Privacy and Civil Liberties Data Sharing Agreement Program

Questions and answers about privacy and civil liberties at the Defense Health Agency Data Sharing Agreement (DSA) program.

Research Repository Template

This template is designed to assist the Department of Defense Institutional Review Board with determining if DHA data disclosed to a research study will, in any form (de-identified or otherwise), be placed in a research repository and, if so, the type of data and whether any Health Insurance Portability and Accountability Act (HIPAA) compliance requirements are applicable.

IRB Findings Document

The IRB HIPAA Compliance Review Findings on Data Requests.

Research Repository Template

The RRT asks researchers whether they intend to put data into a repository, and if yes, what data and under what governance terms.

List of Systems Containing DHA Data

DHA Privacy Office Standard Contract Language

This Section addresses the Contractor’s requirements under The Privacy Act of 1974 (Privacy Act), The Freedom of Information Act (FOIA), and The Health Insurance Privacy and Accountability Act (HIPAA) as set forth in applicable statutes, implementing regulations and DOD issuances.

PGI 224.1-90: Personally Identifiable Information (PII), Protected Health Information (PHI), and Federal Information Requirements

This PGI provides standard language that shall be included in all purchased and non-purchased care solicitations and contracts where the contractor’s performance involves access to PII/PHI (unless those solicitations and contracts incorporate the TRICARE Manuals in their entirety, in which case this PGI does not apply).

• Identification #: N/A
• Date: 10/27/2020
• Type: Guidelines
• Topics: Privacy & Civil Liberties | Privacy Contract Language

Privacy Program Plan

The DHA Privacy Office has developed this PPP to present its strategic concept of operations, including descriptions of how DHA complies with federal privacy requirements and related information management subject areas. This DHA PPP formally documents the DHA’s Privacy Program, including a description of the structure of the Privacy Program, the subject programs and activities that comprise the program, the roles and responsibilities of privacy officials and staff, the strategic goals and objectives of the Privacy Program, and the controls in place or planned – such as policies and procedures and specific programs and activities for meeting applicable privacy requirements and managing privacy risks. Privacy Program Plan

DOD Instruction 6025.18: Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DOD Health Care Programs

This issuance, in accordance with the authority in DOD Directive 5124.02, establishes policy and assigns responsibilities for DOD compliance with federal law governing health information privacy and breach of privacy; integrating health information privacy and breach compliance with general information privacy and security requirements in accordance with federal law and DOD issuances; health information technology, system interoperability, and exchange of electronic health information, in relation to federal law governing health information privacy and breach; and DOD contracting and procurement activities in relation to federal law governing health information privacy and breach.

• Identification #: 6025.18
• Date: 3/13/2019
• Type: Instructions
• Topics: Privacy & Civil Liberties | Breach Prevention and Response | HIPAA Compliance within the MHS | HIPAA and Privacy Act Training | Privacy Act at DHA

Decision Tree Matrix for Contracts with PII/PHI

Personally Identifiable Information (PII), Protected Health Information (PHI), and Federal Information Requirements

DoD Instruction 8580.02: Security of Individually Identifiable Health Information in DoD Health Care Programs

This instruction establishes policy and assigns responsibilities for security of individually identifiable health information created, received, maintained, or transmitted in electronic form (referred to in this instruction as “electronic protected health information (ePHI)”).

• Identification #: DoD Instruction 8580.02
• Date: 8/12/2015
• Type: Instructions
• Topics: Privacy & Civil Liberties | Breach Prevention and Response