Department of Defense
INSTRUCTION
NUMBER 6040.45
November 16, 2015
Incorporating Change 1, April 11, 2017
USD(P&R)
SUBJECT: DoD Health Record Life Cycle Management
References: See Enclosure 1
1. PURPOSE. In accordance with the authority in DoD Directive (DoDD) 5124.02 (Reference
(a)), this instruction reissues and retitles DoD Instruction (DoDI) 6040.45 (Reference (b)) to
establish policy, assign responsibilities, and prescribe procedures for DoD Health Record
management.
2. APPLICABILITY. This instruction applies to OSD, the Military Departments (including the
Coast Guard at all times, including when it is a Service in the Department of Homeland Security
by agreement with that Department), the Office of the Chairman of the Joint Chiefs of Staff and
the Joint Staff, the Combatant Commands, the Office of the Inspector General of the Department
of Defense (IG DoD), the Defense Agencies, the DoD Field Activities, and all other
organizational entities within the DoD (referred to collectively in this instruction as the “DoD
Components”).
3. POLICY. It is DoD policy that the DoD Health Record be created, used, maintained, shared,
stored, and dispositioned to ensure the maintenance of a complete and accurate health record for
beneficiaries in accordance with References (c) through (l).
a. The DoD Health Record is the property of the U.S. Government, not the beneficiary or the
beneficiary’s guardian. In accordance with section 552a of Title 5, United States Code (U.S.C.),
(also known and referred to in this instruction as “the Privacy Act of 1974” (Reference (m)) and
Public Law 104-191 (also known and referred to in this instruction as the “Health Insurance
Portability and Accountability Act (HIPAA)” (Reference (n)), the patient has the right to a copy
of the information in the DoD Health Record, as established and implemented in accordance
with References (h) through (k), unless specifically excepted by this instruction and supporting
implementation and procedural guidance.
