compiled for the purpose of a criminal investigation, including reports of informants and investigators, and associated with an identifiable individual; and (C) Reports identifiable to an individual, compiled at any stage of the enforcement process, from arrest, apprehension, indictment, or preferral of charges through final release from the Supervision that resulted from the Commission of a crime.
(v) The (j)(2) exemption does not apply to:
(A) Investigative records maintained by a naval activity having no Criminal law enforcement duties as One of its principle functions, or
(B) Investigative records compiled by any element concerning individual’s suitability, eligibility, or qualification for duty, employment, or access to classified information, regardless of the principle functions of the naval activity that compiled them.
(vi) The (j)(2) exemption established for a System of records maintained by a criminal law enforcement activity cannot protect law enforcement records incorporated into a nonexempt System of records or any system of records maintained by an activity not principally tasked with enforcing criminal laws. All System managers, therefore, are cautioned to comply strictly with Department of the Navy regulations Or instructions prohibiting or limiting the incorporation of Criminal law enforcement records into Systems Other than those maintained by criminal law enforcement activities.
(g) Specific eremptionS. Specific exemptions permit Certain Categories of records to be exempted from specific provisions of 5 U.S.C. 552a. Subsections (k)(1)–(7) of 5 U.S.C. 552a allow exemptions for Seven categories of records. To be eligible for a specific exemption, the record must meet the corresponding Criteria.
NOTE: Department of the Navy Privacy Act Systems of records which contain classified information automatically qualify for a (k)(1) exemption, without an established exemption rule.
(1) (k)(1) exemption: Information properly classified under Secretary of the Navy Instruction 5720.42E, “Department. Of the Navy Freedom of Information Act Program” and E.O. 12958, in the interest of national defense or foreign policy.
(2) (k)(2) exemption: Investigatory information (other than that information within the scope of §701.113(f)(2) compiled for law enforcement purposes. If maintaining the information causes an individual to be ineligible for or denied any right, benefit, or privilege that he or she would otherwise be eligible for or entitled to under Federal law, then
he or she shall be given access to the information, except for the information that would identify a confidential Source (see § 701.113(h), “confidential Source”). The (k)(2) exemption, when established, allows limited protection On investigative records maintained for use in personnel and administrative actions. (3) (k)(3) exemption: Records maintained in connection with providing protective Services to the President of the United States and other individuals under 18 U.S.C. 3056. (4) (k)(4) exemption: Records required by Federal law to be maintained and used Solely as statistical records that are not used to make any determination about an identifiable individual, except as provided by 13 U.S.C. 8. (5) (k)(5) exemption: 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, but only to the extent such material would reveal the identity Of a confidential Source. (See $701.113(h), “Confidential source”). This exemption allows protection of confidential Sources in background investigations, employment inquiries, and Similar inquiries used in personnel Screening to determine suitability, eligibility, or qualifications. (6) (k)(6) exemption: 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 testing or examination proCeSS. (7) (k)(7) exemption: Evaluation material used to determine potential for promotion in the military Services, but Only to the extent that disclosure would reveal the identity of a confidential Source. (See §701.113(h), “confidential Source”.) (h) Confidential Source. Promises of Confidentiality are to be given On a limited basis and Only when essential to obtain the information sought. Establish appropriate procedures for granting confidentiality and designate